Privacy Policy
Last updated: 15 June 2026
1. Purpose and Scope
This Privacy Policy explains how VoxSmart Limited collects and processes personal data when you visit our website or interact with us in a business-to-business context, including when you make enquiries, register for events, or subscribe to communications.
This policy applies only to the VoxSmart website. It does not apply to personal data processed through VoxSmart products or services operated on behalf of customers, where VoxSmart acts as a data processor and the customer's own privacy notice applies.
2. Who we are and how to contact us
VoxSmart Limited is a company registered in England and Wales (company number 05691475).
Registered office: The Ministry, 79–81 Borough Road, London, SE1 1DN
VoxSmart develops and supplies software used in regulated and security-sensitive environments. We treat the protection of personal data as a core business responsibility.
We have appointed a Data Protection Officer (DPO).
You can contact the DPO at:
- Email: privacy@voxsmart.com
- Post: Data Protection Officer, VoxSmart Limited, The Ministry, 79–81 Borough Road, London, SE1 1DN
3. Personal data we collect
Depending on how you interact with the website, we may collect:
- Name, job title and organisation
- Business contact details (email address, telephone number)
- Information submitted via contact forms, downloads or event registrations
- Marketing preferences
- IP address, device type, browser, operating system and website usage data
- Cookie and analytics data
- Session-replay recordings of how you use our website (via Microsoft Clarity)
- Data collected through third-party scripts on our website — including your IP address, email address, device and browser information, and browsing behaviour — which is shared with a third-party provider (ZoomInfo) to identify the organisation you are visiting from
We do not intentionally collect special category data through this website.
4. How we collect personal data
We collect personal data:
- Directly from you when you submit forms or contact us
- Automatically through cookies and similar technologies
- From trusted third parties such as event or conference partners, where you have agreed your details may be shared
- When engaging with VoxSmart on social media
- Through third-party visitor identification technology embedded on our website, which matches your IP address and browsing activity against external business databases to identify the organisation you are visiting from
5. Why we use your data and legal basis
We process personal data for the following purposes:
| Purpose | Legal basis |
|---|---|
| Responding to enquiries and requests | Legitimate interests |
| Providing requested information or materials | Legitimate interests / Consent |
| Managing events and briefings | Legitimate interests / Consent |
| Sending marketing communications | Consent or soft opt-in (where permitted) |
| Improving website performance and security | Legitimate interests |
| Preventing fraud and ensuring network security | Legitimate interests |
| LinkedIn Paid Advertising to serve you relevant and targeted advertising about VoxSmart products and services | Legitimate interests |
| Identifying visiting organisations through website visitor identification technology, to support sales and business development | Consent |
Where processing is based on consent, you may withdraw it at any time.
6. Marketing communications
We may send you marketing communications where permitted by law. You can opt out at any time by using the unsubscribe link in our emails or by contacting us at privacy@voxsmart.com.
We do not sell personal data.
7. Information security
We apply appropriate technical and organisational measures to protect personal data collected via the website, including:
- Secure hosting environments
- Access controls and authentication
- Encryption in transit where appropriate
- Monitoring for misuse or unauthorised access
Access to personal data is limited to authorised personnel with a legitimate business need.
8. Sharing personal data
We may share personal data with trusted service providers who support our website and business operations (for example, hosting, analytics, CRM, marketing platforms, and visitor identification and business intelligence providers). These providers act as processors and are contractually required to protect personal data and process it only on our instructions. Some providers — such as Microsoft, which operates Microsoft Clarity — act as independent controllers rather than processors and handle the data under their own privacy notices.
9. International transfers
Where personal data is transferred outside the UK or EEA, we ensure appropriate safeguards are in place, such as adequacy decisions or approved contractual mechanisms.
10. Cookies and analytics
We use cookies and similar technologies to ensure the website functions correctly and to understand how it is used. Non-essential cookies are used only with your consent. Further information is available in our Cookie Policy.
11. Data retention
We retain personal data only for as long as necessary for the purposes for which it was collected, including legal, regulatory and reporting obligations. Marketing data is retained until you opt out or withdraw consent.
12. Your rights
Under UK data protection law, you have the right to:
- Be informed about how your personal data is used
- Access your personal data
- Request correction of inaccurate or incomplete data
- Request erasure of your data in certain circumstances
- Restrict or object to processing
- Withdraw consent at any time
- Lodge a complaint with the Information Commissioner's Office (ICO)
Requests can be made by contacting privacy@voxsmart.com. We may need to verify your identity before responding. We aim to respond within one month.
13. Changes to this policy
We may update this Privacy Policy from time to time. The most recent version will always be available on our website.