How we gather and manage your data
Last updated 3rd July 2025
1. Introduction
This notice explains how Coachvox Ltd. (“Coachvox,” “we,” “us”)—and, where relevant, the customer who builds an AI model on our platform (the “Creator”)—collect, use and protect personal information when anyone accesses coachvox.ai, app.coachvox.ai or any AI model hosted on our service.
We take privacy seriously. If you have questions, please contact hello@coachvox.com.
2. Who Controls Your Data
This section explains, in plain language, who decides “why and how” your information is handled under the GDPR.
2.1 Coachvox as AI provider
Coachvox Ltd. hosts and operates every AI model on the platform. Creators deploy those models under their own brand but are not themselves AI providers for regulatory purposes.
2.2 Coachvox as controller of Creator data
We are the sole controller of the personal data we collect from Creators (for example: name, e-mail, login credentials, billing details, usage analytics). We use this data to run, secure and improve the service.
2.3 Creator as controller of end-user account data
Each Creator decides whether to collect and store profiles of their own end-users. For that account information we act strictly as a processor on the Creator’s instructions.
2.4 Joint controllers for chat content
When an end-user chats with a Creator’s model, both Coachvox and the Creator decide the purposes of the conversation text and related metadata—such as delivering replies, spotting abuse, or improving response quality. For this conversation data we act as joint controllers (see 3.6 for more information).
2.5 Coachvox as independent controller for safety logs
To protect the platform and comply with legal obligations, Coachvox keeps minimal security logs (for example: IP address, timestamps, abuse flags). We control this data under our own legitimate-interest and legal-obligation grounds.
2.6 U.S. state privacy rights
If you are a resident of California, Colorado, Connecticut, Utah or Virginia, you have the right to: (i) request to know or access the personal information we hold about you; (ii) request deletion; (iii) request correction; (iv) opt out of the sale or “sharing” of your personal information for cross-context behavioural advertising (we do not sell or share); and (v) limit the use of your sensitive personal information (we use it only to provide the service you request).
To exercise any of these rights, please email hello@coachvox.com or use the in-app contact form. We will verify and respond within 45 days. If we deny your request, you may appeal by replying to our decision e-mail. Authorized agents may submit requests on your behalf by following the same process.
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:
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:
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:
If you wish to act on the above, you may do so by emailing hello@coachvox.com.
You are also free to:
12. AI Interactions
See clause 2.3, 2.4 and 3.6 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.
We do not fine-tune models on personal data.
13. Confidentiality
14. 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.
15. 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.
16. Contact Information
For any questions regarding this privacy policy or your personal data, please contact us here or email hello@coachvox.com.
