Updated 22 October 2026
Privacy notice
How we handle business information, manuscripts and your privacy rights.
Who we are
Optomatic Digital Services, trading as Word & Method, is the data controller, based in the Netherlands (KVK 90648013). Contact: info@wordandmethod.com.
Information and sources
We use contact and professional details, publication information, correspondence, billing records, submitted manuscripts and limited website technical information. These come from you, your organisation, public professional sources including research publications, and your use of our website. Information requested to prepare or fulfil an assignment is needed to provide that service.
Purposes and legal bases
We process enquiries and assignments to take requested steps towards, and perform, a contract; accounting records to meet tax and legal obligations; and business correspondence, security information and relevant professional outreach for our legitimate interests in operating, protecting and promoting our services. Optional advertising measurement and communications requiring consent rely on consent. We do not make decisions with legal or similarly significant effects solely by automated processing.
Manuscripts
Manuscripts are confidential and accessed only as needed to assess, edit and deliver the agreed work. Digital Editing includes AI assistance and human review. Working files and deliverables are normally deleted within 90 days after delivery or cancellation, unless an agreed revision period or a legal claim requires longer retention. We keep no permanent manuscript archive; residual backups expire through routine deletion. Please identify institutional restrictions or sensitive personal data before submitting material. Where we act as a processor for an organisation, its instructions and agreed processing terms apply.
Providers and international transfers
Necessary recipients include authorised editors and providers of email, storage, hosting, editing, payment and accounting services. These include Google Workspace, OpenAI Sites and its Cloudflare infrastructure, and OpenAI for AI-assisted services. The payment provider is identified when payment is arranged. Overseas processing relies on applicable European Commission adequacy decisions, including the EU–US Data Privacy Framework for covered certified recipients, or approved standard contractual clauses. You can request details and copies of relevant safeguards. See Google’s transfer protections.
Retention
Prospect and unconverted enquiry records are retained for six months from collection. We retain minimal opt-out records as necessary to prevent further contact. Other customer correspondence is normally retained for up to two years after the last substantive contact, and Dutch tax and accounting records for seven years, or longer where legally required. Limited security records are kept only as necessary to investigate incidents and protect the service.
Website preferences and advertising
Local storage remembers your language, currency and privacy choices. With your permission, the OpenAI advertising pixel measures visits and successful enquiries using technical, device and event information; we do not include manuscript content or enquiry form fields in conversion events. Advertising measurement stays off unless you accept it. You can refuse or withdraw through “Privacy settings” on any page; the service remains available. Privacy choices expire after six months. See OpenAI’s privacy information for its handling of advertising data.
Your rights
Email us to request access, correction, deletion, restriction or, where applicable, portability, or to object to processing. You may withdraw consent without affecting earlier lawful processing. You can object to marketing at any time by replying to our email; further marketing will stop. We normally respond to rights requests within one month; any lawful extension will be explained. You may complain to your relevant supervisory authority, including the Dutch Autoriteit Persoonsgegevens. Current wording and updates remain available here.