Privacy Policy

Last Updated: December 30, 2025

1. Introduction

Novel Scout ("we", "our", or "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our services, including our email subscription service for book release notifications.

We comply with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

2. Information We Collect

2.1 Information You Provide

  • Email Subscription Data: When you subscribe to author updates, we collect:
    • Email address
    • Selected authors you wish to follow
    • Subscription date and verification status
    • Consent records (privacy policy acceptance, email consent)
  • Contact Form Data: When you contact us, we collect your name, email address, subject, and message content.

2.2 Automatically Collected Information

  • Cookies: We use essential cookies for site functionality (session management, CSRF protection) and, with your consent, analytics cookies via Google Analytics.
  • Usage Data: If you consent to analytics cookies, we collect information about how you interact with our site (pages visited, time spent, referring sites).
  • Technical Data: IP address (anonymized), browser type, device information, and access times.

2.3 Third-Party Services

  • Google Analytics: Only loaded with your consent to track website usage patterns.
  • hCaptcha: Used to prevent spam on subscription forms. See hCaptcha Privacy Policy.
  • Sender.net: Our email service provider for sending subscription updates. See Sender.net Privacy Policy.

3. How We Use Your Information

We use your personal data for the following purposes:

  • Email Subscriptions: To send you notifications about new book releases from your selected authors (only after you confirm your subscription via double opt-in).
  • Service Improvement: To understand how users interact with our site and improve functionality (with your consent for analytics).
  • Communication: To respond to your inquiries submitted via our contact form.
  • Legal Compliance: To comply with legal obligations and protect our rights.
  • Security: To detect and prevent fraud, spam, and abuse (via hCaptcha).

Legal Basis for Processing (GDPR):

  • Consent: Email subscriptions and analytics cookies (GDPR Article 6(1)(a)).
  • Legitimate Interests: Essential cookies, security, fraud prevention (GDPR Article 6(1)(f)).
  • Legal Obligation: Compliance with applicable laws (GDPR Article 6(1)(c)).

4. Data Sharing and Disclosure

We do not sell, rent, or trade your personal data. We may share your information only in the following circumstances:

  • Service Providers: Sender.net (email delivery), Google Analytics (analytics, with consent), hCaptcha (spam prevention).
  • Legal Requirements: When required by law, court order, or government regulation.
  • Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred (you will be notified).

All third-party service providers are contractually obligated to protect your data and use it only for the specified purposes.

5. Your Rights Under GDPR

As a data subject, you have the following rights:

  • Right of Access (Article 15): Request a copy of your personal data.
  • Right to Rectification (Article 16): Correct inaccurate or incomplete data.
  • Right to Erasure (Article 17): Request deletion of your data ("right to be forgotten").
  • Right to Restrict Processing (Article 18): Limit how we use your data.
  • Right to Data Portability (Article 20): Receive your data in a machine-readable format.
  • Right to Object (Article 21): Object to processing based on legitimate interests.
  • Right to Withdraw Consent: Withdraw consent at any time (for subscriptions and analytics).

How to Exercise Your Rights:
Email us at support@novelscout.com . You can also manage your cookie preferences using the cookie banner on our site.

6. Data Retention

  • Email Subscriptions: Retained until you unsubscribe or request deletion.
  • Contact Form Submissions: Retained for 2 years for customer service purposes.
  • Analytics Data: Google Analytics retains data for 26 months (anonymized IP addresses).
  • Security Logs: Retained for 90 days for security and fraud prevention.

After the retention period, data is securely deleted or anonymized.

7. Data Security

We implement appropriate technical and organizational measures to protect your personal data, including:

  • Encryption of data in transit (HTTPS/TLS)
  • Secure storage of passwords and sensitive data
  • Regular security audits and vulnerability assessments
  • Access controls and authentication mechanisms
  • Employee training on data protection practices

However, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but take all reasonable precautions.

8. International Data Transfers

Your data may be processed in countries outside the European Economic Area (EEA), including the United States (Google Analytics, Sender.net). We ensure that appropriate safeguards are in place, such as:

  • Standard Contractual Clauses (SCCs) approved by the European Commission
  • Service providers certified under the EU-U.S. Data Privacy Framework

9. Children's Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately at info@novelscout.com.

10. Cookies and Tracking

For detailed information about the cookies we use, please see our Cookie Policy. You can manage your cookie preferences at any time using the cookie consent banner or by adjusting your browser settings.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of significant changes by:

  • Posting the updated policy on this page with a new "Last Updated" date
  • Sending an email notification to subscribers (for material changes)

We encourage you to review this policy periodically.

12. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Data Protection Officer:
If you believe your data protection rights have been violated, you have the right to lodge a complaint with your local supervisory authority (e.g., the Irish Data Protection Commission for EU residents).

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