Proto Vima Press Privacy Policy

Effective Date: 15 May 2026
Last Updated: 21 May 2026

Proto Vima Press (“Proto Vima Press,” “we,” “us,” or “our”) is committed to protecting your privacy and handling your personal data transparently and lawfully. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you visit www.protovima.press (the “Site”) or interact with us online.

This Policy is intended to comply with applicable data protection laws, including the EU/UK General Data Protection Regulation (“GDPR”), the California Consumer Privacy Act as amended by the California Privacy Rights Act (“CCPA/CPRA”), and other relevant privacy and AI-governance guidance.

By using the Site, you agree to the practices described in this Privacy Policy. If you do not agree, please discontinue use of the Site.

1. Who We Are and How to Contact Us

Data Controller: Proto Vima Press is the data controller for personal data collected via this Site.

Contact details for privacy matters:
Proto Vima Press
4901 Richmond Square, Suite 103, Oklahoma City, OK 73118

editor@protovima.press

If required under GDPR, we may appoint an EU/UK representative and/or Data Protection Officer; their contact information will be provided here once designated.

2. What Data We Collect

We collect information that identifies, relates to, or could reasonably be linked with a particular individual or household (“personal data” or “personal information”).

2.1 Information You Provide Directly

• Contact details: name, email address, mailing address, phone number.
• Account details (if we enable accounts): username, password, profile information.
• Submission information: manuscripts, proposals, sample chapters, author bios, CVs, and related correspondence.
• Transaction data: billing address, limited payment details (payment card data is typically processed directly by third‑party payment processors and not stored in full by us).
• Communication data: preferences, feedback, survey responses, and information you provide when you contact us.

2.2 Information Collected Automatically

When you use the Site, we may automatically collect:

• Device and usage data: IP address, browser type, device identifiers, operating system, referral URLs, pages viewed, time and date of visit, and other analytical data.
• Cookies and similar technologies: identifiers tied to cookies, pixels, or tags used for essential functionality, analytics, and (if enabled) marketing.

2.3 Special Categories / Sensitive Data

We do not intentionally collect sensitive personal information (such as health data, precise geolocation, or government identifiers) through the Site, and we ask you not to include such information in submissions unless explicitly requested and lawfully justified.

3. Legal Bases for Processing (GDPR)

Where GDPR applies, we process your personal data under one or more of the following legal bases:

• Consent: for activities such as sending newsletters or using non-essential cookies, where you have given clear consent.
• Contract: to review submissions at your request, manage author relationships, and fulfil purchase orders or other contracts with you.
• Legitimate interests: to secure our Site, understand how it is used, develop our publishing program, and communicate with you about relevant content or opportunities, provided these interests are not overridden by your rights.
• Legal obligations: to comply with record-keeping, tax, and other legal requirements.

4. How We Use Your Information

We use the information we collect for purposes including:

• Operating and maintaining the Site, including troubleshooting, analytics, and security monitoring.
• Managing submissions and publishing workflows, including evaluating manuscripts, communicating with authors, and executing publishing agreements.
• Processing and fulfilling orders for books, digital products, or services, and managing payments.
• Sending administrative messages, such as updates to our terms, policies, or service changes.
• Sending newsletters, event notices, or other communications you opt to receive, with options to unsubscribe at any time.
• Improving our editorial strategy, user experience, accessibility, and outreach based on aggregated analytics.
• Complying with legal obligations and responding to lawful requests from public authorities.

We process data only for the purposes described here or compatible purposes consistent with applicable law.

5. AI, Analytics, and Automated Decision-Making

We may use analytics tools and, in limited cases, AI‑enabled services (for example, spam filtering, content organization, or recommendation systems) in connection with the Site.

Where AI or automated processing relies on personal data, we will:

• Use a lawful basis for processing and apply data minimization and purpose limitation principles.
• Avoid solely automated decisions that produce legal or similarly significant effects on individuals, unless permitted by law and accompanied by appropriate safeguards.
• Provide meaningful information about the logic involved where automated tools significantly shape recommendations, and maintain human oversight in editorial and publishing decisions.

You may contact us to ask whether automated decision‑making is used with respect to your data and, where applicable, to request a human review.

6. Cookies and Similar Technologies

We use cookies and similar technologies for:

• Essential functions (e.g., security, session management).
• Performance and analytics (e.g., understanding page views and navigation).
• Preference management (e.g., remembering language or cookie settings).

Where required by law, we will request your consent before placing non‑essential cookies and provide a way to manage your cookie preferences. You can also configure your browser to block or delete cookies, though some Site features may not work properly.

7. How We Share Your Information

We do not sell personal information, and we do not share it with third parties for their own independent marketing purposes.

