Privacy and Cookie Policy
1. Who we are
This policy explains how VOX4 LTD (Vox4, we, us) collects and uses personal information. We are a company registered in England and Wales (company number 17041394), with our registered office at 41 Highfield Road, Lymm, Cheshire, WA13 0DS. VOX4 LTD is the controller of the personal information described in this policy. We are registered with the Information Commissioner’s Office (ICO) under registration number ZC267253.
For any privacy question or request, email legal@vox4.ai or write to us at the address above.
2. When this policy applies
This policy covers information about:
- visitors to our website;
- people who contact us, book a call or ask for a quote;
- contacts at businesses we work with or would like to work with, including our customers, suppliers and partners.
When we provide services to our customers (for example call recording, AI voice agents or webchat), we process their callers’ and website visitors’ information on the customer’s behalf. In that case the customer decides how that information is used, and their own privacy notice applies. Our role is set out in our contract with them.
3. The information we collect
| Type | Examples | Where it comes from |
|---|---|---|
| Contact details | Name, job title, company, email address, phone number | You, your colleagues, public business sources such as company websites, LinkedIn and public registers, and business data providers |
| Enquiry and call details | What you asked us, notes of calls and meetings, call recordings where we tell you a call is recorded | You |
| Account and billing details | Billing contact, invoices, Direct Debit details (handled by GoCardless) | You or your company |
| Website and device information | IP address, browser type, pages viewed, how you arrived at our site | Cookies and similar technologies (see section 10) |
| Chat conversations | What you type into the chat assistant on our website | You |
| Marketing preferences | Whether you want to hear from us | You |
We do not ask for special category information, such as health details, and we ask you not to send it to us.
4. How and why we use your information
| Purpose | Lawful basis |
|---|---|
| Replying to enquiries, booking calls and preparing quotes | Legitimate interests (responding to people who contact us) or taking steps to enter a contract |
| Providing our services, support and billing | Performance of a contract |
| Recording our own calls, for training, quality and keeping a record of what was agreed | Legitimate interests |
| Keeping accounting and tax records | Legal obligation |
| Contacting businesses that may be interested in our services | Legitimate interests (developing our business). You can object at any time |
| Sending marketing emails | Legitimate interests for company email addresses; consent for sole traders and partnerships. Every email has an unsubscribe link |
| Running, securing and improving our website, including the chat assistant | Legitimate interests; consent for non-essential cookies |
| Handling complaints and legal claims | Legitimate interests and legal obligation |
We do not make decisions about you using only automated processing.
5. Who we share your information with
We do not sell personal information. We share it only with trusted organisations that help us run our business, under contracts that protect it:
- our telecoms and AI technology suppliers, including Tinkle Telecom Limited and Ravenware Limited (AuditWise), where needed to provide services to our customers;
- GoCardless, which collects Direct Debit payments;
- the provider of the chat assistant on our website;
- our accounting, e-signature, email, website hosting and booking providers;
- our professional advisers and insurers;
- the police, regulators or courts where the law requires it.
6. Transfers outside the UK
Some of our providers store information outside the UK. When they do, we make sure it is protected by a UK adequacy decision or by approved contract terms, such as the International Data Transfer Agreement.
7. How long we keep your information
| Information | How long |
|---|---|
| Enquiries that do not lead to a contract | Up to 2 years after our last contact |
| Customer contract and billing records | 6 years after the contract ends |
| Marketing contacts | Until you unsubscribe or object, or 2 years without contact |
| Call recordings of our own calls | Up to 12 months |
| Website chat conversations | Up to 12 months |
| Website analytics | Up to 14 months |
8. How we keep your information safe
We use appropriate technical and organisational measures to protect your information. Access is limited to people who need it, accounts are protected by multi-factor authentication, and our suppliers are bound by contract to keep information secure.
9. Your rights
You have the right to:
- ask for a copy of the information we hold about you;
- ask us to correct or delete it;
- ask us to restrict how we use it, or object to us using it, including for marketing;
- ask us to transfer it to another organisation;
- withdraw any consent you have given, at any time.
To use any of these rights, email legal@vox4.ai. We will respond within one month. There is normally no charge.
If you are unhappy with how we have handled your information, please tell us first at legal@vox4.ai. We will acknowledge your complaint within 30 days and let you know the outcome. You can also complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
10. Cookies
Cookies are small files saved on your device when you visit a website. We use:
| Type | What it does | Needs your consent? |
|---|---|---|
| Essential | Makes the website work, for example remembering your cookie choices | No |
| Analytics | Tells us how visitors use the site so we can improve it | Yes |
| Marketing | Helps us measure our advertising and show relevant adverts | Yes |
We only set analytics and marketing cookies if you accept them in our cookie banner. You can change your choice at any time using the “Cookie settings” link at the bottom of every page, or by clearing cookies in your browser.
11. AI on our website
If you use the chat assistant on our website, you are chatting with an AI system, not a person. We use the conversation to answer your question and, if you ask us to contact you, to follow up. Please do not share sensitive personal information in the chat.
12. Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.