Privacy Policy

Last Updated: 10/11/24

At Polished Prose AI, we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal data when you visit our website and use our services.

1. Information We Collect We may collect personal information that you provide directly to us, including:

  • Name

  • Email address

  • Phone number

  • Payment details (processed through a third-party service)

  • Any other information you provide through our contact or service forms

In addition to the standard data we collect for the provision of our services, Polished Prose AI may collect additional types of personal data for specialized services such as biography writing, case study creation, and legal or advocacy letter drafting. This may include, but is not limited to, personal stories, sensitive professional details, legal issue descriptions, personal identification details, and correspondence details. All information you voluntarily provide to us is collected to tailor our services to your specific needs. We ensure that any sensitive data shared for these services is handled with the utmost care and in accordance with applicable privacy laws.

2. How We Use Your Information We use the information we collect for the following purposes:

  • To process and complete your orders

  • To communicate with you regarding your order status and project updates

  • To send marketing materials and offers (only if you have opted in)

  • To improve our website and services

For certain specialized services, such as biography writing, case study creation, or legal letter drafting, the data provided by you may include sensitive personal information. Polished Prose AI processes and protects such data by adhering to strict data protection protocols, ensuring that all information is used solely for the purpose for which it was provided. Personal data will be stored securely and used only for the specific service requested. We implement technical and organizational measures to ensure the security of such data throughout the process, in compliance with relevant data protection legislation. All personal and sensitive information provided for legal letter services will be used solely for the purpose of drafting the requested letter and will be processed securely and in accordance with applicable laws.

2.1 Pro Bono Services and Data Collection When you apply for pro bono services, we collect personal information including your name, contact details, and any other data submitted as part of your application. The purpose of this data collection is to assess eligibility for pro bono services and to deliver the requested services if your application is approved.

2.2. AI-Assisted Content Creation Polished Prose AI uses services such as OpenAI’s ChatGPT, Canva and Grammarly to assist with content creation and editing. When using AI for these purposes, we provide minimal client information necessary to complete the project. This may include anonymized or generalized details but does not involve sharing identifiable personal information unless strictly necessary for the content. All data processing follows our confidentiality and data security practices.

3. Data Retention and Disposal We will retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law.

4. Sharing Your Information We do not sell, rent, or trade your personal information to third parties. However, we may share information with trusted third parties who assist us in operating our website, conducting business, or servicing you (such as payment processors). These third parties are required to maintain the confidentiality of your data. To provide enhanced services, Polished Prose AI may use third-party service providers for tasks such as editing, proofreading, or content management. These third-party providers may process or store user data as part of their services. We ensure that these providers are compliant with applicable privacy laws and that appropriate safeguards are in place to protect your data. We will never share your personal information with third-party providers for purposes other than those outlined in this Privacy Policy without your consent, except as required by law.

5. Security We implement a variety of security measures to maintain the safety of your personal information. However, no method of transmission over the internet or method of electronic storage is 100% secure, and we cannot guarantee the absolute security of your information. To enhance the security of your data while using AI tools, we limit the data shared with these tools, anonymize personal information wherever feasible, and apply strict data-handling measures in compliance with industry standards.

6. Security Breach Notification In the event of a data security breach, Polished Prose AI will promptly assess the impact and notify affected individuals if there is a risk to their personal information. Notification will include a description of the breach, types of information affected, steps taken to address the breach, and any recommendations for impacted individuals to protect themselves. Polished Prose AI will report significant breaches to the relevant data protection authority within 72 hours, as required by applicable law.

7. Client Responsibilities Clients are responsible for ensuring the accuracy of the personal data provided and should contact Polished Prose AI immediately if they believe there is an error or breach.

8. Your Rights You have the right to access, correct, update, or delete your personal information at any time. To exercise these rights, please contact us at team@polishedproseai.com.

9. Cookies Our website uses cookies to enhance your experience. Cookies are small files stored on your device to help us understand how you use the site and improve your experience. You can disable cookies through your browser settings, but this may affect your ability to use some features of the site.

10. Age Restrictions Polished Prose AI services are intended for individuals who are at least 18 years of age. We do not knowingly collect or process personal data from individuals under the age of 18. If we become aware that we have inadvertently collected such data, we will take steps to remove it from our records. By submitting any personal data, you confirm that you are 18 years of age or older.

11. Customer Feedback Any feedback you provide, including testimonials or reviews, may be processed as part of our customer service activities. This data is managed in accordance with our privacy practices and will not be shared with third parties without your consent, except where required by law.

12. Changes to This Policy Polished Prose AI reserves the right to update or modify this Privacy Policy at any time. Any changes will be posted on this page, and the "Last Updated" date will be revised accordingly.

Privacy Policy Disclaimer
While we are committed to safeguarding the privacy of our users, please note that no method of data transmission or storage is completely secure. We strive to protect the information shared with us by implementing industry-standard security measures, but we cannot guarantee absolute security. By using our website and services, you acknowledge that you understand and accept the inherent risks involved in data transmission over the internet.

If you have any questions or concerns regarding our data practices, please feel free to reach out to us directly at team@polishedproseai.com.