Privacy Policy
Your privacy matters. Learn how we collect, use, protect, and manage your personal information.
01. Introduction
Elite Prime Services ("EPS," "we," "us," or "our") is a Maryland-based business committed to respecting and protecting the privacy of our clients, authors, customers, and website visitors.
This Privacy Policy explains how we collect, use, maintain, share, and protect personal information obtained through our website, service requests, publishing programs, pen-pal advertising, payment transactions, and related business operations.
This policy applies to incarcerated individuals, general-public authors, authorized representatives, customers, and visitors who interact with Elite Prime Services.
Our services are also governed by our Terms of Service and any applicable written service or publishing agreements.
02. Information We Collect
Depending on the services requested, EPS may collect the following information.
Personal and Contact Information
- Full name and preferred name
- Mailing and residential addresses
- Email address and telephone number
- Client identification information
- Communication preferences
- Service inquiries and correspondence
Incarcerated Client Information
- Correctional facility name and address
- Inmate identification numbers
- Approved profile information
- Photographs and personal descriptions
- Mailing instructions
- Service and transaction histories
- Information provided by authorized representatives
Publishing and Manuscript Information
- Author names and pen names
- Book titles and descriptions
- Manuscript files and supporting documents
- Word counts and publishing preferences
- Editing and formatting instructions
- Cover design materials
- Book photographs and illustrations
- Publishing agreements and signed quotes
- Proofs, revisions, and publication approvals
- Publishing account information when required for authorized services
Financial and Transaction Information
- Payment amounts and transaction dates
- Invoices and outstanding balances
- Account credits
- Refund records
- Royalty statements and payment histories
- Authorized payment instructions
- Financial information reasonably necessary to process approved transactions
Website Information
When visitors access our website, certain technical information may be collected through website systems or third-party services, including IP addresses, browser information, device information, website activity, and cookies.
How Your Information Is Used
03. How We Use Personal Information
Elite Prime Services uses collected information for legitimate business purposes, including:
- Responding to inquiries and customer requests
- Providing administrative assistance
- Processing purchases and service requests
- Managing pen-pal advertisements
- Preparing quotes and service agreements
- Developing, editing, and formatting manuscripts
- Managing book publishing projects
- Communicating with authors and clients
- Preparing invoices and processing payments
- Managing approved account credits
- Recording and distributing incarcerated-author royalties
- Maintaining internal business records
- Improving customer service and operational efficiency
- Preventing fraud and unauthorized activity
- Meeting applicable legal and regulatory obligations
EPS may also provide information about its services and promotions through appropriate communication channels, subject to applicable law and customer preferences.
Protecting Your Creative Work
04. Manuscript Confidentiality and Author Privacy
Elite Prime Services recognizes that manuscripts and creative materials may contain personal, confidential, or unpublished information.
Manuscripts submitted for publishing services are treated as private client materials unless the author authorizes publication or disclosure.
EPS does not acquire ownership of an author's original manuscript merely by receiving or working on that manuscript.
Authorized employees, contractors, and approved service providers may access manuscript materials only as reasonably necessary to complete the agreed publishing services.
EPS will not intentionally sell, publicly distribute, or publish an author's unpublished manuscript without appropriate authorization.
Once an author approves publication, the authorized book content may become publicly accessible through the selected distribution platform.
Technology & Transparency
05. AI-Assisted Publishing and Technology
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AI-Assisted Publishing
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Technology and Information Protection
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Client Records & Information Management
06. Airtable and Client Management Systems
Elite Prime Services uses Airtable and other approved business-management platforms to maintain and organize customer information.
These systems may contain:
- Client records
- Book publishing inquiries
- Publishing quotes
- Manuscript and project information
- Service requests
- Payment and transaction histories
- Account credit records
- Royalty accounting information
- Internal workflow and project status information
Access to these records is intended to be limited to authorized employees and service providers whose responsibilities require the information.
Information submitted through website forms may be transferred into Airtable or other approved internal systems to facilitate service delivery.
Third-party technology providers may process or store information in locations outside Maryland or outside the United States.
Publishing & Financial Transparency
07. Royalty Management and Publishing Accounts
Incarcerated Authors
EPS may publish books for incarcerated authors through EPS-managed publishing accounts, subject to the applicable publishing agreement.
Royalty payments received by EPS on behalf of incarcerated authors are recorded for accounting and distribution purposes.
EPS distributes received royalties to the respective authors monthly, according to the publishing agreement, authorized deductions, platform payment schedules, and approved payment instructions.
EPS may maintain records of royalties received, payment dates, amounts distributed, authorized deductions, and outstanding balances.
Payment-related information may be shared with financial institutions, publishing platforms, or payment service providers when necessary to complete authorized transactions.
General-Public Authors
General-public authors are expected to maintain their own publishing and distribution accounts.
Royalties are received and managed directly by the author through the applicable publishing platform.
EPS does not routinely collect, manage, or distribute royalties belonging to general-public authors.
EPS may assist authors with publishing account setup and book uploads when authorized.
