Last Updated: 24 October 2025
This Privacy Policy explains how Astute Digital Solutions Ltd (“we”, “us”, or “our”) collects, uses, stores, shares, and protects personal data when you access or use Ref-n-Write via our website, desktop applications, Microsoft Word plugin, Google Docs plugin, or related services, including plagiarism and AI detection reports (collectively, the “Services”).
We are committed to protecting your privacy and processing personal data transparently, lawfully, and securely in accordance with the UK General Data Protection Regulation (UK GDPR), the EU GDPR, and the Data Protection Act 2018.
1. Data Controller
- Business Name: Astute Digital Solutions Ltd
- Website: https://www.ref-n-write.com
- Email: contact@ref-n-write.com
- Address: 6, Exeter Place, Gloucester Road, Guildford, GU2 9TQ, United Kingdom
- Data Controller: Astute Digital Solutions Ltd
Astute Digital Solutions Ltd is the data controller responsible for your personal data.
2. Information We Collect
We collect the following types of personal information:
2.1. Information You Provide to Us
When you use our Website or purchase our services, you may provide:
- Personal Identification Data: Name, email address, billing address, and contact details.
- Account Information: Login credentials (username and password).
- Payment Information: Payment card details (processed securely via third-party payment gateways; we do not store full payment card data).
- Content and Files: Documents or text you upload for analysis through our tools.
2.2. Automatically Collected Information
When you visit our Website, we may automatically collect:
- Technical Data: IP address, browser type, device type, operating system, and referring URLs.
- Usage Data: Pages visited, time spent, and interactions on our Website.
- Cookies and Tracking Technologies: Used to enhance user experience and analyze website performance. See our Cookie Policy for details.
3. How We Use Your Information
We use your data for the following lawful purposes:
|
Purpose |
Type of Data |
Lawful Basis |
|---|---|---|
|
To provide and improve our services |
Personal, Technical, Usage Data |
Performance of a contract |
|
To process payments and manage billing |
Payment and Account Data |
Performance of a contract |
|
To communicate with you (support, updates, etc.) |
Contact Information |
Legitimate interest / Contract |
|
To analyze usage and improve the Website |
Technical and Usage Data |
Legitimate interest |
|
To comply with legal obligations |
Any relevant data |
Legal obligation |
|
To send marketing communications (with your consent) |
Contact Information |
Consent |
4. Data Storage and Retention
We store your personal data securely on servers located within the United Kingdom or the European Economic Area (EEA). We retain personal data only for as long as necessary to:
- Fulfil the purposes outlined in this policy,
- Comply with legal and accounting requirements, or
- Resolve disputes.
Data related to user accounts and uploaded documents may be deleted upon your request or after a defined retention period (see Section 9).
5. Data Sharing and Disclosure
We do not sell your personal information. However, we may share data with trusted third parties when necessary, such as:
- Payment Processors (for secure transactions)
- Cloud Hosting Providers (for data storage and backup)
- Analytics Services (e.g., Google Analytics, to improve user experience)
- Legal or Regulatory Authorities (if required by law)
All third parties are contractually obligated to process your data securely and only for the purposes specified by us.
6. International Data Transfers
If we transfer data outside the UK or EEA, we ensure adequate safeguards such as:
- The country has been deemed to provide an adequate level of data protection by the UK/EU; or
- Standard Contractual Clauses (SCCs) approved by the European Commission or UK ICO are in place.
7. Data Security
We implement robust technical and organizational measures to protect your data, including:
- Encryption of data in transit (HTTPS/SSL) and at rest
- Secure firewalls and intrusion detection systems
- Regular vulnerability assessments and data access audits
- Limited access to personal data (authorized personnel only)
Despite our efforts, no online transmission is completely secure. You share data at your own risk, but we strive to protect it with industry best practices.
8. Your Rights Under GDPR
You have the following rights under UK and EU data protection laws:
- Right of Access – Request a copy of your personal data.
- Right to Rectification – Request corrections to inaccurate or incomplete data.
- Right to Erasure – Request deletion of your personal data (“right to be forgotten”).
- Right to Restrict Processing – Request limitation of data processing.
- Right to Data Portability – Request data in a structured, commonly used format.
- Right to Object – Object to data processing for marketing or legitimate interests.
- Right to Withdraw Consent – Withdraw consent at any time when processing is based on consent.
