Privacy Policy

Effective date: 09/02/2026

This Privacy Policy explains how Voxd AI LTD (“Voxd”, “we”, “us” or “our”) collects and uses personal data when you visit our website, use our client portal, or otherwise interact with Voxd. It also explains how personal data is processed when Voxd provides chatbot services to business clients.

Who we are

Voxd AI LTD is a company incorporated in England and Wales (company number 16911937).

Contact (privacy): hello@voxd.app

Important: our role (Controller vs Processor)

• When we run our business (website, sales, billing, accounts, portal access, support), Voxd is usually the data controller for that personal data.
• When we provide chatbot services to a business client, Voxd typically acts as a data processor and the client is the data controller for end-user messages and related personal data. In those cases, the client’s privacy information should explain how end users’ data is used, and our processing is governed by our Data Processing Addendum (DPA).

Personal data we collect (when Voxd is the Controller)

We may collect and use:

• Account & contact details: name, email address, phone number, job title, company name, and login details for the client portal.
• Billing details: invoices, payment status, and related finance/admin records (note: payment processing may be handled by our payment providers; we do not normally store full card/bank details beyond what is necessary for billing and reconciliation).
• Support communications: messages you send to us, support tickets, and related notes.
• Technical & usage data: device information, logs, approximate location (derived from IP), and analytics data needed to operate, secure, and improve our services.
• Cookies/local storage: session and preference data (see “Cookies” below).

Personal data we process for clients (when Voxd is the Processor)

When delivering chatbot services, Voxd may process personal data on the client’s behalf, such as:

• Message content and metadata: messages sent to/from the client’s chatbot channels (e.g. WhatsApp), timestamps, and routing/automation context.
• Identifiers: phone numbers or user IDs used by the messaging channel, plus conversation/session IDs.
• Client-provided data: data the client connects via integrations (e.g. CRM fields) depending on the client’s configuration and instructions.

If you are an end user messaging a business that uses Voxd, please refer to that business’s privacy notice. Voxd processes end-user data on the business’s instructions.

How we use personal data (Controller activities)

• To provide and administer access to our client portal.
• To provide customer support and manage requests.
• To manage billing, payments, and account administration.
• To operate, secure, monitor, and improve our services and website.
• To send service-related communications (e.g. important updates, changes to terms/policies, security notices).
• To comply with legal obligations and protect our rights.

Lawful bases (UK GDPR)

• Contract: to provide the services you request and manage our relationship with you.
• Legitimate interests: to operate, secure, and improve our services; prevent fraud/abuse; and manage our business (balanced against your rights).
• Legal obligation: where we must comply with law (e.g. tax/accounting, lawful requests).
• Consent: where we use optional cookies or where you opt in to particular communications (you can withdraw consent at any time).

Sharing personal data

We may share personal data with:

• Service providers (processors): hosting, infrastructure, monitoring, analytics, email/support tooling, and security providers, under contractual safeguards.
• Messaging and AI providers: where a client’s chatbot uses third-party messaging channels (e.g. WhatsApp/ Meta) or AI model providers, message content and related data may be transmitted to those providers to deliver the service, subject to the client’s configuration and instructions.
• Legal and safety reasons: where necessary to comply with law, enforce our terms, or protect rights and safety.
• Business transfers: if we’re involved in a merger, acquisition, financing, or sale of assets (we’ll take steps to protect your data and provide notice where appropriate).

International transfers

Some of our service providers (and some providers used in client chatbot configurations) may process data outside the UK. Where required, we use appropriate safeguards such as UK-approved transfer mechanisms (for example, the UK International Data Transfer Agreement) and contractual protections.

Retention

• Controller data: we keep account, billing, and support records only as long as needed for the purposes above, and to meet legal/accounting requirements.
• Client-processed message data: retention depends on the client’s configuration, the technical needs of service delivery (e.g. short-term processing, logs), and any retention agreed in writing (including our DPA). We aim to minimise retention and securely delete data when it is no longer required.

Your rights

If Voxd is the controller of your personal data, you may have the right to:

• access your personal data;
• correct inaccurate personal data;
• request deletion (where applicable);
• object to or restrict certain processing;
• data portability (in certain cases);
• withdraw consent (where we rely on consent).

To exercise your rights, contact hello@voxd.app. You can also complain to the UK Information Commissioner’s Office (ICO).

If Voxd is processing your data on behalf of a client (for example, you messaged a business using Voxd), please direct your request to that business (the controller). We will assist the controller as required under our DPA.

Cookies

We use cookies and similar technologies to keep you signed in, remember preferences, and help operate and secure our services. Where required, we will ask for your consent for non-essential cookies. You can control cookies through your browser settings.

Security

We use appropriate technical and organisational measures to protect personal data. No system is completely secure, but we work to reduce risks of unauthorised access, loss, misuse, or alteration.

Children

Our services are intended for business use and are not directed at children. If you believe a child has provided personal data to a Voxd client via a chatbot, please contact the relevant business (the data controller) or contact us and we will route the request appropriately.

Changes to this policy

We may update this Privacy Policy from time to time. The latest version will be available on our website with the effective date at the top. If changes are significant, we may provide additional notice (e.g. via the client portal or email where appropriate).

Contact

Email: hello@voxd.app

This policy is for general information and does not constitute legal advice.