1. Who We Are
GeminiEditors.com is a managed content editing service platform operated at https://geminieditors.com. We provide professional human editorial services — including basic editing, AI humanization, SEO editing, academic editing, premium editing, and manual human writing — to customers worldwide via a proprietary job-management platform.
For the purposes of applicable data protection legislation, GeminiEditors.com is the data controller in respect of personal data collected through our website and platform. Third-party service providers (payment processors, API providers, cloud hosting) act as data processors under our instruction and within the limits described in this Policy.
If you have any questions about this Policy or our data practices, please contact us at: support@geminieditors.com.
2. Scope of This Policy
This Policy applies to:
- All visitors to the GeminiEditors.com website, regardless of whether they register an account.
- Customers — individuals or organisations who register an account and submit documents/orders for editing or writing.
- Editors — professional editors who register to work on the platform and are assigned jobs.
- Any person who communicates with us by email, contact form, or through the in-platform messaging system.
This Policy does not apply to third-party websites, tools, or services that may be linked from our website. We encourage you to review the privacy policies of any third-party services you access independently.
3. Information We Collect
We may collect personal data across several categories, depending on your relationship with our platform. The tables below set out what we collect and why.
3.1 Account & Registration Data
| Data Element | Who It Applies To | Purpose |
|---|---|---|
| Display name | Customers & Editors | Account identification; shown in dashboards and assignment records |
| Email address | Customers & Editors | Account login, order notifications, status updates, and editorial communications |
| Username | Customers & Editors | Platform authentication via user system |
| Password | Customers & Editors | Account security — stored as an irreversible only; never stored in plain text |
3.2 Job Submission Data
When you submit a document or job details for editing or writing, we collect the following information associated with that job:
| Data Element | Description |
|---|---|
| Job title | The name you assign to the submission |
| Original document file | The file you upload (accepted formats: doc, docx, pdf — configurable by the platform operator) |
| Word count | Used to calculate pricing |
| Content category | Blog article, website content, academic paper, business report, marketing copy, script, or research article |
| Service type | Basic editing, AI humanization, SEO editing, academic editing, premium editing, or manual human writing |
| Priority level | Low, Normal, High, or Urgent — affects assignment queue position |
| Instructions | Any editorial brief or notes you provide to guide your editor |
| References text & links | Optional reference material you choose to supply |
| Job price | Calculated at submission based on word count and service tier |
| Submission timestamp | Date and time the job was created |
| Completion timestamp | Date and time the job was marked complete or delivered |
3.3 Edited & Versioned Files
Our platform stores both your original uploaded file and the edited file produced by your assigned editor. The platform also maintains versioned file history — each file upload made by an editor during the editing process is retained, identified by version number, editor ID, and upload timestamp. This allows customers to access historical versions of their documents from their dashboard.
3.4 In-Platform Messaging Data
Every job has a dedicated messaging thread accessible to the customer and their assigned editor. We store:
- The full text of each message
- The sender's user ID and the recipient's user ID
- The job the message belongs to
- Any file attachments sent within the thread
- The timestamp of each message
Message data is retained as part of the job record and is subject to the same data retention rules described in Section 12.
3.6 Revision Request Data
If you submit a revision request after delivery, we store the section text you wish revised, your explanation of the required changes, any reference updates, the revision count for the job, and the timestamps of the request. This data forms part of the audit trail for your job.
