Privacy Notice


How do we use your information?

Facet Publishing (Facet), the commercial publishing and bookselling arm of CILIP: the library and information association, recognises that your privacy is important to you and is committed to protecting your privacy online.  This privacy notice sets out what information we collect on the Facet website and why and how we use that information. Facet is wholly owned by CILIP.

It applies to personal information we collect about:
  • Visitors to the Facet website
  • People who pay for Facet books or products using credit or debit cards
  • Authors & Contributors
  • Review & Inspection Copies
  • Emails that we send
Facet may change this policy from time to time by updating this page.  You should check this page periodically to ensure that you are happy with any changes.  This policy was last updated 24th May 2018. 
 

Visitors to the Facet website

Facet use a third party service, Namesco, to publish and host the main Facet website.  When someone visits http://www.facetpublishing.co.uk, a third party service, Google Analytics, is used to collect internet log information and to follow visitor patterns. By knowing the number of visitors to the various pages, we can improve the website and identify areas of particular interest. The information is processed in a way which does not identify individuals. If we are collecting personally identifiable information through our website, we will do so using forms that clearly explain what we intend to do with it.

Social Media Contact: Facet has its own Twitter feed @facetpublishing.  If you intend to post a comment on this Twitter feed, Twitter will require you to set up your own account.  Please review the Twitter privacy notice to see how it uses your information and to find out how to opt out, or delete, such information.  Direct messages sent to the @facetpublishing Twitter account will be deleted after 1 year. 7
 
External web services: We use a number of external web services, mainly related to displaying content e.g. to display slideshows we sometimes use SlideShare; to show videos we use YouTube and Vimeo. This is not an exhaustive or complete list of the services we use, or might use in the future, when embedding content, but these are the ones we use most. We cannot prevent these sites, or external domains, from collecting information on your usage of this embedded content using scripts from domains outside of Facet. If you are not logged in to these external services then they will not know who you are, but are likely to gather anonymous usage information e.g. number of views, plays, loads etc.  You should review the policies of each of these sites to see how they use your information and to find out how to opt out, or delete, such information.
 
Blog: We use a third party service, WordPress.com (run by Automattic Inc.), to publish the Facet blog. We use a standard WordPress service to collect anonymous information about users' activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. WordPress requires visitors that want to post a comment to enter a name and email address. For more information about how WordPress processes data, please see Automattic's privacy notice.
 
Social buttons: Visitors may use these to bookmark or share our web pages. There are buttons for: Twitter Share, Facebook Share, LinkedIn Share and GooglePlusOne. These work using scripts from domains outside of Facet and it is likely those sites will collect their own information about what you are doing. You should review the policies of each of these sites to see how they use your information and to find out how to opt out, or delete, such information.
 
People who contact us via social media: We use a third party provider, Hootsuite, to manage our social media interactions. This allows us to schedule posts which are then sent automatically to our social media feeds. To find out more, please see Hootsuite’s privacy statement.
 
If you send us a private or direct message via social media the message will be stored by Hootsuite for three months. It will not be shared with any other organisations.
 
Links to other websites: This website also contains links to other websites that may be of interest to our visitors. However, once you have used these links to leave our site, this privacy statement no longer applies and we cannot be responsible for the protection and privacy of any information which you provide whilst visiting those sites - such sites are not governed by this privacy statement. Again, please check the respective policies of any such sites that you chose to visit.
 
Our legal basis for processing the data described above is our legitimate interest in improving our website and services so that we can develop and grow our business; as well as a legitimate interest in keeping an appropriate record of any communications entered into with those visiting our website and social media platforms.
 

People who pay for Facet books or products using credit or debit cards

When you register or place an order, Facet collects personally identifiable information which includes details such as your name, address, job title and function, organization, e-mail address and other information that you may provide.

For your convenience, Facet Publishing operates a customer registration process. This is quick and simple and only needs to be completed once for your very first order. On subsequent visits, you will be able to use your unique email address and password to log in and retrieve your personal and delivery details.  Passwords are encrypted.
 
If you use a credit or debit card to pay for your purchases, you will be redirected to a third party service, Secure Trading, who collect payment on Facet’s behalf.  They will request card number, expiry date and the contact details of the person and address that the card is registered to. 
Their privacy notice is here.
 
Bookpoint Ltd. (part of the Hachette UK publishing group), our Distributor, then process, validate and verify orders.  They will only use your information to fulfil your order, unless you decide to subscribe to their own marketing emails.  Their privacy notice is here.
 
Bookpoint Ltd. may perform credit checks on companies who want to open a credit account.
 
Facet will under no circumstances provide your information to third parties, other than for the purpose for which you provided it (e.g. responding to your enquiry or order request).
 
Our legal basis for processing the data described above is Contractual in terms of completing the financial transaction with our customer; as well as a legitimate interest in the administration of that service e.g. to recover a debt due to us or to study how our customers use our products and services, so we can develop them and improve our business.
 

Review & Inspection Copies

Review Copies: if you request a review copy of a Facet book, we ask for your name, position, email and work address to get copies sent out to you, either from Facet direct or these details maybe passed on to Bookpoint, our distributor.

Inspection Copies: If you would like to consider using Facet textbooks on the courses/modules that you teach, we ask for your name, email and work address, to get copies sent out to you, either from Facet direct or these details maybe passed on to Bookpoint, our distributor.  Facet will email you a month later for feedback.
 
Our legal basis for processing the data described above is our legitimate interest in providing a service to our customers; as well as a legitimate interest in keeping an appropriate record of any communications entered into with those receiving review or inspection copies.
 

