Introduction
Submission Workbench ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our submission tracking service.
What We Store (and What We Don't)
What We DO Store:
We store metadata about your creative work and submissions, including:
- Manuscript and presentation titles, word counts, and genres
- Market names (publications, agents, conferences, competitions)
- Submission dates, statuses, and response times
- Links to your documents stored in your own cloud storage (Google Drive, Dropbox, OneDrive, etc.)
- Personal notes and tracking information you add
- Account information (email address, display name, preferences)
What We DON'T Store:
We do NOT store:
- The actual content of your manuscripts, stories, or presentations
- Your document files (these remain in your chosen cloud storage)
- Your creative work itself (we only track information about it)
Your manuscripts and presentations stay in your control, in your own Google Drive, Dropbox, OneDrive, or local storage. We only store links to help you access them.
How We Use Your Information
We use your information to:
- Provide and maintain the Submission Workbench service
- Track your submissions, deadlines, and responses
- Send you email notifications about approaching deadlines (if you opt in)
- Improve and optimize our service
- Communicate with you about your account or service updates
- Respond to your support requests
Your Data Rights
Export Your Data
You can export all your data at any time in CSV format. This includes all manuscripts, markets, submissions, and tracking information. Go to Settings → Import & Export to download your data.
Delete Your Account
You can delete your account at any time from Settings → Account Settings. When you delete your account:
- All your data is permanently deleted from our servers within 30 days
- This includes all manuscripts, markets, submissions, and account information
- This action cannot be undone
- We recommend exporting your data before deletion
Cancel Your Subscription
You can cancel your subscription at any time. Your data remains accessible until the end of your billing period, after which your account becomes read-only. You can still export your data or reactivate your subscription.
Data Sharing and Disclosure
We do not sell, trade, or rent your personal information to third parties. We may share your information only in these limited circumstances:
- Service Providers: We use trusted third-party services (hosting, payment processing, analytics) that help us operate our service. These providers are bound by strict confidentiality agreements.
- Legal Requirements: We may disclose information if required by law, court order, or government request.
- Business Transfers: If Submission Workbench is acquired or merged, your information may be transferred to the new entity.
Security
We implement industry-standard security measures to protect your information:
- All data is encrypted in transit (HTTPS/TLS)
- All data is encrypted at rest in our database
- We use secure authentication methods (passwords, social login, passkeys)
- Regular security audits and updates
- Limited employee access to user data
However, no method of transmission or storage is 100% secure. We cannot guarantee absolute security but we take all reasonable precautions to protect your information.
Cookies and Tracking
We use cookies and similar technologies to:
- Keep you logged in
- Remember your preferences and settings
- Understand how you use our service (analytics)
- Improve performance and user experience
You can control cookies through your browser settings, but some features may not work properly if cookies are disabled.
Third-Party Services
Submission Workbench integrates with third-party services you may choose to use:
- Cloud Storage: Google Drive, Dropbox, OneDrive (for document links only)
- Authentication: Google, Apple (for social login)
- Payment Processing: Stripe (we don't store your payment information)
- Error Tracking: Sentry (for monitoring and debugging)
Each of these services has its own privacy policy. We encourage you to review them.
Data Retention
We retain your information for as long as your account is active. When you delete your account:
- Your data is immediately marked for deletion
- All data is permanently deleted within 30 days
- Backups containing your data are purged within 90 days
Children's Privacy
Submission Workbench is not intended for users under the age of 13. We do not knowingly collect information from children under 13. If we learn we have collected such information, we will delete it immediately.
International Users
Submission Workbench is operated from Australia. If you are located outside Australia, your information will be transferred to and processed in Australia. By using our service, you consent to this transfer.
Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by email or through a notice on our website. The "Last Updated" date at the top of this policy indicates when it was last revised.
Contact Us
If you have questions about this Privacy Policy or how we handle your information, please contact us at:
Email: privacy@submissionworkbench.com
Website: https://submissionworkbench.com
Your Rights Under GDPR (EU Users)
If you are in the European Union, you have additional rights under GDPR:
- Right to Access: Request a copy of your personal data
- Right to Rectification: Correct inaccurate data
- Right to Erasure: Request deletion of your data
- Right to Data Portability: Export your data in a machine-readable format
- Right to Object: Object to processing of your data
- Right to Withdraw Consent: Withdraw consent at any time
To exercise these rights, contact us at privacy@submissionworkbench.com