PRIVACY POLICY

Last Updated: 18 Feb 2026

INTRODUCTION

Welcome to Writing Fire. We are committed to protecting your privacy and handling your personal information with care and respect. This Privacy Policy explains how we collect, use, store, and protect your information when you visit our website or use our services.

Writing Fire ("we," "our," or "us") operates [yourwebsite.com] and provides writing instruction, coaching, workshops, retreats, and related services.

By using our website or services, you agree to the collection and use of information in accordance with this Privacy Policy.

1. INFORMATION WE COLLECT

1.1 Information You Provide Directly

Account and Registration Information:

  • Name

  • Email address

  • Phone number

  • Mailing address

  • Payment information (processed by third-party payment processors)

  • Emergency contact information (for retreats and in-person events)

Program-Specific Information:

  • Writing samples or work you share during programs

  • Personal stories or experiences shared in sessions

  • Feedback and testimonials

  • Health information, dietary restrictions, or accessibility needs (for retreats)

  • Preferences and goals for your writing practice

Communication Information:

  • Messages you send to us via email, contact forms, or other communication channels

  • Survey responses and feedback

  • Questions or comments about our services

1.2 Information Collected Automatically

Website Usage Information:

  • IP address

  • Browser type and version

  • Device information

  • Pages visited and time spent on pages

  • Referring website

  • Date and time of visits

  • Operating system

Cookies and Tracking Technologies: We use cookies and similar technologies to enhance your experience. See Section 3 below for more details.

1.3 Information from Third Parties

We may receive information about you from:

  • Payment processors (transaction confirmations)

  • Social media platforms (if you interact with our social media)

  • Marketing and analytics providers

  • Email service providers

2. HOW WE USE YOUR INFORMATION

2.1 To Provide Our Services

  • Process registrations and enrollments

  • Schedule and conduct sessions, classes, and workshops

  • Process payments and send receipts

  • Send session reminders and course materials

  • Provide customer support

  • Communicate about your participation in programs

2.2 To Improve Our Services

  • Analyze website usage and user behavior

  • Understand participant needs and preferences

  • Develop new programs and services

  • Improve existing programs and website functionality

  • Conduct research and analysis

2.3 For Marketing and Communications

  • Send newsletters and educational content

  • Notify you about new programs, workshops, or retreats

  • Share relevant writing resources and tips

  • Send promotional offers (you can opt out anytime)

  • Request feedback and testimonials

2.4 For Legal and Safety Purposes

  • Comply with legal obligations

  • Enforce our Terms and Conditions

  • Protect against fraud or security threats

  • Respond to legal requests or prevent illegal activities

  • Protect the rights and safety of Writing Fire, our participants, and others

2.5 With Your Consent

  • Use your testimonials or writing samples in marketing (with permission)

  • Share your success stories

  • Feature you in promotional materials

  • Any other purpose for which you provide specific consent

3. COOKIES AND TRACKING TECHNOLOGIES

3.1 What Are Cookies?

Cookies are small text files stored on your device when you visit our website. They help us recognize you, remember your preferences, and improve your experience.

3.2 Types of Cookies We Use

Essential Cookies:

  • Required for website functionality

  • Enable core features like security, account access, and shopping cart

  • Cannot be disabled

Analytics Cookies:

  • Help us understand how visitors use our website

  • Collect anonymous usage data

  • Used to improve website performance

  • Examples: Google Analytics

Marketing Cookies:

  • Track your browsing across websites

  • Used to show relevant advertisements

  • May be set by third-party advertising partners

  • Examples: Facebook Pixel, Google Ads

Preference Cookies:

  • Remember your settings and choices

  • Enhance your user experience

  • Examples: language preferences, font size

3.3 Managing Cookies

You can control cookies through your browser settings:

  • Block all cookies: Your browser can refuse all cookies

  • Delete cookies: You can delete cookies already stored on your device

  • Opt out of specific cookies: Use cookie preference tools on our website

Note: Blocking or deleting cookies may limit website functionality.

Opt-Out Links:

4. HOW WE SHARE YOUR INFORMATION

4.1 We Do NOT Sell Your Personal Information

Writing Fire does not sell, rent, or trade your personal information to third parties for their marketing purposes.

