Privacy policy

How we gather and manage your data

Last updated 13th June 2025

This privacy policy outlines how Coachvox (including coachvox.ai and app.coachvox.ai) collects, uses, and protects your personal information. By using our website or application, you agree to the terms of this policy.

We take matters of privacy and data protection seriously and if you have any concerns or queries, please contact us.

1. Introduction

This Privacy Policy informs you of our policies regarding the collection, use, and disclosure of personal data when you use Coachvox and the choices you have associated with that data.

2. Who Controls Your Data

2.1 Coachvox as sole controller

Coachvox Limited (“we”, “us”, or “our”) is the controller for personal data we collect and use to run, secure and improve our platform (for example, account management, security, diagnostics and product analytics). This includes name, email, password and billing details for account creation; for end users, those are always processed on behalf of, and under the instruction of, the creator.

2.2 Joint controller for AI interactions
When you (as an end user) interact with an AI model built by one of our customers (“creators”), Coachvox and that creator are joint controllers of the conversation content and metadata (not your account data). We and the creator both decide why and how your conversation data is processed for service delivery, quality assurance, and model improvement.

2.3 Creator as controller for client data
If you are a creator using our platform, you determine the purpose and means of processing any personal data you collect from your own clients. In that context, you are the data controller for your clients’ data and must comply with applicable data protection laws.

3. Information Collection

We collect personal data in different ways, depending on your role.

3.1 Creators: If you create an AI using our platform, we collect certain personal data to deliver our services. This may include your name, email address, password, and usage data (logs, timestamps, IP addresses) to secure your account and diagnose issues.

3.2 End users: If you interact with an AI model on our platform, we collect and store the content of those interactions. See clause 2.2 for controller roles.

3.3 End-user account data: if you (an end user) sign up or are invited by a creator, we process your name, email address, and credentials solely to provide you access. In that context, your creator is the controller and Coachvox is a processor acting on their instructions.

3.4 Visitors and browsers: We utilise cookies and similar tracking tools to to understand how you use our website and to improve performance.

3.5 Sensitive data: We do not intentionally collect or process special categories of personal data (e.g., health information, racial or ethnic origin). Please avoid sharing such information when using our services.

3.6 Special note for EU/UK data
If you are in the EU or UK (or processing their residents’ data), the GDPR’s joint-controller rules apply to AI conversation data (clause 2.2). Under that framework:

Coachvox handles platform security, infrastructure, analytics, and compliance.
The creator of the AI handles content moderation, user communications, and any custom uses.
You can exercise your GDPR rights (access, correction, erasure, portability, objection) with either party by contacting hello@coachvox.com.

4. Payment Information

While we utilise Stripe for payment processing, we do not store or have direct access to your credit card details. Stripe handles all payment data in accordance with its privacy policy, which you can review on their website.

5. Cookies and Tracking

We use cookies to improve and analyse our services. Additionally, we use Google Analytics and Meta Pixel to understand how our service is used. Google’s and Meta’s use of the data they collect is in accordance with their respective privacy policies.

6. Microsoft Clarity

We use Microsoft Clarity and Microsoft Advertising to analyse your interactions with our website and application through tracking technologies. These behavioural metrics, heatmaps, and session replays help us improve and market our product. We also use this information for optimisation and fraud/security purposes. See Microsoft’s Privacy Statement for details on data collection and usage.

7. Third-Party Service Providers

We may share your personal data with trusted third-party service providers to facilitate our services, such as:

Stripe for payment processing.
Google Analytics and Meta Pixel for usage analytics.
Microsoft Clarity for user interaction analysis.

These third parties process your data only on our behalf and in accordance with our instructions and applicable data protection laws.

8. Information Use

We use the collected information for purposes including, but not limited to:

Providing, maintaining, and improving our services
Notifying you about changes to our service
Enabling your participation in interactive features
Providing customer support
Monitoring and analysing usage patterns
Optimising and marketing our products
Preventing fraud and ensuring security

9. Data Retention and Security

We retain your personal data only for as long as necessary to provide our services, comply with our legal obligations, resolve disputes, and enforce our agreements. Your information is stored securely and we take precautions to prevent unauthorised access.

10. International Data Transfers

Your personal data may be transferred to and stored in countries outside the UK or the European Economic Area (EEA), including the United States. We ensure appropriate safeguards are in place to protect your data in accordance with GDPR requirements.

11. Your Rights and Choices

You have the right to:

Access your personal data we hold about you.
Rectify inaccurate or incomplete personal data.
Erase your personal data under certain circumstances (“right to be forgotten”).
Restrict the processing of your personal data in specific situations.
Data Portability: Receive your personal data in a structured, commonly used, and machine-readable format.
Object to the processing of your personal data for direct marketing purposes or when processing is based on legitimate interests.
Withdraw Consent at any time where processing is based on your consent.

If you wish to act on the above, you may do so by emailing hello@coachvox.com.

You are also free to:

Opt out of any marketing communications we might send.
Set your browser to reject cookies or notify you when a cookie is set.

12. AI Interactions

See clause 2.2 and 3.5 for details on controller roles and your rights. When you interact with AI models on our platform, we may collect and store the content of those interactions to improve our services. We do not intentionally collect personal data during these interactions. Please avoid sharing any personal or sensitive information in your interactions with AI models.

13. Children’s Privacy

Individuals under the age of 18 are not permitted to use Coachvox. We do not knowingly collect personal data from individuals under 18. If you become aware that a child has provided us with personal data, please contact us.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make significant changes, we will notify you via email or through a prominent notice on our website or app prior to the change becoming effective. The “Last Updated” date at the top indicates when the policy was last revised.

15. Contact Information

For any questions regarding this privacy policy or your personal data, please contact us here or email hello@coachvox.com.