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Privacy Policy

Who are we?

Voxpopme Group (Voxpopme) is a Group of Companies under Voxpopme Limited registered in the United Kingdom, with subsidiaries in the USA (Voxpopme Inc. and HubUX as a trading name).

For the purpose of data protection law, including the UK Data Protection Act 2018 (DPA) and the EU General Data Protection Regulation 2016/679 (GDPR), Voxpopme is registered with the Information Commissioner’s Office with notification number ZA004904.

What do we do?

Voxpopme is a technology company specializing in video capture and analysis using our SaaS and our AI products to provide agile qualitative insight and customer experience feedback.

To fulfil our services Voxpopme may be engaged by third parties to perform or provide data collection and data processing services.

Our commitment to protecting your privacy

Voxpopme is committed to protecting your privacy and it is important to us that you notify us of any concerns regarding our Privacy Policy or our privacy practices by emailing privacy@voxpopme.com, or by contacting our Data Protection Officer using the contact details provided below. If you e-mail us, please enter “Privacy Policy” in your subject line. 

When you share your information or data with us, it is important that your information is safely protected. This statement discloses what information we collect, and how this is used and kept secure.

The data we collect about you

We collect personal information from you necessary to fulfil our services when you communicate with us by any media; such as

  • when you visit our Group websites
  • you engage with us to use our services
  • you subscribe as a respondent to one of our apps
  • from our guests or visitors
  • from publicly available sources: e.g. networking, social media, internet services, exhibitions, direct referrals, other Corporate bodies;
  • or as an employee or someone who applies to work with us

We define personal information (also known as personal data) as any identifiable data relating to a natural person that is directly or indirectly collected, by us or a third party.

We may process the following types of personal information of, or from you:

  • your name, address, email address, telephone number(s) and other contact details
  • your company’s name, your position in the company; the company’s address, company’s email
  • your Geo-location, account identifiers such as social media accounts and user account information, Internet Protocol address,
  • your IP address, device type and model, network provider, browser type and language, the operating system of your device
  • your payment information such as credit or debit card details and bank account details.

For our survey respondents or app users we may additionally collect your opinions and views you provide in response to screeners to recruit you or questions posed during video surveys in which you participate where requested by our client or research partners. This could include some or all of the following Demographic Information:

  • age range, birth date, general location, Gender, marital status, family details (siblings, children, etc.), physical attributes (such as height, weight), profession or employment related information, educational background and information, social media information, income bracket or similar information, home ownership.

Data from our survey respondents may be shared with the clients who engage us to perform or provide the services, our client’s service providers, and with the end-clients who engaged our clients. This data will be used for various purposes including internal market research and public display.

Special Category and Sensitive data

We may collect special category data, necessary to enable you to participate in specific video surveys and studies. 

Special categories or sensitive personal information require higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information and we do this with either your consent or as permitted by UK and EU data protection legislation.

The special category information we may collect includes:

  • sexual orientation
  • Health information
  • race, ethnicity, religion, political affiliations, and/or voter status
  • religion, political affiliations, and/or voter status

How and why we use your personal information

We collect your personal information on a voluntary basis and will only use your personal information necessary to fulfil our services to you or where the law allows us to.

For the services we provide to our clients, the processing activity we undertake is as a Data Processor.

For the staff we employ or anyone applying for a role and for our community of respondents we are a Data Controller.

The personal data collected from our clients, visitors, respondents to our videos, staff and stakeholders is necessary to:

  • assist us in the administration of our business
  • provide you with the services you have requested
  • capture feedback from our video respondents
  • enable us to collate and classify survey responses (which may use AI tooling)
  • provide services to our clients and market research insights provided as part of the services
  • market Voxpopme and its products and services, including those of its third-party suppliers to clients
  • enhance your experience in the use of our website or services
  • to fulfil our obligations as an employer
  • for funding and administrative purposes
  • meet our legal and regulatory obligations
  • achieve the general objectives of Voxpopme

Information we may collect through our website is needed:

  • to help identify your computer
  • analyse data about web page traffic and to help us tailor our website for your needs
  • to allow visitors to access information they may require

We also collect personal contacts from our Business and Corporate clients for our legitimate interests. Almost entirely, these contacts are corporate or business individuals and while this is still categorised under UK and EU legislation as personal data, we are aware that it can be used for business-to-business purposes, as stipulated by the Law and the Privacy of Electronic Communications Regulation (PECR) with which we also comply.

We will use your personal information in the following circumstances:

  • for the performance of a contract we have with you;
  • where we have legitimate interests (or a third-party has legitimate interests) for your personal information to be processed (and your interests and fundamental rights do not override those interests); or
  • where we have a legal or regulatory obligation.
  • where you have given your consent for activities such as cookies or marketing

We may process your personal information for more than one lawful ground depending on the specific purpose for which we are using your data.

Please note that we may process your personal information for various purposes and this may entail the use of Artificial intelligence tooling. Where AI is deployed it does not make use of any of your personal data.

Your personal data may also be used without your knowledge or consent, in compliance with the above rules, where this is required, or permitted by law.

Marketing

We may use your personal information to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

To complete this marketing activity, we recognise that we will use personal data, including that of our business contacts. We undertake this activity in full compliance with both data privacy legislation and under the Privacy of Electronic Communications Regulation 2003.

We use a variety of methods for this marketing to you including post, telephone and electronic channels. 