4.2 Service Providers

We share information with trusted third-party service providers who help us operate our business:

Payment Processors:

  • Stripe, PayPal, or other payment gateways

  • They process payments securely and have their own privacy policies

Email Service Providers:

  • Mailchimp, ConvertKit, or similar platforms

  • Used to send newsletters, course materials, and communications

Video Conferencing Platforms:

  • Zoom, Google Meet, or similar services

  • Used to conduct online sessions and classes

Website Hosting and Infrastructure:

  • Hosting providers and content delivery networks

  • Database and server management services

Analytics and Marketing Tools:

  • Google Analytics

  • Facebook Pixel

  • Social media platforms

Scheduling Tools:

  • Calendly or similar booking platforms

Customer Relationship Management (CRM):

  • Tools to manage client relationships and communications

These service providers are contractually obligated to protect your information and use it only for the specific purposes we authorize.

4.3 Legal Requirements

We may disclose your information if required by law or in response to:

  • Court orders or legal processes

  • Government or regulatory requests

  • Enforcement of our Terms and Conditions

  • Protection of our rights, property, or safety

  • Investigation of fraud or security issues

  • Emergency situations involving health or safety

4.4 Business Transfers

If Writing Fire is involved in a merger, acquisition, sale of assets, or bankruptcy, your information may be transferred as part of that transaction. We will notify you of any such change and any choices you may have.

4.5 With Your Consent

We may share your information for any other purpose with your explicit consent.

5. DATA SECURITY

5.1 How We Protect Your Information

We implement reasonable security measures to protect your personal information:

  • Encryption: Sensitive data is encrypted during transmission (SSL/TLS)

  • Secure servers: Data is stored on secure servers with restricted access

  • Access controls: Only authorized personnel can access personal information

  • Payment security: We use PCI-compliant payment processors

  • Regular monitoring: We monitor for security vulnerabilities

  • Staff training: Our team is trained on data protection practices

5.2 No Guarantee of Security

While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data.

5.3 Your Responsibility

You are responsible for:

  • Keeping your account password confidential

  • Using secure internet connections

  • Not sharing your login credentials

  • Notifying us immediately of any unauthorized access

6. DATA RETENTION

6.1 How Long We Keep Your Information

We retain your personal information for as long as necessary to:

  • Provide our services to you

  • Comply with legal obligations

  • Resolve disputes

  • Enforce our agreements

Specific Retention Periods:

  • Active participant records: Duration of your enrollment plus 7 years

  • Financial records: 7 years (for tax and legal compliance)

  • Marketing communications: Until you unsubscribe or request deletion

  • Website analytics: Typically 26 months (Google Analytics default)

  • Email correspondence: 7 years

  • Retreat waivers and health forms: 10 years (for liability purposes)

6.2 Deletion

After the retention period, we will:

  • Securely delete or anonymize your personal information

  • Remove identifiable information from backups over time

  • Retain only what is legally required

7. YOUR PRIVACY RIGHTS

7.1 Right to Access

You have the right to request:

  • What personal information we hold about you

  • How we use your information

  • Who we share it with

  • A copy of your personal data

7.2 Right to Correction

You can request that we:

  • Correct inaccurate information

  • Update outdated information

  • Complete incomplete information

7.3 Right to Deletion

You can request deletion of your personal information, subject to:

  • Legal obligations requiring retention

  • Legitimate business needs

  • Completion of transactions

  • Active legal claims or disputes

7.4 Right to Restrict Processing

You can request that we limit how we use your information in certain circumstances.

7.5 Right to Data Portability

You can request a copy of your information in a structured, commonly used format.

7.6 Right to Object

You can object to:

  • Use of your information for marketing purposes (opt out anytime)

  • Processing based on legitimate interests

  • Automated decision-making

7.7 Right to Withdraw Consent

If we process your information based on consent, you can withdraw that consent at any time.

7.8 How to Exercise Your Rights

To exercise any of these rights, contact us at:

  • Email: [your email address]

  • Subject line: "Privacy Rights Request"

  • Include: Your name, email, and specific request

We will respond within 30 days of receiving your request.