Public Profiles & Client Privacy
08. Pen-Pal Advertising and Public Profiles
Certain information submitted through EPS pen-pal advertising services is intended for public display.
Depending on the client's authorization, public profiles may contain:
- Names
- Photographs
- Personal descriptions
- Correctional institution information
- Mailing addresses
- Other approved profile details
Customers should understand that publicly displayed information may be viewed, copied, or shared by third parties outside EPS's control.
EPS may review requests to correct, modify, or remove profile information in accordance with its policies, applicable agreements, and legal requirements.
EPS does not guarantee that information previously copied or shared by third parties can be completely removed from the internet.
Responsible Information Sharing
09. Sharing Information with Third Parties
EPS may share customer information with authorized parties when reasonably necessary to provide services, including:
Authorized Parties May Include:
- Employees and approved contractors
- Website and hosting providers
- Airtable and approved software providers
- Payment processors and financial institutions
- Publishing and distribution platforms
- Printing and mailing service providers
- Professional advisers
- Government agencies or legal authorities when disclosure is required or permitted by law
EPS does not sell customer personal information as part of its intended business model.
EPS does not authorize contractors or service providers to disclose private client information for unrelated purposes outside their authorized service responsibilities.
Secure Transactions & Financial Privacy
10. Payment Information and Financial Security
Payment Processing & Information
EPS may use third-party payment processors to accept payments and issue authorized refunds.
Payment processors may collect and process payment information according to their own policies.
EPS limits the collection of financial information to what is reasonably necessary for legitimate business and payment-related purposes.
Protecting Sensitive Financial Information
Customers are encouraged not to send banking passwords, card security codes, or other unnecessary sensitive financial credentials through ordinary email or unsecured online forms.
Information Storage & Record Management
12. Data Retention
Elite Prime Services retains personal information for as long as reasonably necessary to fulfill authorized business purposes and meet applicable legal obligations.
Retention Periods
Retention periods may vary depending on the type of information and the service provided.
Financial & Publishing Records
Publishing agreements, royalty accounting records, invoices, payment records, and other financial documentation may need to be maintained for longer periods.
Temporary Documents
Temporary documents and service materials may be deleted or securely disposed of when no longer reasonably necessary.
Deletion and Correction Requests
Where applicable, EPS will honor valid requests for deletion or correction, subject to legal, contractual, accounting, and other permitted retention requirements.
Client Data Protection & Security
13. Information Security
EPS takes reasonable administrative, technical, and organizational measures intended to protect client information against unauthorized access, alteration, disclosure, and loss.
Access Restrictions
These measures may include access restrictions,
Authentication Procedures
authentication procedures,
Confidentiality & Approved Systems
employee confidentiality expectations, and approved business-management systems.
Security Limitations & Breach Notifications
No electronic transmission or storage system can guarantee absolute security.
When a qualifying security breach occurs, EPS will investigate and provide notifications as required by applicable law.
Your Information & Your Rights
14. Client Privacy Rights
Depending on applicable law, individuals may have the right to:
Request access to eligible personal information
Request correction of inaccurate information
Request deletion of eligible personal information
Request information about applicable data-processing practices
Opt out of certain marketing communications
Exercise additional privacy rights provided by law
Privacy Requests & Verification
EPS may request reasonable identity verification before processing privacy-related requests.
Certain information may be retained when necessary to comply with legal obligations, complete transactions, maintain financial records, resolve disputes, or protect legitimate business interests permitted by law.
EPS will respond to applicable privacy requests within legally required timeframes.
Age Requirements & Personal Information
15. Children's Privacy
Age Requirements
Elite Prime Services primarily provides services to individuals aged 18 or older.
Information Collection
EPS does not knowingly solicit personal information directly from children under 18 through its standard client intake procedures.
Appropriate Action
If EPS becomes aware that personal information has been collected from a minor without appropriate authorization, it will review the circumstances and take appropriate action consistent with applicable law.
External Links & Privacy Practices
16. Third-Party Websites and Services
External Websites & Services
Our website may contain links to outside services, including publishing platforms, payment providers, and other third-party websites.
Independent Privacy Practices
EPS does not control the privacy practices of independently operated third-party websites.
Reviewing Privacy Policies
Customers should review the privacy policies of these services before providing personal or financial information.
Policy Updates & Transparency
17. Privacy Policy Changes
Policy Revisions
Elite Prime Services may revise this Privacy Policy as business operations, services, technology, or applicable laws change.
Updated Effective Dates
Updated versions will be posted on our website with a revised effective date.
Additional Notices & Consent
When required by applicable law, EPS will provide additional notice or obtain consent before implementing material changes.
Privacy Questions & Requests
18. Contact Information
For questions about this Privacy Policy or requests involving personal information, contact:
Elite Prime Services
P.O. Box 2539
Laurel, MD 20709
Submitting a Privacy Request
For privacy-related inquiries, please include "Privacy Request" in the subject line.
EPS may request reasonable verification of identity before releasing, correcting, or deleting protected information.