Privacy policy

This policy explains what personal information TitleEntry collects, why, and what you can ask us to do with it. TitleEntry is provided by Create Type W.L.L., a company registered in the Kingdom of Bahrain (“we”, “us”). We are responsible for the personal information described here. Questions and requests go to support@titleentry.com.

What we collect

When you contact us. Your name and email address, and anything else you choose to give: organisation, role, phone number, what you are cataloguing and your message. We also record which page of our website you sent the message from and the page that led you there, so we know how people find us.

When we set up your account. Your email address and a password. Your password is stored in a protected form that we cannot read.

When you use TitleEntry. The catalogue you build: books, shelves, quantities, prices, notes and the other fields you choose to use, plus lists, stock checks and sales you record. We also keep records of the scans you run and the credits they use, so that your balance is right.

Photos. Photos of shelves and title pages that you take or upload in TitleEntry are kept private to your account. Cover images you add to a book are stored so they can appear in your catalogue and exports, and can be opened by anyone who has the image’s exact web address. Please photograph books, not people.

Spreadsheets you import. The file is read to add your books and is deleted within a day of upload.

Technical information. Like most websites, our hosting keeps short-lived logs of requests, such as IP address and browser type, to keep the service secure and working.

How we use it

• To reply to your enquiry and, if you become a customer, to set up and run your account.
• To provide TitleEntry: reading your photos, looking up book details, keeping your catalogue and producing your exports.
• To keep your credit balance and to bill you as agreed in your quote.
• To check and improve the accuracy of scans. When a scan goes wrong, we may look at the photo it came from to find out why.
• To keep TitleEntry secure, and to tell you about changes to the service.

We do not sell your personal information, and we do not use it for advertising. Where privacy law asks for a legal basis, we rely on performing our contract with you, on our legitimate interest in answering enquiries and running a reliable service, and on legal obligations such as keeping billing records.

Who we share it with

We use a small number of service providers who act on our instructions and may only use your information to provide their service to us:

• hosting and database providers, which store TitleEntry and your data;
• an email delivery service, which passes messages from our contact form to us;
• an AI service, which reads the photos you scan and returns the text. It processes them only to give us the result, and under its commercial terms it does not use them to train its models;
• book databases and library catalogues, which we ask about the books you scan. They receive book identifiers such as an ISBN or a title, never your personal details.

Book details we find (titles, authors, publishers, covers) are kept in a shared reference database so that the same book is found faster for every customer. Your own catalogue, with your quantities, prices, notes, shelves and photos, stays private to your account. We may also disclose information if the law requires it, or to a buyer if the business is ever sold, under the same protections.

Where your data is kept

Your data is stored in the European Union. Some of our service providers, such as the AI service, may process it in other countries, including the United States. Where that happens we rely on their contractual commitments to protect it.

How long we keep it

• Enquiries: for up to two years after our last contact, unless you become a customer.
• Your account and catalogue: while your account is open. When it closes you can export everything first, and we delete your data within 30 days. Backups are overwritten on their normal cycle.
• Scan photos: while your account is open, unless you ask us to delete them sooner.
• Billing records: for as long as the law requires.

Cookies

TitleEntry uses one kind of cookie: the one that keeps you signed in. It is set only when you sign in and is needed for the service to work. Our website has no advertising or analytics cookies. The demo video on our homepage loads from YouTube only when you press play, and from then on YouTube’s own privacy policy applies.

Schools and children

TitleEntry is for organisations and adults who manage book collections. It holds records of books, not of students or borrowers, and it needs no information about pupils to work, so please do not enter any. It is not intended for children to use themselves.

Your rights

You can ask us for a copy of your personal information, to correct it, to delete it, to receive it in a portable format, or to stop or limit how we use it. Your catalogue can be exported from TitleEntry at any time. To make a request, email support@titleentry.com; we reply within one month. If you are not satisfied with our answer, you can complain to the data protection authority where you live or work.

Security

Information travels to and from TitleEntry encrypted, each account can see only its own catalogue and scan photos, and access to customer data on our side is limited to the people who need it to run the service.

Changes to this policy

When we change this policy we update the date at the top, and we tell customers by email about any change that matters. Our terms of service cover the rest of how TitleEntry works.