8. MARKETING COMMUNICATIONS

8.1 What We Send

With your consent, we may send:

  • Newsletters with writing tips and resources

  • Announcements about new programs and workshops

  • Special offers and promotions

  • Retreat and event invitations

  • Educational content

8.2 Opting Out

You can opt out of marketing emails at any time by:

  • Clicking "unsubscribe" at the bottom of any email

  • Emailing us at hello@writingfire.com

  • Updating your email preferences in your account

Note: Even if you opt out of marketing emails, we will still send:

  • Transactional emails (receipts, confirmations)

  • Service-related communications (session reminders, course updates)

  • Important account or policy changes

9. CHILDREN'S PRIVACY

9.1 Age Restriction

Writing Fire services are intended for individuals 18 years of age or older. We do not knowingly collect personal information from children under 18.

9.2 Parental Notice

If you believe we have inadvertently collected information from a child under 18, please contact us immediately, and we will delete the information.

10. INTERNATIONAL DATA TRANSFERS

10.1 Location of Data

Writing Fire operates in the United States of America. Your information may be transferred to and stored in the United States of America or other countries where our service providers operate.

10.2 Cross-Border Transfers

If you are located outside the United States of America, please be aware that:

  • Your information will be transferred to and processed in the United States of America

  • The United States of America may have different data protection laws than your country

  • By using our services, you consent to this transfer

10.3 European Union (EU) Users

If you are in the EU, we comply with the General Data Protection Regulation (GDPR):

  • We have a legal basis for processing your data (consent, contract, legitimate interest, or legal obligation)

  • We implement appropriate safeguards for international transfers

  • You have additional rights under GDPR (see Section 7)

11. CALIFORNIA PRIVACY RIGHTS (CCPA)

11.1 For California Residents

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

Right to Know:

  • Categories of personal information collected

  • Sources of information

  • Purposes for collection

  • Third parties we share information with

Right to Delete: Request deletion of your personal information (subject to exceptions)

Right to Opt-Out: We do not sell personal information, so there is no opt-out for sales

Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights

11.2 Exercising CCPA Rights

To exercise your rights:

We will verify your identity before processing your request and respond within 45 days.

12. THIRD-PARTY LINKS AND SERVICES

12.1 External Websites

Our website may contain links to third-party websites, social media platforms, or services. This Privacy Policy does not apply to those external sites.

12.2 Third-Party Privacy Policies

We are not responsible for the privacy practices of third parties. We encourage you to review their privacy policies:

13. SENSITIVE INFORMATION

13.1 Health and Dietary Information

For retreats and in-person events, we may collect:

  • Medical conditions or disabilities

  • Dietary restrictions or allergies

  • Mobility or accessibility needs

  • Emergency contact information

This information is used solely to:

  • Ensure your safety and comfort

  • Provide appropriate accommodations

  • Respond to emergencies

  • Comply with venue requirements

13.2 Protection of Sensitive Data

We implement additional safeguards for sensitive information:

  • Limited access (only staff who need it for retreat planning)

  • Secure storage separate from general data

  • Encrypted transmission

  • Retained only as long as necessary (typically 10 years for liability purposes)

13.3 Your Writing and Personal Stories

Writing and personal stories you share during programs:

  • Are treated as confidential

  • Will not be shared publicly without your explicit permission

  • May be used anonymously for educational purposes (with identifying details removed)

  • Remain your intellectual property

14. CHANGES TO THIS PRIVACY POLICY

14.1 Updates

We may update this Privacy Policy from time to time to reflect:

  • Changes in our practices

  • New legal requirements

  • Feedback from users

  • New services or features

14.2 Notification

When we make significant changes:

  • We will update the "Last Updated" date at the top of this policy

  • We will notify you via email or website notice

  • We may require you to accept the updated policy to continue using our services

14.3 Review

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

15. CONTACT US

15.1 Privacy Questions

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

Writing Fire

 Attention: Privacy Officer

hello@writingfire.com
Virginia, USA

writingfire.com

15.2 Response Time

We will respond to your privacy-related inquiries within:

  • General questions: 7 business days

  • Access/deletion requests: 30 days

  • CCPA requests (California): 45 days

  • GDPR requests (EU): 30 days

15.3 Complaints

If you believe we have not adequately addressed your privacy concerns, you have the right to lodge a complaint with:

  • US residents: Federal Trade Commission (FTC)

  • EU residents: Your local Data Protection Authority

  • California residents: California Attorney General's Office

16. CONSENT

By using our website or services, you consent to:

  • The collection and use of your information as described in this Privacy Policy

  • The use of cookies and tracking technologies

  • The transfer of your information to service providers and other countries

If you do not agree with this Privacy Policy, please do not use our website or services.

WRITING FIRE

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