FREEZONBOOKS PRIVACY POLICY

Effective Date: 22 August 2026
Last Updated: 22 August 2026

FreezonBooks respects your privacy and is committed to protecting your personal information.

FreezonBooks is a trading name of Freezon.com Limited, a private limited company registered in England and Wales under company number 11779274.

Freezon.com Limited also operates other trading brands, including Freezon.co.uk and Potential Capture Coach. This Privacy Policy relates specifically to personal information processed in connection with FreezonBooks and the FreezonBooks website and services, except where we clearly tell you otherwise.

For the purposes of applicable UK data-protection law, Freezon.com Limited is the data controller responsible for the personal information described in this Privacy Policy.

This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, when it may be shared, how long it may be retained and the rights available to you.

1. INFORMATION WE MAY COLLECT

Depending on how you use FreezonBooks, we may collect and process the following categories of personal information.

Account and Contact Information

This may include:

  • name;
  • email address;
  • telephone number;
  • username;
  • account details;
  • billing or contact address; and
  • communications with FreezonBooks.

Customer and Transaction Information

When you purchase through FreezonBooks, we may process information such as:

  • books or other products purchased;
  • order numbers;
  • transaction dates and amounts;
  • payment status;
  • billing information;
  • refunds and chargebacks; and
  • download or fulfilment records.

We do not necessarily receive or store complete payment-card details. Card and other payment information may be processed directly by the relevant payment provider.

Vendor and Author Information

Where you register or apply as an Author or Vendor, we may collect:

  • name and contact details;
  • Vendor profile information;
  • author or business information;
  • book and publishing information;
  • sales information;
  • commission and earnings information;
  • withdrawal and payment information;
  • tax or regulatory information where required;
  • copyright or publishing-rights information; and
  • communications concerning your Vendor account.

Identity and Verification Information

To protect the marketplace, prevent fraud, verify sellers and comply with applicable requirements, we may ask Vendors to provide identity-verification information.

This may include information contained in a valid government-issued photographic identification document, such as:

  • passport;
  • driving licence;
  • national identity card; or
  • another government-issued identification document reasonably accepted by FreezonBooks.

We may also process information necessary to verify that the person operating a Vendor account is the person they claim to be.

We seek to collect only the information reasonably necessary for verification and related legitimate purposes.

Where verification can reasonably be completed without retaining a complete copy of an identification document, we may retain appropriate verification records instead of the complete document.

Technical and Usage Information

When you access FreezonBooks, certain information may be collected automatically, including:

  • IP address;
  • browser type;
  • device type;
  • operating system;
  • website activity;
  • pages visited;
  • approximate location derived from technical information;
  • referring website or source;
  • security and error logs; and
  • cookie or similar technology information.

Communications

If you contact us, we may retain information contained in your enquiry and our response where reasonably necessary for customer service, account administration, dispute resolution, security or legal purposes.

2. HOW WE USE PERSONAL INFORMATION

We may use personal information to:

  • create and administer accounts;
  • process and administer purchases;
  • deliver digital books and other permitted content;
  • enable Vendors to upload and manage books;
  • verify Vendor identities and accounts;
  • administer Vendor sales, commissions, balances and withdrawals;
  • communicate with customers and Vendors;
  • provide customer and Vendor support;
  • process refunds, disputes and chargebacks;
  • prevent, detect and investigate fraud, security threats and marketplace abuse;
  • investigate copyright and intellectual-property complaints;
  • maintain and improve the security and functionality of FreezonBooks;
  • maintain appropriate accounting and transaction records;
  • comply with tax, accounting, regulatory and other legal requirements;
  • establish, exercise or defend legal claims;
  • analyse the operation and performance of our website where lawfully permitted;
  • personalise or improve services where appropriate; and
  • send marketing communications where we have an appropriate lawful basis to do so.

We will not use personal information for purposes that are incompatible with the purposes for which it was collected unless permitted or required by applicable law.

3. OUR LAWFUL BASES FOR PROCESSING

Under UK data-protection law, we must have an appropriate lawful basis for processing personal information.

Depending on the circumstances, we may rely on one or more of the following.

Contract

We may process information where it is necessary to enter into or perform a contract with you.

Examples include:

  • administering your account;
  • processing an order;
  • delivering an e-book;
  • administering a Vendor account;
  • calculating Vendor earnings; and
  • processing eligible withdrawals.

Legal Obligation

We may process information where necessary to comply with a legal obligation.

This may include certain:

  • accounting records;
  • tax information;
  • regulatory information;
  • fraud-prevention information; and
  • information required in response to lawful requests from competent authorities.

Legitimate Interests

We may process information where necessary for our legitimate interests or those of another party, provided those interests are not overridden by your rights and interests.

