Privacy policy

How we gather and manage your data

Last updated 23.11.2024

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. Data Controller

Coachvox Limited (“we”, “us”, or “our”) is the data controller responsible for your personal data. If you have any questions or concerns about how we handle your data, please contact us using the details provided in the “Contact Information” section.

3. Information Collection

Account Holders: If you create an account with us, we collect certain personal data to deliver our services. This may include your name, email address, and password.
Visitors and Users: We utilise cookies and similar tracking tools to monitor user interaction and understand how you use our site.
AI Interactions: If you interact with AI models on our platform, we may collect and store the content of those interactions for the purpose of improving our models and delivering our services.
Sensitive Personal Data: We do not intentionally collect or process special categories of personal data (e.g., health information, racial or ethnic origin). Please refrain from providing such information when using our services.

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

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.