We may share personal data with:

• Service providers: hosting providers, payment processors, email and communication platforms, analytics providers, IT/security vendors, and similar partners bound by confidentiality and data protection obligations.
• Editorial and publishing partners: contractors and collaborators assisting with evaluation, editing, design, or distribution under appropriate agreements.
• Legal and regulatory bodies: when required by law, court order, or to protect our rights, security, users, or the public.
• Successors: in connection with a merger, reorganization, or similar corporate transaction, subject to continued protections consistent with this Policy.

When we transfer personal data outside of the EU/UK, we will use appropriate safeguards, such as standard contractual clauses or equivalent mechanisms, as required by GDPR.

8. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes described in this Policy, including legal, accounting, or reporting requirements.

Retention periods may vary, for example:

• Contact, account, and transaction records: retained for the duration of the relationship and for a period needed for tax and legal obligations.
• Submissions and editorial records: retained for a period consistent with publishing practices, archiving needs, and legal requirements.
• Marketing/contact preferences: retained until you opt out or your information is no longer needed.

We periodically review our data holdings and securely delete or anonymize personal data that is no longer required.

9. Security

We implement reasonable administrative, technical, and physical safeguards to protect personal data from unauthorized access, disclosure, alteration, or destruction. These measures include access controls, secure hosting, and practices aligned with privacy‑by‑design and security‑by‑design principles, particularly where any AI‑enabled tools are involved.

No method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.

10. Your Rights (GDPR and Other Regions)

Where GDPR or similar laws apply, you may have the following rights regarding your personal data:

• Right of access: to obtain confirmation whether we process your personal data and to receive a copy.
• Right to rectification: to correct inaccurate or incomplete data.
• Right to erasure: to request deletion of your personal data in certain circumstances.
• Right to restriction: to request that we limit processing in certain circumstances.
• Right to data portability: to receive certain data in a structured, commonly used format and transmit it to another controller where technically feasible.
• Right to object: to object to processing based on legitimate interests, including profiling, and to direct marketing.
• Right to withdraw consent: where processing is based on consent, you may withdraw it at any time without affecting prior lawful processing.

To exercise these rights, please contact us using the details in Section 1. We may need to verify your identity and may not be able to fulfill a request in certain situations (for example, where we must retain data for legal reasons), in which case we will explain our decision as required by law.

If you are in the EU/UK, you also have the right to lodge a complaint with your local data protection authority.

11. California Privacy Rights (CCPA/CPRA)

If you are a California resident and CCPA/CPRA applies to our activities, you may have additional rights regarding your “personal information,” subject to legal exceptions.

11.1 Categories of Personal Information

In the preceding 12 months, we may have collected the categories of personal information described in Section 2 (identifiers, commercial information, internet activity, and professional information related to author submissions).

We do not sell or share personal information for cross‑context behavioral advertising. If this changes, we will update this Policy and provide a “Do Not Sell or Share My Personal Information” link as required.

11.2 California Rights

Subject to verification and exceptions, California residents may have the right to:

• Know: request details about the categories and specific pieces of personal information collected, sources, purposes, and categories of third parties to whom it was disclosed.
• Delete: request deletion of personal information we collected, subject to certain exceptions.
• Correct: request correction of inaccurate personal information.
• Limit use of sensitive personal information: where applicable, request limitations on certain uses.
• Non‑discrimination: not receive discriminatory treatment for exercising these rights.

You or your authorized agent may exercise these rights by contacting us using the information in Section 1. We will verify and respond to requests as required under CCPA/CPRA.

12. Children’s Privacy

The Site is not directed to children under 13, and we do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child, we will delete it and, where appropriate, disable the associated account.

If we ever intend to process minors’ data under stricter regional thresholds (such as under 16 in the EU), we will implement age‑appropriate notices and consent mechanisms in accordance with applicable law.

13. International Users

Our servers and primary operations are located in the United States. If you access the Site from outside the U.S., your personal data may be transferred to, stored, and processed in the U.S. or other countries with data protection laws that differ from those in your jurisdiction.

Where required, we will implement appropriate safeguards for cross‑border transfers, such as standard contractual clauses or equivalent mechanisms.

14. Third‑Party Sites and Services

The Site may contain links to third‑party websites or services. We are not responsible for the privacy practices, content, or security of those third parties, and this Policy does not apply to them. We encourage you to review the privacy policies of any external sites you visit.

15. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in law, technology, or our practices. When we do, we will revise the “Effective Date” and “Last Updated” dates at the top of this page, and, where required by law, we will notify you through the Site or by other appropriate means.

Your continued use of the Site after an update constitutes your acceptance of the revised Policy.

16. How to Contact Us

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

Proto Vima Press
4901 Richmond Square, Suite 103, Oklahoma City, OK 73118

editor@protovima.press }

If you are based in the EU/UK and believe we have not adequately addressed your concern, you may have the right to contact your local data protection authority.