Privacy Policy
Effective as of: July 9, 2025
Last updated: August 16, 2025
At Saphly, we respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, and safeguard your data when you interact with our website, manuscript submission system, and other related services and community platforms (collectively, the "Services").
By accessing or using our Services, you agree to the practices described in this Policy. If you do not agree, you should discontinue use of the Services.
Personal information: If you contact us, we may collect your name, email address, or other contact details.
Manuscript submission data: When you submit a manuscript through our form, we collect additional information including book title, approximate word count, book genres, short plot summary, full synopsis, query letter, additional info, and the manuscript file.
Usage data: We may collect information about how you interact with our Services (such as pages visited, submission activity, or platform interactions) to help us improve our content.
Cookies: We use cookies and Google Analytics to collect anonymized data about your visit, enhance your experience, and analyze traffic. When you access our website, you will be prompted to accept or decline analytics cookies. If you decline, analytics cookies will not be set, and your usage data will not be tracked. You can change or withdraw your consent at any time by clearing your cookies or resetting cookie consent.
Community data: If you join our Discord community, we collect only the data necessary to provide functionality, such as your user ID, server and channel preferences, and any information you voluntarily provide through commands or interactions.
We use your information to provide and improve our Services, process manuscript submissions, respond to your inquiries, and send updates or newsletters that you may opt out of anytime. We also use your information to develop new features or services, perform research and analytics, and comply with legal obligations.
The legal bases for processing your data under the General Data Protection Regulation (GDPR) include:
- Performance of a contract: Ensuring the website, submission processes, and related Services function as intended.
- Legitimate interest: Improving and securing our Services and protecting our business interests.
- Consent: When you explicitly provide data through the website, such as agreeing to submission guidelines, confirming ownership rights, or opting into communications.
We do not sell or share your personal information or manuscript data with third parties. Information you provide is shared only within Saphly and with authorized staff who require access to review, process, or deliver Services. However, we may disclose your information to investigate or prevent abuse, fraud, security threats, or in response to legal process or a request from law enforcement or regulatory authorities.
We retain your information, including manuscript submission data, for as long as necessary to provide our Services or comply with legal requirements. We will delete this information upon your request or when it is no longer needed for these purposes.
We take reasonable measures to protect your information, including manuscript files, from unauthorized access, alteration, or destruction. These measures include:
- Secure storage of data and uploaded files.
- Limited access to data (only accessible to authorized personnel).
- Virus and malware scanning of uploaded manuscript files.
- Regular security audits and reviews of data handling practices.
- Encryption of data transmission (e.g., HTTPS).
However, no security measure is perfect, and we cannot guarantee the security of your information. By using our Services, including submitting manuscripts or joining community platforms, you acknowledge and accept this risk.
Our Services may link to or rely on third-party platforms (such as external retailers or Discord). We are not responsible for the privacy practices of these parties, and we encourage you to review their policies before using their services.
We do not knowingly collect data from individuals under the age of 13 without verified parental consent. If you believe that data from a minor has been collected, please contact us immediately, and we will take appropriate steps to delete the data.
By submitting your manuscript, you confirm that your submission meets our guidelines and that you own the rights to the work or have been authorized to grant permission for its review. These confirmations are given via explicit checkboxes on the submission form. You may withdraw your consent at any time by contacting us, though doing so may affect our ability to consider your manuscript.
We may update this Policy periodically. Continued use of our Services after changes constitutes your acceptance of the new Policy.
This Policy is governed by the laws of Portugal. Any disputes arising under this Policy will be resolved in accordance with these laws and regulations.
If you have any questions or concerns about this Policy, including your manuscript submission data, or other matters, please contact us via the appropriate email address below:
- General Inquiries: contact@saphly.com
- Authors & Publishing: authors@saphly.com
- Technical Support: support@saphly.com
- Legal Matters: legal@saphly.com
For real-time assistance or to reach out via community support, you can also contact us on our Discord server.