3.8 Technical & Log Data
We automatically collect certain technical data to ensure the platform functions correctly and to maintain security. This includes:
- IP addresses — logged in the audit log table in connection with login events, file download events, payment events, and API access events
- Activity logs — system-level operational events tied to user IDs, with channel, severity level, and timestamp
- Error logs — internal system error records used for debugging; these contain no personally identifiable information beyond references to the module and timestamp
- Security event logs — records of anomalous access patterns or security-relevant system events
4. How We Collect Information
We collect personal information through the following means:
- Directly from you — when you register an account, submit a job, send a message, complete a payment, or contact us
- Automatically — when you interact with the platform, our systems record IP addresses, session activity, login and logout events, file uploads and downloads, and API requests
- From payment processors — when a payment transaction is completed, our payment processor (PayPal or Stripe) confirms payment status to our platform via webhook. We do not receive or store card numbers or full payment credentials; see Section 8
5. Legal Basis for Processing (GDPR)
Where the General Data Protection Regulation (GDPR) or equivalent legislation applies, we process your personal data under the following legal bases:
| Processing Activity | Legal Basis |
|---|---|
| Providing the editing and writing service you ordered | Contract — necessary for the performance of a contract with you |
| Processing payment for your order | Contract — necessary for the performance of a contract with you |
| Sending job lifecycle email notifications | Contract — these notifications are essential to service delivery |
| Maintaining audit logs and security event records | Legitimate Interest — fraud prevention, platform security, and compliance |
| Retaining completed job records | Legitimate Interest — dispute resolution, revision history, quality assurance |
| Sending service communications (e.g. policy updates) | Legitimate Interest — keeping you informed about the service you use |
| Archiving completed jobs after 180 days | Legitimate Interest — database efficiency and operational maintenance |
| Marketing communications (if opted in) | Consent — you may withdraw consent at any time |
| Compliance with legal obligations (e.g. tax, fraud reporting) | Legal Obligation — required by applicable law |
6. How We Use Your Information
We use the personal information we collect for the following purposes:
6.1 Service Delivery
- Creating and managing your user account
- Receiving, processing, and managing your submitted editing or writing jobs
- Calculating job pricing based on word count and service tier
- Assigning jobs to qualified editors, including using AI-powered complexity scoring to optimise assignments
- Enabling direct messaging between customers and editors within a job
- Making edited files and editorial reports available in your dashboard
- Processing revision requests and managing the revision workflow
6.2 Platform Operations
- Tracking job status across all 13 pipeline stages to ensure no job is lost or delayed
- Operating the job queue to prioritise Urgent, High, Normal, and Low-priority submissions appropriately
- Running automated workflow rules that move jobs between statuses based on predefined conditions
- Archiving completed and closed jobs to a long-term archive table after 180 days of completion
- Generating internal analytics reports used exclusively by platform administrators to assess editor productivity, revenue, and turnaround times
6.3 Communications
- Sending transactional email notifications when: a job is submitted, a job status changes to Assigned, Delivered, or Completed, and when a payment is received or fails
- Sending job-assignment notification emails to editors
- Sending system-level notifications to platform administrators regarding new orders
- Responding to support, dispute, or revision enquiries you initiate
6.4 Security & Compliance
- Detecting and preventing fraudulent, abusive, or unauthorised access to the platform
- Maintaining immutable audit logs of security-relevant events for compliance purposes
- Enforcing API rate limits and detecting rate-limit violations
- Responding to valid legal requests from courts, regulators, or law enforcement
7. Your Uploaded Content & Documents
Your original uploaded file and any edited versions produced by your editor are stored on the platform's server in a designated upload directory. Files are associated exclusively with your user account and your job record. Only you (the customer), your assigned editor, and platform administrators can access your files.
Uploaded documents are accepted in the following formats: doc, docx, pdf (the platform operator may adjust this list). A maximum file size limit applies per upload as configured by the platform administrator.
Editors access your original document only for the purpose of completing the editing or writing service you have ordered. Editors are not permitted to use your content for any other purpose. All editors agree to confidentiality obligations as a condition of access to the platform.
Your documents are retained for as long as your job record is active in the main jobs database, and for the archival period thereafter (see Section 12). You may request deletion of your documents at any time by contacting us (see Section 20), subject to our retention obligations.
Please do not upload documents containing highly sensitive personal data — such as government identification numbers, financial account details, medical records, or sensitive personal information about identifiable third parties — unless such information is strictly necessary for the editorial service you are requesting.
8. Payment Processing
GeminiEditors.com uses the following payment processors:
- PayPal — via the PayPal REST Orders API (OAuth-based). Payment confirmation is delivered to our platform via a PayPal webhook notification. We store your job price, payment status, and the PayPal webhook event ID for transaction reconciliation.
- Stripe — via Stripe's standard payments integration. Stripe communicates payment events to our platform via a Stripe webhook. We store payment status and Stripe event references for record-keeping.
When you complete a payment, the job status is updated from Awaiting Payment to Paid and the job enters the active assignment queue. Your payment amount and the date of payment are retained as part of your job record for accounting, dispute resolution, and auditing purposes.
For details on how PayPal and Stripe handle your payment data, please review their respective privacy policies:
9. AI Tools & Third-Party AI APIs
Our platform provides editors with optional AI-assisted tools to support (not replace) their editorial work. These tools may include tone adjustment, automatic summarisation, headline generation, SEO suggestions, and grammar correction capabilities.
The platform is configured to use one of the following AI providers, as selected by the platform administrator:
- OpenAI (GPT models)
- Google Gemini
- A custom AI endpoint configured by the platform operator
When an editor invokes an AI suggestion for a document, the relevant portion of your document content may be transmitted to the configured AI provider's API in order to generate a suggestion. This transmission is governed by the privacy policy of the relevant AI provider:
AI suggestions are presented to the editor as options to accept or discard. They are not automatically applied to your document. The platform does not retain the AI-generated suggestion text independently of the editor's final editorial decisions.
