Our privacy promise
This Privacy Policy explains what information Sotrane Publishers collects through the platform, why we use it and the choices you have.
We collect what we reasonably need to provide publishing, account, shop and support services. We do not sell your personal information.
Information we collect
The information depends on how you use the platform. It may include the details you give us, records created while we serve you and basic technical information needed to keep the service working.
- Your name, email address, phone number, profile details and account type.
- Manuscripts, book information, messages, files, support requests and publishing instructions.
- Contracts, invoices, payment records, royalty information and shop order details.
- Sign-in, security, device and activity information used to protect accounts and diagnose problems.
How we receive information
Most information comes directly from you when you register, complete your profile, submit work, send a message, place an order or contact support.
We may also receive information from a Sotrane team member working on your project, from a person authorised to act for you, or from an earlier Sotrane record when an existing client account is moved to the platform.
Why we use it
We use personal information to provide the service you requested, communicate with you, protect the platform and meet ordinary business and legal responsibilities.
- Create and secure your account and confirm important account changes.
- Review manuscripts, manage publishing work and deliver files or updates.
- Prepare contracts, invoices, payment records, royalties and order fulfilment.
- Answer questions, provide support, prevent abuse and investigate security concerns.
- Improve reliability and understand which platform features need attention.
When information is shared
Information is available only to people who need it for their work or who are authorised to see it. Authors see their own project information. Sotrane team members receive access according to their responsibilities.
We also use carefully selected service providers for hosting, authentication, email and other technical functions. They process information only to provide those services. We may share information where the law requires it, to protect a person or the platform, or with your clear instruction.
Private files and messages
Manuscripts, project files, account documents and private conversations are not public catalogue content. Access is limited by account and project permissions.
Please do not upload more personal information than the publishing task requires. If a file contains another person’s private information, make sure you have a proper reason and permission to share it.
Cookies and sign-in information
The platform uses essential cookies to keep you signed in, remember basic account state and protect important actions. These cookies are needed for the service to work.
The registration security question uses a short-lived HTTP-only cookie. It cannot be read by page scripts and is removed after the registration attempt or when it expires.
How we protect information
We use access controls, private storage, encrypted connections, server-side checks, audit records and other reasonable safeguards. No online service can promise absolute security, so we also ask you to use a strong password and tell us promptly about suspicious activity.
How long we keep it
We keep information for as long as it is reasonably needed for your account, publishing project, order, support request or our legal and financial records. Different records have different useful or required periods.
When information is no longer needed, we take reasonable steps to delete it, anonymise it or keep it securely restricted until deletion is practical.
Your choices and requests
You may update many account details through your profile. You may also ask us to explain what information we hold about you, correct it, provide a copy, restrict certain uses or close your account, subject to any record we must lawfully retain.
We may need to confirm your identity before acting on a privacy request so that we do not give account information to the wrong person.
Children
The platform is not designed for a child to create and manage an account alone. Where publishing work concerns a child, a parent, guardian, school or other properly authorised adult should contact Sotrane and supervise the arrangement.
Service providers and location
Some trusted technology providers may store or process information outside Zambia. When this happens, we use services with appropriate security commitments and limit the information to what the service needs.
Policy updates and contact
We may update this policy when the platform, our practices or legal requirements change. The effective date at the top identifies the current version.
For a privacy question or request, email info@sotranepublishers.com or visit our office at Kulima Tower Building, 6th Floor, Room 601, Katunjira Road, Lusaka, Zambia.