Our Confidentiality Policy

Do you have questions about the confidentiality of emails handled by our editors? If so, we’d like to share both our policy and some practical observations about what our editors see and do with your emails.

Our policies

  • Confidentiality: Our policy is that the content of your email is always confidential. Our editors know that they are not to share or discuss your content with anyone outside Wordzen.
  • Privacy: Please see our privacy policy to learn more about how Wordzen protects your identity and information. 

What our editors see…and what they don’t see

Our editors see only the email that you present for editing, plus any attached thread that you include. Only the editor assigned to your message will see it, with two exceptions:

1 – Occasionally, a supervisor will review emails for training purposes.

2 – If you write a comment about an editor’s work, then that comment and the email to which it refers is viewed by all of our editors. We regard this as an essential training tool.

(Note, if you merely rate the editor’s work on a 1-to-5 scale and do not add a comment, then your numerical rating is shared with editors, but not your email content.)

In all cases, all emails seen by editors or supervisors are considered confidential.

Our editors cannot see into your Gmail account. They have no access to your inbox. The only email they can read is what you submit to Wordzen for editing. Also, while they can see the file names of any attachments you include, they cannot open or read those attachments.

What we do and don’t do

We train our writers in the art of confidentiality and hold them accountable for it. We’re not in the business of sharing information; we’re only in the business of writing and editing emails.

Our editors receive a steady volume of emails to draft and edit from a wide variety of users on four continents. During any one shift, their energies are spent keeping up with the work volume. While they are fully invested in the message on which they are working, once they return that message to you, their attention goes to the next writing task in the queue.

We are a custom service, but we are also a production environment, so there is little time, opportunity, or desire on the part of an editor to do anything other than complete your email and move on to the next item in the queue.

On trust

While it is not a policy per se, it’s helpful to know that as our editors help to craft your messages over time, they begin to feel like contributors to your business. As contributors, we feel that we are on your team, and we become emotionally invested in helping you do well.

We are careful in the editors we choose. First and foremost, they are professional editors who love words and devote themselves to the puzzle of constructing effective messages. Their primary interest is to make your message the best it can be for your purposes. We are not interested in sharing the content of your emails with others, even when you include proprietary business information. We’ve proven this by handling many sensitive messages but, of course, we can’t tell you about them.

There is a trust factor involved, but in three years of operation, we have never had a breach to our knowledge. And while we don’t expect a violation of confidentiality, we can promise you that every editor on our staff knows that such a breach would come at the cost of their position.

By the way, jobs at Wordzen are not easy to get. We test and screen candidates over a considerable time before we commit to an editor, and we have a good team. They value their roles and their relationships with our customers, just as we value them. It’s not something any of us takes casually.

Sometimes, email may not be the right medium

If you are communicating what might be considered insider trading financial information, data that requires a government security clearance, or extremely personal issues involving a loved one, email is probably not the best channel by which to communicate, because email has inherent security vulnerabilities that have nothing to do with Wordzen.

For most correspondence, the best email message is one that’s clear, well-ordered, thoughtfully worded, and grammatically correct. Our editors are delighted to provide their expertise and equally happy to keep your content confidential.
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