If you have concerns about AI tool usage on your specific job, please include this in your job instructions at submission and we will ensure your editor is informed to work without AI tool assistance on your document.
10. Communications & Email Notifications
GeminiEditors.com sends the following categories of email to registered users:
10.1 Transactional Emails (mandatory — cannot be opted out)
These emails are necessary for the operation of the service:
- Job submission confirmation — sent to you when a new job is successfully created
- Payment confirmation — sent when payment for a job is received
- Job assigned notification — sent when an editor is assigned to your job
- Job delivered notification — sent when your edited document is ready for download
- Job completed notification — sent when a job is formally closed
- New job assigned notification (to editors) — sent when a job is assigned or claimed
- New order alert (to administrators) — sent when a new customer order is submitted
10.2 Service Communications
We may send you important service communications regarding material changes to our Terms of Service, this Privacy Policy, pricing, or the platform's features. These are not marketing communications and will be sent to all registered account holders where relevant.
10.3 Marketing Communications (opt-in only)
We will only send promotional or marketing emails if you have explicitly opted in to receive them. You may withdraw this consent at any time by clicking the unsubscribe link in any marketing email or by emailing [email protected].
All emails are sent to the email address associated with your registered account. We use your email address solely for the purposes described in this Policy and do not sell, rent, or trade it to third parties for their own marketing purposes.
11. Audit Logs & Security Monitoring
Our platform maintains an immutable audit log — meaning entries are written once and are never modified or deleted by the platform itself. This log captures the following event types, each recording the event name, the user ID involved (where applicable), the affected object ID (e.g. a job ID), contextual data, the originating IP address, and a timestamp:
- User login and logout events
- File upload and file download events
- Job creation, assignment, and completion events
- Editor and administrator actions on jobs
- API access events
- Payment received and payment failed events
- Rate limit exceeded events
- Security violation events
Audit log data is used exclusively for: detecting and investigating unauthorised access, resolving disputes about service delivery, satisfying our legal and compliance obligations, and maintaining the integrity of financial records.
Audit log data is accessible only to platform administrators. It is not exposed to customers or editors through the standard user interface.
In addition to the audit log, our platform maintains separate security event records that capture anomalous system behaviour patterns for the purpose of intrusion detection and abuse prevention. These records contain event type, contextual data, and timestamps — they do not include document content.
12. Data Retention & Archiving
12.1 Active Job Records
Jobs in all statuses from Uploaded through to Delivered and Revision Requested are held in the active jobs database table and are immediately accessible from your customer dashboard.
12.2 Automated Archiving
Jobs that have reached a terminal status — Completed, Delivered, or Closed — and are more than 180 days old are automatically moved from the active jobs table to a long-term archive table by a weekly automated process. Archived jobs retain all job data (title, files, word count, category, service type, status, price, revision count, timestamps) plus an archived_at timestamp. Archived jobs remain accessible to platform administrators and can be retrieved on request.
12.3 Retention Schedule
| Data Type | Retention Period | Basis |
|---|---|---|
| Active job records (all statuses) | Until 180 days after terminal status, then archived | Service delivery & dispute resolution |
| Archived job records | 5 years from archive date (then reviewed for deletion) | Legal obligation & legitimate interest |
| Uploaded & edited document files | For the lifetime of the associated job record plus archive period | Service delivery |
| In-platform messages | For the lifetime of the associated job record | Service delivery & dispute resolution |
| Editorial reports | For the lifetime of the associated job record | Service quality & customer access |
| Audit log entries | Minimum 2 years; immutable (never deleted by the system) | Security & legal compliance |
| Payment records | 7 years from transaction date | Legal obligation (financial/tax records) |
| Account registration data | For the life of the account plus 30 days post-deletion | Service delivery |
| Error and maintenance logs | 90 days rolling | Operational maintenance |
You may request early deletion of your personal data at any time (see Section 16). Where deletion is not possible due to legal obligations (e.g. financial records), we will inform you of the applicable retention period and restrict further processing of that data.
13. Data Sharing & Disclosure
We do not sell, rent, or trade your personal information to third parties for their own purposes. We share your data only in the following circumstances:
13.1 With Your Assigned Editor
When a job is assigned to an editor, that editor receives access to: your original document, your job instructions, your chosen service type and content category, and the in-platform messaging thread for the job. Editors do not receive your full account details, email address, or payment information. The editor's identity (display name) is visible to you in your dashboard once assignment occurs.