Authors and Contributors who submit manuscripts to Facet

Facet is the data controller and processor when you submit a manuscript, as an Author, co-Author or Contributor.  If you have any queries about how we handle your information, please contact us on info@facetpublishing.co.uk

What will we do with the information you provide to us?

Data we hold will be used confidentially, to assist in the potential publication of your manuscript and marketing promotion/publicity – for example for editorial or typesetting correspondence; or for the processing of annual royalties due.  Facet also have established relationships with international distributors, who we will share author contact details with for the purposes of publicity in their global region (name, email, address & phone number). 
 
Facet will never sell, trade, rent, exchange or otherwise share your personal information with any other person, company or organisation without gaining consent to do so. The information you provide will be held securely by us, whether the information is in electronic or physical format.
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.
 
Our legal basis for processing the data described above is our legitimate interest in providing a publishing service to our authors and contributors; if a publication is commissioned, our legal basis would become contractual.
 

Emails that we send

Facet uses a third party provider, Informz, to deliver the majority of our emails.  Informz is also used to manage your email preferences for receiving Facet updates.  You will see an option to manage your email preferences at the end of every email sent from Informz where you can subscribe/unsubscribe.  Emails will only be about Facet publications and events that may be of interest to our customers.

Email tracking. Some emails that we send you have no tracking in at all, for example personal correspondence. Other emails we send are tracked so that we can tell if those emails send traffic to our website or we can tell, at an individual level, whether the user has opened and clicked on the email, to understand open and click rates to try and improve our emails.
 
Sometimes we do use the personal information e.g. to re-email people who haven’t opened emails. If you want to be sure that none of your email activity is tracked, then you should unsubscribe from all Facet email correspondence.
 
Informz is a U.S. company and model EC approved contract clauses regarding privacy are in their contract with CILIP/Facet. Their Privacy Notice is here.
 
Our legal basis sending emails is legitimate interest where it concerns the administration of correspondence or a financial or publishing transaction.  For marketing emails our basis is consent and mailing preferences can be updated at any time here.
 

Security

CILIP/Facet complies with its obligations under the Data Protection Act 1998 (the DPA), which will be superseded from 25 May 2018 by the General Data Protection Regulation 2016/679 (the GDPR), by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

Only authorised employees and data processors (software suppliers and those working on behalf of CILIP/Facet e.g. to deliver our services) will have access to your data. All parties who have access to your data are required to process/use that data in accordance with the provisions of current data protection legislation and CILIP’s Data Protection Policy. 
 
CILIP/Facet uses data processors who are third parties to provide elements of our services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.  We have identified these data processors where relevant in the body of this privacy notice. 
 
CILIP/Facet will never sell trade, rent, exchange or otherwise share your personal information with any other person, company or organization without gaining consent to do so.
 
The CILIP/Facet website uses sophisticated security and safeguard measures to protect users' information (e.g. Secure Sockets Layer (SSL) encryption) to ensure that your data, debit/credit card will be protected against fraudulent use on our site.
 

Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They allow the website to remember who you are. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. 

You have the ability to accept or decline cookies by modifying the settings in your browser. However, you will not be able to login to the website if cookies are disabled. You can also manually remove cookies from your system. For more information on disabling and enabling cookies you should search for or lookup 'Cookies' in your Operating System Documentation or visit www.aboutcookies.org
 
Cookies set by Facet:
 
Cookie Name Purpose
Universal Analytics (Google) _ga
_gali
_gat_UA-1036645-1
_gid
These cookies are used to collect information about how visitors use our website. We use the information to compile reports and to help us improve the website. The cookies collect information in an anonymous form, including the number of visitors to the website, where visitors have come to the website from and the pages they visited. You can find out more at www.google.co.uk/intl/en/analytics/privacyoverview.html
YouTube cookies PREF*
VSC*
VISITOR_INFO1_LIVE*
remote_sid*
We embed videos from our official YouTube channel using YouTube’s privacy-enhanced mode. This mode may set cookies on your computer once you click on the YouTube video player, but YouTube will not store personally-identifiable cookie information for playbacks of embedded videos using the privacy-enhanced mode.
Read more at YouTube’s embedding videos information page.
PREF - * Expires after eight months
VSC - * expires at the end of your session
VISITOR_INFO1_LIVE - *expires after eight months
remote_sid - * expires at the end of your session

 

Controlling your personal information

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the Data Protection Act 1998 (the DPA) which will be superseded from 25 May 2018 by the General Data Protection Regulation 2016/679 (the GDPR).

You have rights as an individual which you can exercise in relation to the information Facet holds about you – read more here: https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/
 
This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Facet’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below or to info@facetpublishing.co.uk
 
If you want to make a complaint about the way Facet has processed your personal information, you can contact the ICO in the UK as the statutory body which oversees data protection law – www.ico.org.uk/concerns.
Access to personal information
 
If any of your contact or personal details are incorrect, please write to us or email info@facetpublishing.co.uk, so that we can make any corrections promptly.  
 
Individuals can find out if we hold any personal information by making a ‘subject access request’ under the Data Protection Act 1998. If we do hold information about you, we will:
  • give you a description of it;
  • tell you why we are holding it;
  • tell you who it could be disclosed to; and
  • let you have a copy of the information in an intelligible form.
To make a request to Facet for any personal information we may hold you need to put the request in writing addressing it to Facet Publishing, at CILIP, 7 Ridgmount Street, London. WC1E 7AE.
 
If you agree, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone.
 
Identity and contact details of controller and data protection officer: CILIP (who wholly own Facet Publishing) is the controller and processor of data for the purposes of the DPA 1998 and GDPR.  Nick Poole, Chief Executive Officer, is the Data Protection Officer registered with the Information Commissioner’s Office.