Our legitimate interests may include:

  • operating and improving FreezonBooks;
  • protecting our marketplace;
  • preventing and investigating fraud;
  • maintaining website and account security;
  • protecting intellectual property;
  • resolving disputes;
  • maintaining appropriate business records; and
  • understanding how our services are used.

Where required, we consider the impact of such processing on individuals before relying on legitimate interests.

Consent

Where applicable law requires consent, we will request it.

This may apply, for example, to certain:

  • marketing communications;
  • advertising technologies;
  • analytics technologies;
  • cookies; and
  • other non-essential tracking technologies.

Where we rely on consent, you may withdraw your consent at any time. Withdrawal does not affect the lawfulness of processing carried out before consent was withdrawn.

4. VENDOR IDENTITY VERIFICATION

FreezonBooks may require Vendors to complete identity verification before approving or continuing selling privileges.

Identity information is used only for legitimate purposes such as:

  • verifying Vendor identity;
  • protecting against impersonation;
  • preventing fraud;
  • protecting copyright holders;
  • maintaining marketplace security;
  • administering payments;
  • satisfying applicable tax or regulatory requirements; and
  • investigating legitimate disputes or suspected unlawful activity.

Access to Vendor identification information is restricted to persons who reasonably require access for an authorised purpose.

FreezonBooks will not sell Vendor identification documents.

Identification information will not be retained indefinitely merely because it may become useful in the future.

Where the purpose for retaining a full identification document has ended and no legal or other legitimate reason requires continued retention, we will take appropriate steps to securely delete or otherwise dispose of it.

5. TAX AND DIGITAL-PLATFORM REPORTING

Depending on applicable law and the circumstances of FreezonBooks, a Vendor and their transactions, Freezon.com Limited may be required to collect, verify, maintain or report certain seller and transaction information for tax or digital-platform reporting purposes.

This may include information relating to:

  • seller identity;
  • address;
  • date of birth where applicable;
  • tax identification information where applicable;
  • transactions;
  • amounts paid or credited to a Vendor;
  • fees or commissions; and
  • other information required by applicable law.

Where legally required, relevant information may be provided to HM Revenue & Customs or another competent tax or regulatory authority.

Nothing in this Policy means that every Vendor or transaction will necessarily be reported.

6. PAYMENTS

Payments may be processed through independent third-party payment providers.

When you make or receive a payment, relevant information may be shared with the payment provider to:

  • process the transaction;
  • verify payment;
  • prevent fraud;
  • process refunds or chargebacks; and
  • satisfy applicable legal or regulatory requirements.

Payment providers process information according to their own applicable privacy notices and legal obligations.

FreezonBooks does not intentionally store complete payment-card information where payment information is handled directly by the relevant payment provider.

7. WHO WE MAY SHARE INFORMATION WITH

We do not sell your personal information.

We may share personal information where reasonably necessary with categories of recipients such as:

  • payment processors;
  • website hosting and infrastructure providers;
  • email and communications providers;
  • security and fraud-prevention providers;
  • analytics and technology providers where lawfully enabled;
  • professional advisers, including accountants, lawyers and auditors where necessary;
  • tax authorities, regulators, courts or law-enforcement authorities where legally required;
  • service providers acting on our behalf; and
  • other parties where disclosure is reasonably necessary to establish, exercise or defend legal rights.

We require service providers acting on our behalf to handle personal information appropriately and in accordance with applicable contractual and legal requirements.

We may also disclose information where reasonably necessary in connection with a genuine corporate transaction such as a merger, acquisition, restructuring or sale of relevant business assets, subject to applicable data-protection requirements.

8. INTERNATIONAL DATA TRANSFERS

Some service providers used in operating FreezonBooks may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps required by applicable data-protection law.

Depending on the destination and circumstances, this may include reliance on:

  • UK adequacy regulations;
  • appropriate contractual safeguards;
  • the UK International Data Transfer Agreement;
  • the UK Addendum to approved contractual clauses; or
  • another lawful transfer mechanism.

You may contact us for further information about applicable safeguards relating to your personal information.

9. DATA SECURITY

We take reasonable and appropriate technical and organisational measures designed to protect personal information against:

  • unauthorised access;
  • accidental loss;
  • misuse;
  • alteration;
  • unauthorised disclosure; and
  • destruction.

Security measures may include access controls, authentication measures, secure hosting, software security measures and restricted access to information according to operational need.

No internet-based system can guarantee absolute security. However, we take reasonable steps appropriate to the nature of the information we process and review security arrangements as necessary.

If we become aware of a personal-data breach, we will assess and respond to it in accordance with applicable legal requirements, including notification to the appropriate authority or affected individuals where required.

10. HOW LONG WE KEEP PERSONAL INFORMATION

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including satisfying applicable legal, accounting, tax, regulatory, fraud-prevention and dispute-resolution requirements.

Different categories of information may therefore have different retention periods.