13.2 With Payment Processors
We share order details (job price, job ID) with PayPal or Stripe for the purpose of processing payment. These providers operate under their own privacy policies and are bound by contractual data processing obligations. See Section 8.
13.3 With AI API Providers (Where Applicable)
Where an editor invokes an AI tool on a job, relevant document content may be transmitted to the configured AI API provider. See Section 9 for full details.
13.4 With Platform Administrators
Platform administrators have access to all job records, user accounts, audit logs, analytics, and system settings in order to operate and maintain the service. Administrator access is logged in the audit trail.
13.5 With Third-Party API Partners (REST API Access)
GeminiEditors.com provides a REST API that may be accessed by authorised partner integrations. Each partner is issued a unique API key with defined permissions. Partner API access is logged in the audit trail. Partners receive only the data their permissions expressly grant, and are bound by API usage terms that prohibit use of data for any purpose other than the authorised integration.
13.6 Legal Disclosure
We may disclose your personal data if required to do so by law, court order, regulatory requirement, or other legal process, or where we believe in good faith that such disclosure is necessary to: protect our legal rights; prevent fraud or abuse; protect the safety of any person; or respond to a government or law enforcement request. Where permitted by law, we will notify you of such requests.
13.7 Business Transfer
In the event of a merger, acquisition, sale of assets, or restructuring of GeminiEditors.com, your personal data may be transferred to the successor entity. We will provide you with reasonable notice before your data becomes subject to a different privacy policy.
14. International Data Transfers
GeminiEditors.com is a globally accessible platform. Your personal data may be stored and processed in any country where our hosting provider maintains servers, or where our third-party service providers (including payment processors and AI API providers) operate.
Where personal data is transferred outside of the European Economic Area (EEA) or the United Kingdom, we ensure that such transfers are protected by appropriate safeguards, including:
- Standard Contractual Clauses (SCCs) approved by the European Commission
- Transfers to countries with an adequacy decision under GDPR
- Other legally recognised transfer mechanisms as appropriate
You may request information about the specific safeguards applied to transfers of your personal data by contacting us at [email protected].
15. Cookies & Technical Storage
Our platform uses cookies and similar technical storage mechanisms. These are necessary for the platform to function correctly and to maintain your logged-in session.
15.1 Authentication Cookies
Our platform sets authentication cookies when you log into your account. These cookies identify you as a logged-in user and are required to maintain your session across pages. They are session cookies (deleted when you close your browser) or persistent cookies (retained for a set period) depending on whether you select the "remember me" option at login.
15.3 No Third-Party Tracking Cookies
We do not currently use third-party advertising, analytics tracking, or social media tracking cookies on the GeminiEditors.com platform. We do not serve advertisements through our platform, and no advertiser has access to platform visitor data.
15.4 Managing Cookies
You can manage or delete cookies through your browser settings. Please note that disabling authentication cookies will prevent you from remaining logged into your account. For guidance on managing cookies in your specific browser, please consult your browser's documentation.
17. Children's Privacy
GeminiEditors.com is a professional content editing service intended for use by individuals aged 18 years and over. We do not knowingly collect, use, or store personal data from children under the age of 18.
If you are under 18, please do not register an account or submit any personal information through our platform. If we become aware that we have inadvertently collected personal data from a person under 18, we will delete your account promptly. Any account deletion automatically deletes user's data. If you are a parent or guardian and believe your child has submitted personal information to us, please contact us immediately at [email protected].
19. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our data practices, platform functionality, or applicable law. When we make material changes, we will:
- Update the "Last updated" date at the top of this page
- Send a notification email to all registered account holders
- Where required by law, obtain your renewed consent before applying material changes
Your continued use of GeminiEditors.com after the effective date of a revised Privacy Policy constitutes your acceptance of the updated terms. We encourage you to review this Policy periodically.
Previous versions of this Privacy Policy are available on request by emailing [email protected].
20. How to Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us using any of the following methods:
Email: support@geminieditors.com
Website: https://geminieditors.com/support
We aim to acknowledge all privacy-related enquiries within 5 business days and to resolve them within 30 days.
For general customer support, billing queries, or job-related questions, please use our Contact page or log into your dashboard and use the in-platform messaging system for job-specific enquiries.
This Privacy Policy was prepared specifically for GeminiEditors.com and reflects the actual data collection, processing, and retention practices of the platform. · Last updated: 1 March 2026 · Version 1.0