Privacy Policy
Last Updated: May 2026
At Cochain Books (a division of Cochain LLC), your family's privacy is our highest priority. Because our clients include minor children, we apply a heightened standard of care to all personal data. This Privacy Policy explains what information we collect, why we collect it, how we use and protect it, and your rights in relation to it.
This service involves children. We take the protection of minors' personal information exceptionally seriously. We do not sell, trade, or share children's data with any party outside the direct production team.
1. Who We Are
Cochain Books is a division of Cochain LLC, a Texas Limited Liability Company with its principal place of business in Sugar Land, TX 77479. We are the data controller for any personal information you provide to us. Contact: info@cochainbooks.com | (346) 588-5426.
2. Information We Collect
We collect the following categories of personal information:
• Contact Information: Parent or guardian's full name, email address, and phone number.
• Child Author Information: The child's first name, age, and general physical description (provided for illustration purposes). We do not collect children's contact details, school information, or any other unnecessary personal data.
• Creative Assets: Photographs of the child provided as illustration references, and the child's story in text, voice, or handwritten form.
• Transaction Data: Payment information processed through our secure third-party payment gateway. We do not store credit card details on our systems.
• Communications: Emails, WhatsApp messages, and form submissions exchanged during the project.
• Website Data: Standard analytics data collected via our website platform (Squarespace) and analytics tools. See our Cookie Policy for full details.
3. How We Use Your Information
We use the information collected solely for the following purposes:
• To deliver the publishing services you have purchased, including editing, illustration, and publishing your child's book.
• To communicate with you about your project, including sending proofs, feedback forms, invoices, and status updates.
• To process payments and maintain financial records as required by law.
• To send your child's photographs and story details to the assigned illustrator or editor under strict confidentiality agreements (see Section 5).
• To use completed book cover images and mockups in our marketing materials, subject to the consent preferences you select in the Parental Consent & Publicity Release Form.
• To send testimonial and review requests following project completion, where you have the right to decline at any time.
• To comply with our legal obligations under Texas and United States law.
We do not use your information for automated decision-making, profiling, or any purpose unrelated to the delivery of your project.
4. Child Photographs — Special Protections
Because photographs of your child are particularly sensitive, the following specific protections apply:
• Photographs are used exclusively as artistic references for the illustrator assigned to your project.
• Photographs are shared only with the specific illustrator working on your book, under a signed Non-Disclosure Agreement that prohibits any other use.
• We do not use your child's photographs for facial recognition, AI model training, or any automated processing.
• Photographs are stored in a secure, restricted-access folder during production.
• Original reference photographs are permanently deleted within 90 days of project completion. You may request earlier deletion at any time.
• Illustrators are contractually required to delete all reference materials within 90 days of project delivery under their signed NDA.
• We will never post, publish, or share photographs of your child on social media, the website, or any marketing material without your explicit written consent as specified in the Parental Consent & Publicity Release Form.
5. Contractors & Third-Party Disclosure
We share your information with the following parties only to the extent necessary to deliver your project:
• Illustrators and Editors: Bound by signed Non-Disclosure Agreements and Work-for-Hire Agreements. They receive only the specific creative assets needed for their work and are prohibited from retaining or sharing any client materials.
• Amazon KDP & IngramSpark: Your book's metadata (title, author name, book description, ISBN) is shared with these platforms as part of the publishing process. These platforms operate under their own Privacy Policies.
• Payment Processors: Payment details are handled by encrypted, PCI-compliant third-party processors. We do not see or store your full card number.
• Squarespace: Our website is built on Squarespace, which collects standard website visitor data as described in Squarespace's Privacy Policy.
We do not sell, rent, or trade your personal data to any third party for marketing or commercial purposes.
6. Data Retention
We retain your personal data as follows:
• Reference photographs: Deleted within 90 days of project completion.
• Creative assets (manuscript, story files): Retained in archived form to allow for future reprints or new editions at your request. You may request deletion of these at any time after the project is complete.
• Financial records (invoices, payment records): Retained for 7 years as required by US tax law.
• Project communications (emails, feedback forms): Retained for the duration of the 3-year publishing agreement and deleted upon reversion of rights.
• Final print-ready book files: Retained indefinitely to support reprinting services. Deletion of these files will result in inability to reprint without recreating the files at additional cost.
7. Testimonials & Reviews
If you submit a testimonial or review for use on our website or social media, we will only publish it in accordance with the consent preferences you indicated on the Testimonial & Review Request form. You may withdraw consent for your testimonial to be displayed at any time by emailing info@cochainbooks.com. Previously printed materials containing your testimonial cannot be recalled.
8. Your Rights
As a client of Cochain Books, you have the following rights in relation to your personal data:
• Right of Access: Request a copy of the personal data we hold about you and your child.
• Right to Correction: Request correction of any inaccurate information.
• Right to Deletion: Request deletion of your personal data, subject to our legal record-keeping obligations.
• Right to Withdraw Consent: Withdraw consent for marketing use of your child's image or your testimonial at any time.
• Right to Early Photo Deletion: Request immediate deletion of reference photographs at any time during or after the project.
To exercise any of these rights, please email info@cochainbooks.com. We will respond within 10 business days.
9. Security
We implement the following security measures to protect your personal data:
• Creative assets and reference photographs are stored in password-protected, restricted-access cloud folders.
• All contractors access project files under signed confidentiality agreements.
• Payment information is processed via encrypted, PCI-compliant payment gateways. We never store card details.
• Our website is hosted on Squarespace, which implements industry-standard SSL encryption.
While we take all reasonable precautions, no method of data transmission or storage is 100% secure. If you become aware of any suspected breach of your data, please contact us immediately at info@cochainbooks.com.
10. Children's Privacy
Cochain Books' services are sold to parents and legal guardians, not directly to children. We do not knowingly collect personal information directly from children under 13. All data relating to the child author is collected from and managed by their parent or legal guardian. If you believe we have inadvertently collected personal information from a child without appropriate parental consent, please contact us immediately.
11. Changes to This Policy
We may update this Privacy Policy from time to time. The most current version will always be published at www.cochainbooks.com/privacy-policy with the updated date noted at the top. For active projects, the Privacy Policy in effect at the time of your signed agreement governs the handling of your project's data.
12. Contact Us
For any questions, concerns, or requests relating to this Privacy Policy or your personal data, please contact us:
• Email: info@cochainbooks.com
• Phone: (346) 588-5426
• Address: Cochain LLC d/b/a Cochain Books, Sugar Land, TX 77479
• Website: www.cochainbooks.com