When determining an appropriate retention period, we may consider:

  • the nature and sensitivity of the information;
  • why it was collected;
  • whether it remains necessary for that purpose;
  • applicable legal or regulatory requirements;
  • accounting and tax requirements;
  • fraud and security risks;
  • contractual obligations; and
  • potential or existing disputes or legal claims.

Where information is no longer reasonably required, we will take appropriate steps to securely delete, anonymise or otherwise dispose of it.

11. YOUR DATA-PROTECTION RIGHTS

Depending on the circumstances and applicable law, you may have rights concerning your personal information, including the right to:

  • request access to personal information we hold about you;
  • request correction of inaccurate or incomplete information;
  • request deletion of your personal information in certain circumstances;
  • request restriction of processing in certain circumstances;
  • object to certain processing;
  • receive certain information in a portable format where applicable;
  • withdraw consent where processing is based on consent; and
  • complain about how your personal information has been handled.

These rights are not absolute and may depend on the circumstances and lawful basis on which information is processed.

We may need to verify your identity before responding to certain requests.

We will respond to valid requests within the time required by applicable data-protection law.

Your Right to Object

Where we process your personal information on the basis of legitimate interests, you may have the right to object to that processing.

You also have the right to object at any time to the use of your personal information for direct marketing purposes.

To exercise a right, contact us using the details provided at the end of this Policy.

12. MARKETING COMMUNICATIONS

Where permitted by applicable law, we may send information about FreezonBooks products, services, books, authors, promotions or other relevant offerings.

Where consent is required, we will obtain appropriate consent before sending such communications.

You can unsubscribe from marketing communications at any time using the unsubscribe mechanism provided in the communication or by contacting us.

Unsubscribing from marketing does not prevent us from sending necessary transactional, security, account or service communications.

13. COOKIES, ANALYTICS AND ONLINE ADVERTISING

FreezonBooks uses cookies and may use similar technologies for purposes such as:

  • operating essential website functions;
  • maintaining security;
  • remembering user preferences;
  • measuring website performance;
  • understanding how visitors use the website; and
  • advertising or measuring advertising where applicable.

Strictly necessary technologies may operate without consent where permitted by law because they are necessary to provide a service requested by the user or for another applicable exempt purpose.

Where consent is required for analytics, advertising or other non-essential technologies, we will seek appropriate consent before using those technologies.

Where FreezonBooks uses advertising technologies, social-media pixels or similar tracking technologies, these will be managed in accordance with applicable consent requirements.

Users should be given an appropriate mechanism to accept, reject or manage non-essential technologies where required.

More detailed information may be provided through our Cookie Policy and cookie-preference controls.

14. THIRD-PARTY WEBSITES AND SERVICES

FreezonBooks may contain links to websites or services operated independently by third parties.

When you leave FreezonBooks and interact directly with another organisation, that organisation may process information according to its own privacy policy.

We are not responsible for the privacy practices of independent third-party websites that we do not control.

We encourage users to review the privacy information provided by relevant third parties.

15. CHILDREN’S PRIVACY

FreezonBooks is not intended to be used by children to enter into purchases, Vendor relationships or other contractual arrangements where they are not legally capable of doing so.

We do not knowingly seek to collect personal information directly from children in circumstances where parental or other lawful authorisation is required.

If we become aware that personal information relating to a child has been collected or processed inappropriately, we will take reasonable steps to investigate and, where appropriate, delete or otherwise lawfully address that information.

Parents or guardians who believe that a child has provided personal information to FreezonBooks inappropriately should contact us.

16. AUTOMATED DECISION-MAKING

FreezonBooks does not currently intend to make decisions producing legal or similarly significant effects about individuals solely through automated processing without appropriate safeguards.

If this changes and applicable law requires additional information or safeguards, this Privacy Policy and our procedures will be updated accordingly.

Automated technologies may nevertheless be used to assist with matters such as fraud detection, security monitoring, website operation or transaction review, with appropriate human involvement where required.

17. CHANGES TO THIS PRIVACY POLICY

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

  • our services;
  • technology;
  • legal or regulatory requirements;
  • the personal information we process; or
  • our business operations.

The current version will be published on FreezonBooks with its effective or last-updated date.

Where a change materially affects how we use personal information and applicable law requires additional notice or consent, we will take appropriate steps before implementing that change.

18. COMPLAINTS

If you have concerns about how FreezonBooks processes your personal information, please contact us first so that we have an opportunity to investigate and respond.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the United Kingdom’s data-protection regulator.

Information about exercising data-protection rights or making a complaint is available from the Information Commissioner’s Office.

19. CONTACT US

For questions, requests or concerns relating to this Privacy Policy or the processing of personal information, contact:

FreezonBooks
A trading name of Freezon.com Limited
Registered in England and Wales
Company Number: 11779274

Email: support@freezonbooks.com

The registered office and other statutory company information for Freezon.com Limited are displayed elsewhere on the FreezonBooks website.