Editing isn’t just about typo protection. Data security and content (intellectual property, or IP) privacy are core standards in editing professions around the world. When working with a writer’s groundbreaking research, hard-won insights, and original creative ideas — their blood, sweat, and tears — we have a duty to protect that intellectual property from being spread in ways the writer doesn’t want.
We have a professional duty to protect the files on our computers. There are easy things we can do to protect client’s words and data.
Privacy and security requirements in worldwide professional editorial standards
EC A8.2 Understand the ethical dimensions of editing (e.g., the need to address biased, non-inclusive and offensive material; the need to respect confidentiality and privacy).
EFA Ch1. Client-Freelancer Relationship — The editorial freelancer is responsible for … keeping confidential any information that the client identifies as confidential …
IPEd A4.1 [know the] Legal and ethical dimensions of the publishing process, and their implications for a publication. Includes libel, defamation, obscenity, discriminatory language, cultural sensitivity, intellectual property, plagiarism, moral rights and copyright, privacy and confidentiality, visibility of material, the ease with which material can be copied and republished in other formats, and different copyright protections available in Australia and other countries.
IPEd A1.5 Professional ethics. Includes objectivity, confidentiality, conflict of interest and implications for editing academic material such as theses.
IPEd Code Respect for confidentiality — maintain and respect client confidentiality not disclose information acquired during the course of professional work except when authorised to do so.
Sources of Professional Standards in Editing
In addition to the professional organizations, most style guides (even those aimed primarily at writers or publishers) contain ethical considerations (rounded up in this other post). The above excerpts are from those standards which contained related points:
- Editors Canada (EC) — Professional Editorial Standards and Editing Canadian English + Niches
- Institute of Professional Editors Limited (IPEd [AUS]) — Code of Ethics and Standards for Editorial Practice (numbered items)
- Editorial Freelancers Association (EFA [USA]) — code of practice
That doesn’t mean you have to become a data security expert, but consulting one would be valuable and up to date.
Simple Ways to Protect IP from Prying Eyes
Without much tech ability, you can do many things to protect the intellectual property (words) you are working on. That security might be a setting, a habit, or even physical protection.
Settings Habits for Security
- Turn off Microsoft’s “connected experiences”. The relevant part of their privacy statement is shown at right; it applies to Outlook and SharePoint as well as Word and all other Office apps. Turning this off will disable some lesser-used functions, most of which you can replace other ways, like using your computer’s built-in screen reader or “read aloud” function.
- Ensure that any tools or apps keep contents local or (at minimum) that they do not store or “train on” the files (like some grammar checkers do).
- Use a firewall on your laptop (when travelling, especially). There’s probably already an option for this on your computer.
- Turn off wifi when travelling so you’re not exposed to various store’s wifi that is less protected (letting other uses see your computer) or (worse!) includes terms of use that give it access to whatever you transmit. Using a VPN to connect to wifi helps. Tethering to your cell phone’s data is considered more secure.
- Use strong protection on your own wifi. Including creating a guest login for visitors, that your computer doesn’t use.
- Use strong passwords and 2FA (two-factor authentication that makes you enter a code from a security app or text message to log in). Use passwords to open your phone and computer. A password manager can help you manage these without a typing adventure every time. A few respected ones with free versions include LastPass, OnePassword, and Apple Passwords, though nothing (including your bank, the tax man, and LastPass) is immune to a data breach, using one is a step in the right direction. One data security manager I know said he uses “forgot password” every time, rather than tracking them; ok.
Confidentiality Habits
Which of these practices could you add to your habitual procedures?
- Delete files when work is done. Terms might be stipulated in the contract, otherwise reasonable times to purge files to further protect them are after payment or after publication. You might reasonably be able to keep a style sheet, especially if you created it; check your contract.
- Ask permission to include a client’s name or title of their work in your resume or website. Maybe even quote their praise there. It’s a great time to remind them of how proud you are to be on their team!
- Turn off auto-login. As a bonus, make the login a phone number you want to remember. After realizing recently that I don’t know a single person’s phone number, I started using them as passwords to open my computer. By typing the number several times a day, I hope I will know it when an emergency occurs and my phone won’t work.
- Rename or camouflage files & folders. Give sensitive files misleading names like boring notes.docx.
- Do not paste client’s words into an AI chat or other online tool that “learns” from the questions it is asked. This might even mean not letting search results be tracked.
- Use a local backup hard drive or a cloud service with respected security. Keeping working files is part of the client promise, but remember the MS privacy policy that lets it use content in any product to train its AI!
- Transfer files by methods that are encrypted.
- Use hidden folders. While not foolproof, hiding files or folders can add a layer of obscurity against prying eyes. Just don’t forget you did it, like I would!
- Do not share snippets of client’s work. If you want help sorting out a certain grammar use before publication, consulting colleagues is a highly professional practice. Changing nouns to “cat” and “dog” is a helpful step in keeping the content secret.
- Do not share sample edits without permission.
For more advice on nondisclosure agreements (NDAs) and noncompete clauses (NCCs), see pp. 62–63 in Erin Brenner’s official Chicago Guide for Freelance Editors: How to Take Care of Your Business, Your Clients, and Yourself from Start-Up to Sustainability.
Physical Security Habits
Physical security matters too! Don’t let your files walk away. Some of these precautions might suit your work.
- Physically lock up. Lock the device in place and lock the location.
- Use a privacy screen. Most screens make the screen visible from head-on only. Other options require polarized glasses to see the screen; many sunglasses are polarized.
- Keep files only on an external drive, not the computer. Store sensitive files on a USB drive or external hard drive and disconnect it (and lock it up) when not in use. Make sure that all other security precautions are taken on this drive, too. Note that some media are less stable than others; choose wisely to protect your work.
Geoff Hart gives good advice on app and physical protection in the “Security and Confidentiality” section of his book Effective Onscreen Editing (Chp 2) as well as the “Keep Confidential Information Confidential” section of Chp 14.
Remember Client Privacy In Meetings & Casts!
If you are going to screenshare, check what files and folders are visible on your computer an hour beforehand.
- What’s on your desktop?
- What shortcuts or folders can be seen in your file explorer/tree?
- Will the list of “recent files” in MS Word give away who you are working for or what they are working on?
- Will browser shortcuts reveal too much?
I’ve signed contracts that say I can’t even talk about working for the client or even that a meeting occurred to sign an NDA, making this check a legal issue. Check the bookmarks in your browser, too! Be sure to clear or hide these on anything that might be screenshared, including your calendar. Especially if you’re being recorded or are recording a demo.
Privacy as a Selling Point
Add a privacy and security statement to your website. Not for the website, but for the work that clients give you. It could be a simple statement that you will not use “AI” on their materials (because the AI will “train” on your questions which includes their content). You don’t have to list every step you’ve taken, but something about taking [a number of] extra steps could be a selling point that helps clients choose you.
Also check out these posts, here, on contracts, NDAs, and liability.
Image of chain & lock on computer, phone & book by Steve Buissinne from Pixabay used under the Pixabay Content License.
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