Confidentiality & AI

Clear controls for sensitive documents

Your document should be used only for the work required to deliver your service.

Twikz applies access, confidentiality, retention and processing controls to customer documents and the personal or confidential information they contain. This page explains the operating principles. The Privacy Policy provides the fuller data-protection information required for personal data.

Access to documents

Access is limited to what is needed to deliver or support the order.

Customer documents are available only to the assigned reviewer and any authorised person or service provider who requires access to administer, secure, quality-check or deliver the order.

Access should be proportionate to the task. A person or provider should not receive the complete document where a more limited level of access is sufficient for the work they are performing.

Confidentiality obligations

People with document access are subject to confidentiality requirements.

Employees and contractors who have access to customer documents must be bound by appropriate confidentiality obligations.

Twikz does not publish, sell or use customer documents as samples, portfolio material, training examples or marketing content without the customer’s written permission.

Generative AI

Customer documents are not submitted to generative AI without explicit permission.

Twikz does not submit a customer document, or material extracted from it, to a generative-AI system unless the customer has given explicit permission for that use.

If permission is requested, Twikz will explain the proposed purpose, the information involved and the approved processor or service before the material is submitted.

Permission for one use is not permission for every use. Any authorised generative-AI processing is limited to the purpose and information described when permission is requested.

Analytical systems and human judgement

Analytical support does not transfer editorial responsibility away from the editor.

Twikz may use analytical systems to support defined parts of the editorial workflow, such as source-linked analysis, consistency checking or document administration, where that use is compatible with the service and the applicable confidentiality and data-protection controls.

Material analytical findings do not make substantive editorial decisions on their own. A human editor validates relevant findings before they guide substantive intervention and remains responsible for the editorial work delivered to you.

Service providers

Some supporting functions are provided by third-party services.

Twikz may use service providers for functions such as website hosting, file storage, email, payment processing, order administration, security and backup.

Where a provider processes personal data on behalf of Twikz, the relationship is subject to the contractual, confidentiality and security controls required for that processing.

Where personal information is transferred outside the UK in a way that is subject to the UK international-transfer rules, Twikz uses an applicable transfer mechanism or safeguard. The Privacy Policy explains the relevant categories of recipients, international transfers and safeguards in more detail.

Storage and retention

Working files are not kept indefinitely.

Customer working files are normally retained for 3 months after delivery so that the order can be supported and any eligible correction request can be reviewed.

At the end of the applicable retention period, working files are deleted or anonymised in accordance with the documented retention process unless longer retention is necessary for a legal, tax, security, dispute or other legitimate record-keeping purpose.

Some limited records may therefore be retained for longer than the working document itself. The Privacy Policy explains the applicable retention periods for personal data.

Highly sensitive material

Only submit sensitive information that is necessary for the review.

Where possible, remove or redact personal, medical, financial, legally privileged, security-sensitive or third-party confidential information that your editor does not need in order to perform the service.

Contact Twikz before uploading unusually sensitive material if you are uncertain whether it is necessary or appropriate to submit it through the standard order process.

Customer responsibilities

You must have the right to provide the material you submit.

You are responsible for ensuring that you are entitled to upload the document and any personal, confidential or third-party information it contains.

Do not submit material obtained or disclosed unlawfully, or in breach of employment, contractual, professional or confidentiality obligations.

Security incidents

Suspected incidents are assessed according to the information and risk involved.

Twikz will take appropriate steps to contain, investigate and document a suspected security incident affecting customer information.

Where a personal data breach is reportable under applicable UK data-protection law, Twikz will notify the Information Commissioner’s Office without undue delay and, where feasible, within the required 72-hour period. Affected individuals will also be informed where the law requires direct notification.