You may exercise your rights by contacting us at: contact@ref-n-write.com. We will respond to your request within 30 days, in accordance with GDPR requirements. If you are unsatisfied with our response, you may lodge a complaint with the Information Commissioner’s Office (ICO) at https://ico.org.uk/
9. Cookies
We use cookies and similar technologies to ensure the Website functions properly, remember user preferences, and improve our services. Strictly necessary cookies are enabled by default, while optional cookies are blocked unless you provide consent. You can manage or withdraw your preferences at any time using the cookie icon on the Website or through your browser settings.
A) Store (One-Click Checkout)
Session cookies are stored for 30 minutes to enable one-click checkout and order processing. [https://www.ref-n-write.com/store]
|
Name |
Type |
Purpose |
Duration |
Category |
|---|---|---|---|---|
|
customer_duration |
Cookie |
Enables one-click checkout by maintaining customer license subscription duration |
30 minutes |
Strictly necessary |
|
customer_expiry |
Cookie |
Stores checkout session expiry information |
30 minutes |
Strictly necessary |
|
customer_firstname |
Cookie |
Stores customer first name during checkout |
30 minutes |
Strictly necessary |
|
customer_lastname |
Cookie |
Stores customer last name during checkout |
30 minutes |
Strictly necessary |
|
customer_email |
Cookie |
Stores customer email during checkout |
30 minutes |
Strictly necessary |
|
customer_adsource |
Cookie |
Identifies the source of customer acquisition for order processing |
30 minutes |
Strictly necessary |
|
customer_company |
Cookie |
Stores company name provided during checkout |
30 minutes |
Strictly necessary |
|
customer_country |
Cookie |
Stores customer country for checkout and billing |
30 minutes |
Strictly necessary |
|
customer_optout |
Cookie |
Stores customer communication preference |
30 minutes |
Strictly necessary |
|
customer_hash |
Cookie |
Stores a hashed identifier for session validation |
30 minutes |
Strictly necessary |
|
customer_jobtype |
Cookie |
Stores job type selected during checkout |
30 minutes |
Strictly necessary |
|
customer_os |
Cookie |
Stores operating system information for compatibility |
30 minutes |
Strictly necessary |
|
customer_referral |
Cookie |
Stores referral information for order context |
30 minutes |
Strictly necessary |
|
customer_specify |
Cookie |
Stores additional checkout information |
30 minutes |
Strictly necessary |
|
customer_type |
Cookie |
Stores customer type (subscription type) |
30 minutes |
Strictly necessary |
|
customer_voucher |
Cookie |
Stores applied voucher or discount code |
30 minutes |
Strictly necessary |
B) Plagiarism Checker
Session cookies are stored for 1 hour to avoid repeated authentication when viewing reports.[https://plagiarism.ref-n-write.com/]
|
Name |
Type |
Purpose |
Duration |
Category |
|---|---|---|---|---|
|
rnw_email |
Cookie |
Verifies report access without repeated login |
1 hour |
Strictly necessary |
|
rnw_scan_id |
Cookie |
Identifies plagiarism report |
1 hour |
Strictly necessary |
C) Web Application
Session cookies are stored for 1 hour to maintain authenticated access. [https://app.ref-n-write.com/]
|
Name |
Type |
Purpose |
Duration |
Category |
|---|---|---|---|---|
|
rnw_email |
Cookie |
Maintains authenticated session |
1 hour |
Strictly necessary |
|
rnw_license |
Cookie |
Validates active license |
1 hour |
Strictly necessary |
|
rnw_status |
Cookie |
Stores authentication status |
1 hour |
Strictly necessary |
D) Local Storage
We also use browser local storage to remember login details for convenience.
|
Name |
Type |
Purpose |
Category |
|---|---|---|---|
|
refnwrite_email |
Local Storage |
Remembers login email |
Strictly necessary |
|
refnwrite_license |
Local Storage |
Remembers license details |
Strictly necessary |
10. Third-Party Links
Our Website may contain links to third-party websites. We are not responsible for their privacy practices. We encourage you to read their privacy policies before providing any personal data.
11. Children’s Privacy
Our services are not intended for individuals under the age of 16. We do not knowingly collect personal data from minors. If we learn that a minor’s information has been collected, we will delete it promptly.
12. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect legal or operational changes. The latest version will always be posted on this page with an updated “Last Updated” date.
13. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy, please contact:
Astute Digital Solutions Ltd
Email: contact@ref-n-write.com
Address: 6, Exeter Place, Gloucester Road, Guildford, GU2 9TQ, United Kingdom
Summary
- We collect personal and technical data to provide our services.
- We protect your information using encryption and secure servers.
- We do not sell your data.
- You have full rights to access, correct, delete, or restrict your data under GDPR.