Privacy Policy & Terms of Service

Data Controller

This website and its associated reader programmes are operated by the author writing as Jan B. Hellis.

Privacy and data-protection enquiries: contact@janbhellis.com

Information I collect

I collect only information needed for the service you choose to use. This can include your email address, the reader programme or reading round you ask to join, your newsletter choice, messages you send through the site, and technical information generated when the website or manuscript-delivery service is used, such as IP address and server request data.

Newsletter — Words Between Worlds

If you subscribe to Words Between Worlds, your email address and subscription status are processed through MailerLite so that subscription confirmation, newsletters and related email automation can be provided. Newsletter consent is separate from participation in the Beta Reader or ARC Reader programmes. Joining a reader programme does not subscribe you to the newsletter unless you explicitly select the newsletter option.

You can withdraw newsletter consent using the unsubscribe link in a newsletter. Because email-service providers may retain an unsubscribed record and historical group information, this website also applies preference-cleanup rules when a previously non-active address is reactivated, so an ordinary newsletter signup does not intentionally restore old Beta or ARC memberships.

Beta and ARC reader programmes

If you join the Beta Reader Team, ARC Reader Team, or a current reading round, your email address and the reader group or round you selected are used to manage invitations, availability and reader communications. Where the signup form offers a separate newsletter checkbox, that choice is optional and is treated separately from the reader registration.

Author invitation pool and reading cycles

If you enter the author invitation pool, the name and email address you provide are used to administer invitations for that reading cycle. The invitation pool is cleared when a new cycle begins, so unaccepted pool entries do not carry forward into the next cycle.

When an invitation is accepted, the accepted author name and email address may be retained for the remainder of the relevant cycle as part of the cycle's sit-out record. This is used to prevent an author who has already been accepted in that cycle from being selected again. The sit-out record is cycle-specific and is replaced or cleared as the reading cycle advances.

Manuscript delivery and retention

Manuscripts made available through the private reader-delivery system are stored on a privately managed NAS server. Cloudflare is used to securely route access to the manuscript service. Manuscript files are retained for up to one month and are then permanently deleted from the manuscript store. Technical logs or security records may have separate retention periods where they are necessary to operate, secure or troubleshoot the service.

Service providers

The website and email infrastructure use LH.pl for hosting and mail services. MailerLite is used to manage newsletter and reader subscriber records and email delivery. Cloudflare is used for network, security and secure routing services, including access to the manuscript-delivery service. These providers may process limited personal or technical data as needed to provide their services.

Why information is processed

Where you ask to receive a newsletter or explicitly choose an optional communication, processing is based on your consent. Where you ask to join a reader programme, receive a manuscript, send a message, or otherwise request a service, information is processed as necessary to provide and administer that service. Limited technical and security information may also be processed where necessary to keep the website and its services secure and reliable.

How long information is kept

Newsletter and reader records are kept while they are needed to manage the subscriptions or reader programmes you have chosen, subject to the retention and suppression mechanisms of the email provider and any legal requirements. Author invitation-pool entries are cleared when a new reading cycle begins. For an accepted invitation, the author name and email address may remain in the cycle-specific sit-out record for the remainder of that cycle so the same author is not selected again during that cycle. Manuscript files in the private manuscript store are retained for no more than one month before permanent deletion. Correspondence and security records may be retained for a reasonable period where needed to respond to requests, protect the service, resolve disputes or meet legal obligations.

Your choices and rights

You may ask what personal information I hold about you and request correction, deletion, restriction or other rights available under applicable data-protection law. Where processing is based on consent, you may withdraw that consent. You may also have the right to object to certain processing and to lodge a complaint with the relevant data-protection supervisory authority.

Terms of Service

By using this website or voluntarily participating in a Beta, ARC or other reader programme, you agree to use the services and materials only for their intended purpose. Participation in a reader programme is voluntary and does not guarantee selection for a current or future reading round, continued participation, or receipt of a manuscript.

Manuscripts and confidential materials

Beta manuscripts, advance reader copies and other unpublished materials provided through the reader programmes are supplied for the recipient's personal reading and feedback or review purposes. Unless the material is already publicly available or permission has been given, you must not redistribute, upload, sell, publish, reproduce or share the manuscript or private access details with other people.

Access to a manuscript may be time-limited or withdrawn when the relevant reading period ends. Reader access does not transfer any copyright or other intellectual-property rights in the manuscript or related material.

Feedback and reviews

Beta feedback and ARC reviews should reflect the reader's own experience. No positive review is required. Feedback and public reviews are voluntary. Participation in the Beta or ARC Reader programmes does not require you to post a public review.

Availability and changes

Reader programmes, invitation pools, manuscript access and other website services may be opened, closed, changed or discontinued. Reasonable steps are taken to keep the website and private delivery services available and secure, but uninterrupted availability is not guaranteed.

External links

This website may link to third-party websites or communities. Their privacy practices are governed by their own policies.

Changes to this policy

This policy may be updated when the website, reader programmes or service providers change. The version published on this page is the current version.

Last updated: 29 August 2026.