Who we are
Voxant is operated by 360 Strategy, a sole trader business owned by Mark Evans, based at The Barn, Townfoot Farm, Blantyre Farm Road, Uddingston, G71 7RR. Voxant is the product and trading name; 360 Strategy is the data controller for the website, enquiry and pilot-application data described in this notice. We are registered with the UK Information Commissioner's Office under registration number ZC183979.
For any privacy question or to exercise your rights, email us at contact@voxant.ai, use our contact form, or write to us at the address above.
Personal data we collect
Enquiry and preview-request data
When you submit the contact or request-access form, we collect your name, work email, organisation, role, the interests you select, any message you write, and your consent to be contacted.
Pilot application data
When you apply to the Founding Pilot Programme, we collect your name, work email, organisation and website, your role, organisation size and primary location, the use case you want to explore, the organisational question you describe, the likely participant group and number, your preferred timing, whether you have an executive sponsor, your commitment to provide structured feedback, whether you are open to a separate case-study discussion, and your consent to be contacted. We also record limited attribution data where available: the page you applied from, the referring website domain, any campaign (UTM) parameters in the link you followed, and timestamps. The form never asks for interview content or information about individual employees.
Account data
If you are given access to the platform, we hold the account records needed to sign you in and control what you can see. Access is limited and role-based.
Technical and security data
Like any website, our hosting and bot-protection layers process limited connection data such as IP address to keep the service available and to prevent abuse.
Interview evidence (as processor)
Where an organisation engages Voxant to run interviews, we process interview responses on that organisation's behalf. That data model, its protections and its retention are set out in full in our trust and privacy page.
How we use it, and our lawful basis
| Purpose | Lawful basis (UK GDPR) |
|---|
| Responding to your enquiry or preview request | Consent, and our legitimate interest in answering people who contact us. |
| Assessing and responding to a pilot application, and scoping an agreed pilot | Our legitimate interest in selecting suitable pilot organisations, and taking steps at your request before entering into a pilot agreement. |
| Discussing a possible case study, only where you tick the optional box | Your separate, optional agreement. Ticking or leaving the box does not affect how your application is assessed, and no case study is published without separate written agreement. |
| Keeping the service secure and available | Our legitimate interest in preventing abuse and protecting the platform. |
| Providing the platform to client organisations | Performance of our contract with the client. |
| Running interviews for a client organisation | We act as a processor under the client's instructions and a data processing agreement; the client is the controller for that data. |
| Meeting legal and regulatory obligations | Compliance with a legal obligation. |
Who we share it with
We do not sell personal data. We share it only with a small number of vetted service providers (sub-processors) who help us run the service, each operating under its own data processing agreement. The functions these providers perform, and the categories of data involved, are set out on our trust and privacy page. The current named sub-processor list is available to clients and prospective clients on request.
For the website itself: the site is hosted by Netlify, and messages sent through our contact and pilot application forms are delivered to us by email through our email delivery provider, Resend. Both act as processors on our behalf.
International transfers
Interview data is stored in the EU. Some processing, such as the conversational voice AI, is carried out by providers based outside the UK and EU. Our website host and email delivery provider may also process website and form data outside the UK. Where personal data is transferred internationally, it is protected by appropriate safeguards, such as UK-approved standard contractual clauses or an equivalent transfer mechanism, under each provider's data processing agreement.
How long we keep it
We keep personal data only as long as we need it. Enquiry and preview-request data is kept for as long as needed to respond to you and to manage our relationship, then deleted. Pilot applications that do not proceed are deleted 12 months after we tell you the outcome, so we can recognise a returning application. Records for an accepted pilot, including the pilot agreement and correspondence, are kept for the duration of the pilot and then for six years to meet our legal and accounting obligations. Interview transcripts and interviewee identifiers are anonymised once they pass the retention window, which is 30 days by default and configurable per client. The full data lifecycle, including automatic anonymisation and erasure, is described on our trust and privacy page.
Your rights
Under UK GDPR you have the following rights over your personal data. To exercise any of them, email contact@voxant.ai or send a request through our contact form. We respond within one month.
Access
Ask for a copy of the personal data we hold about you.
Rectification
Ask us to correct data that is inaccurate or incomplete.
Erasure
Ask us to delete your personal data.
Restriction
Ask us to pause processing while a concern is resolved.
Portability
Ask for your data in a portable, machine-readable form.
Object
Object to processing we carry out under legitimate interests.
Withdraw consent
Withdraw consent at any time where we rely on it, without affecting earlier processing.
If your data was collected as part of an interview run for your employer or another organisation, that organisation is the controller for that data, so you may also wish to contact them directly. You always have the right to complain to the UK Information Commissioner's Office at ico.org.uk, though we would welcome the chance to resolve your concern first.
Cookies
We use only essential cookies and similar technologies: a secure session cookie to keep you signed in when you have platform access, and a bot-protection check on our forms. We do not use advertising cookies or sell your data for advertising.
Changes to this notice
We may update this notice as the service evolves or the law changes. When we do, we will revise the date at the top of this page. Material changes will be made clear.
Contact us
For any question about this notice or how we handle your data, email contact@voxant.ai or use our contact form.