Privacy Policy

Last updated: 9-2-25

We care about your privacy. This Privacy Policy explains what we collect, how we use it, and your choices.

Who we are (data controller)

Bow & Chariot (“we,” “us,” “our”) operates the Site and related submission/contest services.
Contact: [insert Bow & Chariot legal name, mailing address, and privacy@ email]

What we collect

We collect information in three main ways:

a) Information you provide

  • Account and submission details (name, email, mailing address, bio, cover letters, file uploads).

  • Payment details are processed by our payment provider (e.g., Stripe/PayPal); we do not store full payment card numbers.

  • Communications you send us (emails, forms, feedback).

b) Information we get automatically

  • Device and usage data (IP address, browser type, pages visited, timestamps, referring URLs).

  • Cookies and similar technologies (see Cookies section).

c) Information from third parties

  • Submission platforms (e.g., Jotform) and payment processors send us necessary info to process entries and payments.

  • Analytics and email tools provide engagement metrics (e.g., email opens, link clicks).

We do not intentionally collect sensitive personal data. Please do not include health, precise geolocation, or other sensitive details in submissions unless specifically requested (e.g., optional demographic programs). We do not knowingly collect data from children under 13.

How we use your information

  • To operate and improve the Site and Services.

  • To process submissions, payments, and contest administration.

  • To communicate with you about your entry, results, and opportunities.

  • To publish accepted work (including your name/pen name and bio) and promote issues, contests, and events.

  • To enforce our Terms and protect our community.

  • With your consent, to send newsletters and updates (you can unsubscribe anytime).

Legal bases (for users in the EU/UK)

  • Contract: to process your submission or purchase.

  • Legitimate interests: to run our editorial operations, safeguard the Site, and send relevant updates (balanced against your rights).

  • Consent: when required for marketing or cookies. You can withdraw consent at any time.

Sharing your information

We share data only as needed to run Bow & Chariot:

  • Service providers/“processors” (e.g., Jotform for submissions, Squarespace for hosting, Stripe/PayPal for payments, email and analytics providers). They must follow our instructions and protect your data.

  • Legal reasons: to comply with law, enforce our Terms, or protect rights/safety.

  • Publication/promotion: if your work is accepted, we may share your name/pen name, bio, and excerpts on our Site, social channels, newsletters, or anthology partners.
    We do not sell your personal information.

International transfers

Your data may be transferred to and processed in countries other than your own (including the U.S.). Where required, we use appropriate safeguards (e.g., Standard Contractual Clauses).

Data retention

We keep personal data for as long as necessary to provide the Services, comply with legal obligations, resolve disputes, and enforce our agreements. Submission records and publication archives may be retained for our editorial history and legal compliance.

Security

We use reasonable technical and organizational measures to protect personal data. No system is 100% secure, but we work to safeguard your information.

Your rights

Depending on where you live, you may have rights to:

  • Access, correct, or delete your personal data.

  • Object to or restrict certain processing.

  • Withdraw consent where processing is based on consent.

  • Port your data in a usable format.

  • Lodge a complaint with your local data protection authority.
    To exercise rights, contact us at [insert privacy@ email]. We may need to verify your identity.

Email and marketing choices

You can unsubscribe from marketing emails at any time via the link in our emails. We’ll still send essential service emails (e.g., about your submission).

Cookies and tracking

We use cookies and similar technologies to run the Site, remember your preferences, and understand how people use our pages.

  • Essential cookies: required for core functionality.

  • Analytics/performance cookies: help us improve the Site.

  • Marketing cookies: used for outreach and social embeds (if any).
    You can control cookies through your browser settings. Some features may not work without cookies. Where required, we’ll present a consent banner.

Third-party links

Our Site may link to other websites (including Jotform and payment providers). We’re not responsible for those sites’ privacy practices. Check their policies.

Children’s privacy

The Site is not intended for children under 13, and we do not knowingly collect their data.

Changes to this Privacy Policy

We may update this Policy from time to time. We’ll post the new version with a new “Last updated” date. Material changes may be highlighted on the Site.

Contact

Questions or requests about privacy?
Email: info@bowandchariot.com

Note: This policy is for general informational purposes and does not replace legal advice. Please consult an attorney for specific guidance.