Privacy notice
How Fable Studio collects, uses and protects your personal information.
1. Who we are
This privacy notice explains how Trexovia Technologies Ltd, trading as Fable Studio ("Fable Studio", "we", "us"), collects and uses personal information about you when you visit our website, contact us, ask for a free book review, or become a client.
- Company: Trexovia Technologies Ltd, registered in England and Wales, company number 17440850
- Registered office: 128 City Road, London, United Kingdom, EC1V 2NX
- ICO registration number: ZC269959
- Contact for privacy matters: info@fablestudio.co.uk or +44 7456 061335
We are the "controller" of the personal information described in this notice, which means we decide how and why it is used.
2. What information we collect
When you contact us or send a form (the enquiry form or the free book review form), we collect:
- your name, email address and phone number
- your message, and any details you give about your book (title, genre, stage, word count, services you are interested in)
- your manuscript or chapters, if you attach them
- a record that you accepted our Terms and Non-Disclosure Agreement: the date and time, the version, your IP address and your browser type
- the page of our website you used to contact us
When we talk to you by phone, Zoom, live chat, WhatsApp, text message or email, we keep a record of what is said and sent, as it is needed to deal with your enquiry or your project.
When you become a client, we also collect the information needed to provide our services and keep our records: your contact and billing details, your book files and drafts, the details of your ISBNs and imprint, and any information you share about your publishing accounts. We only access those accounts as you authorise.
When you use our website, if you accept cookies, we and our service provider HubSpot collect information about how you use the site and your use of the live chat, such as your IP address, device and browser details, pages visited and the source of your visit. See our cookie policy.
We do not intentionally collect special category data (for example, health information). If your manuscript, such as a memoir, includes this kind of information about you or other people, we will treat it as confidential and only use it for the purposes in this notice.
3. How we use your information, and why
| What we do | Why we are allowed to (lawful basis) |
|---|---|
| Reply to your enquiry and carry out your free book review | Taking steps at your request before a contract, and our legitimate interest in running our business and responding to enquiries |
| Provide the services you ask for, including quotes, editing, formatting, design and launch | Performing our contract with you |
| Keep records, deal with tax and accounts, and meet our legal obligations | Legal obligation |
| Keep our customer records and communications in a customer relationship system (HubSpot) | Our legitimate interest in managing our business and keeping good records |
| Use AI-assisted tools to support our editing, proofreading and administration | Performing our contract with you, and our legitimate interest in running an efficient business |
| Keep a record of your acceptance of our Terms and NDA | Our legitimate interest in being able to show what was agreed |
| Protect our website and prevent spam and abuse | Our legitimate interest in keeping our systems secure |
| Understand how our website is used, and offer live chat | Your consent (through our cookie banner, or when you choose to start a chat) |
| Send marketing emails or texts | Your consent, or the soft opt-in rules for existing customers where they apply. Each message will let you opt out |
Where we rely on legitimate interests, we have considered your rights and concluded that our use of your information is fair and proportionate. You can ask us for details.
Decisions about your book. A member of our team always makes the final decision on whether we take on a book. AI-assisted tools may support the review, but they do not make the decision.
We do not sell your personal information.
4. Who we share it with
We share your information only where we need to, and with:
- HubSpot, which provides our customer relationship management system, forms, email tools and live chat
- Our email, hosting and website providers, who help us run our systems
- Communication tools you choose to use with us, such as Zoom and WhatsApp
- AI-assisted tools, including Claude (from Anthropic) and Grammarly, which we use to support our editing, proofreading and administration. Text from your manuscript or messages may be processed by these providers. We use them only under terms that treat your content as confidential and do not allow it to be used to train their models. If you would prefer us not to use them on your manuscript, tell us and we will not
- Freelancers and contractors (for example editors, designers and illustrators) who work on your book, who must keep it confidential
- Our professional advisers, such as accountants and lawyers, where needed
- Google, only if you choose to show the map in our website footer. Google receives your IP address and other browser information when the map loads, and is an independent controller under its own terms
- Publishing platforms, such as Amazon KDP and IngramSpark, when you ask us to set up or manage your books. They are independent controllers of the information you give them, under their own terms
- Authorities, where the law requires it
When we share your manuscript with anyone working on your book, they are bound by confidentiality obligations in line with our Non-Disclosure Agreement.
5. Transfers outside the UK
Some of our providers, including HubSpot and, if you show the map, Google, may process information outside the UK, including in the United States. Where this happens, we make sure that appropriate safeguards are in place, such as UK adequacy regulations (including the UK-US data bridge, where the provider is certified), or the UK's International Data Transfer Agreement or the UK Addendum to the EU's standard contractual clauses. You can contact us for more information.
6. How long we keep it
| Information | How long we keep it |
|---|---|
| Enquiries that do not lead to a project | Up to 12 months after our last contact with you |
| Manuscripts and book files for books we do not take forward | Deleted within 90 days after we tell you the outcome of your free book review, or sooner if you ask us to |
| Client records, contracts and project files | For the length of the project and 5 years afterwards, to deal with any claims and to support our relationship with you |
| Invoices and accounting records | 6 years, as tax and accounting rules generally require |
| Records of your acceptance of our Terms and NDA | Kept with the related enquiry or client record, so for the same period |
| Marketing preferences | Until you withdraw your consent or opt out |
| Cookie data | As set out in our cookie policy |
We may keep information for longer if the law requires, or to deal with a legal claim. Backups are overwritten in the normal course and stay confidential until then.
7. Keeping it secure
We use technical and organisational measures that are appropriate to the risk, and limit access to the people who need it. No method of sending information over the internet is completely secure, so please do not send information by email or a form that you would not be comfortable sharing in that way. If you want to send us a large manuscript, we will give you a secure link.
8. Your rights
Under UK data protection law you have the right to:
- be informed about how we use your information (this notice)
- access the information we hold about you
- have it corrected if it is wrong or incomplete
- have it erased in certain circumstances
- restrict our use of it in certain circumstances
- object to our use of it where we rely on legitimate interests, and to direct marketing
- data portability, in certain circumstances
- withdraw your consent at any time, where we rely on it (this does not affect what we did before)
To use any of these rights, email info@fablestudio.co.uk. We will normally reply within one month, and may need to check your identity first. There is no charge unless a request is clearly unfounded or excessive.
9. Complaints
If you have a concern, please tell us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator, at ico.org.uk (opens in a new tab) or on 0303 123 1113.
10. Children
Our services are for adults. We do not knowingly collect information from children. If you believe a child has sent us information, please contact us and we will delete it.
11. Links to other websites
Our site links to other websites, such as Amazon pages for the books we feature. We are not responsible for their privacy practices, so please read their notices.
12. Changes to this notice
We may update this notice from time to time. The date at the top shows when it was last changed, and we will make significant changes clear on this page.
Questions about this page? Email info@fablestudio.co.uk.