Electronic

Electronic marketing includes the use of:

  • email
  • text messages

We will ask your permission before we make use of these electronic marketing channels. 

We will also check in with you regularly (approximately every three years unless we advise you to the contrary) to make sure you haven’t changed your mind. You can always tell us, at any time, if you no longer want to receive these communications. 

Social Media

Voxpopme may use social media to communicate with you and share information about enhancements to our services or other helpful tips on using our platform. For example, we use LinkedIn, Google and Facebook tools. We do this through advertising on social media or through posting messages and information on our own social media pages which you may choose to “like”, “follow” or interact with. 

We also make use of LinkedIn, Google and Facebook tools to advertise to you. These tools enable our communications to appear on news feeds. In Google this is called a “custom matching”.  We will also use this information to identify other LinkedIn, Google or Facebook account holders that may be interested in our services. We only do this if you have already consented to us sending you marketing via email and where we believe the marketing communication may be of interest to you. Where this is the case, your name and e-mail address will be uploaded in an encrypted or hashed format to LinkedIn, Google and Facebook. These providers  will determine if you have an account and then place the marketing directly on your news feed. We may also use the same tool in a slightly different way to ensure you don’t receive unnecessary marketing communications. 

We take your privacy and rights seriously and we use our legitimate interest to use your information and communicate with you in this way, but you are always free to inform us that you do not want us to contact you. 

You can also update your preferences within the social media site to stop receiving marketing. For further information on Google or Facebook in particular, please see their Terms and Privacy pages.

You can opt out from receiving any marketing information from Voxpopme at any time by contacting us at privacy@voxpopme.com

Voxpopme currently undertakes no marketing activity using the personal data of our video respondents.

Where do we process personal information?

We are a cloud-based service provider and data processor. Our servers are based in Dublin, Ireland and backed up in Frankfurt, Germany. We may also use servers in the US.

Voxpopme is primarily based in the UK, but as an international business we will process data with our Group Companies worldwide in particular including, without limitation the United States.

For data subjects residing in the UK or EU, this means that your personal information may be exported, stored, and processed outside of the UK or EEA. Whenever we transfer your personal data out of the UK or EEA, we ensure a similar degree of data privacy and protection is afforded to it by ensuring at least one of the following safeguards is implemented:

  • we will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the UK and European Commission; including the EU-US Data Privacy Framework as approved under the UK – US Data Bridge: or
  • where we use service providers who are not in territories approved by the UK or EU commission, we will look to implement additional safeguards such as a review of security measures and the use of BCRs or Standard Contractual Clauses (SCCs) approved by the UK and or European Commission 

To receive information on the recipients of your data or if you want further information on the specific mechanism used by us when transferring your personal data out of the UK or EEA, please contact us at privacy@voxpopme.com

How we protect your personal information

Voxpopme takes reasonable steps to protect your personal information from unauthorised access, use, disclosure or loss, as summarised in our Privacy and legal and Security sections

Data security is of utmost importance to Voxpopme, and we have achieved certification to ISO 27001 externally validating the robustness of our information security systems.

Disclosure of and sharing of your personal information

We do not share, sell, rent or trade personally identifiable information with third parties for their promotional purposes.

In connection with our processing activities, we may share personal information across the Voxpopme Group and with third-party vendors whom we have engaged through contractual agreements. Where we do this, we will restrict and limit such processing activities and to ensure adequate protection for your data. 

For specific details of the third parties, we use please contact us at privacy@voxpopme.com.

We use third party providers to:

  • help us promote our products and services
  • for document management and database storage
  • for translations
  • data analytics
  • technical support
  • project management
  • for recruitment and training
  • for our staff database and payroll

We reserve the right to disclose your personally identifiable information as required by law when we believe that disclosure is necessary to protect our rights and/or comply with a judicial proceeding, court order, or legal process served on our website.

Data Retention

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances, we may anonymise your personal information (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Your rights

It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.

Under certain circumstances, you have rights under data protection law in relation to your personal information. You may have the right to:

  • object to us processing, or ask us to restrict our processing of your personal information for any of the purposes listed in this policy, at any time
  • ask us to update and correct any out-of-date or incorrect personal information that we hold about you free of charge
  • access information held about you. Your right of access can be exercised in accordance with data protection law (see further information below on subject access requests)
  • ask us to erase your personal information (in certain circumstances). We will do our best to respond to such requests, but these are subject to certain limitations
  • Request a transfer of your personal information (in certain circumstances)

If you wish to exercise any of the above rights or to review, verify, correct or question anything detailed in this policy or anything about your personal information, please contact us at privacy@voxpopme.com, or contact our Data Protection Officer

Subject Access Requests

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information (or to exercise any of your other rights). This is a security measure to ensure that personal information is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.

We are committed to children’s privacy

Voxpopme takes children’s privacy seriously and we do not seek to collect individually identifiable information about children under 16 years of age.

If required for the performance of our services to clients, Voxpopme may occasionally have access to responses obtained from minors (children under the age of 16). In such cases, Voxpopme will only access such responses and process personal data of such minors if prior consent has been obtained from the appropriate parents/guardians.

If Voxpopme otherwise learns that a child under the age of 16 has submitted personally identifiable information online, in contravention of these measures, Voxpopme will take all reasonable measures to delete such information from its databases and to not use such information for any purpose.

Voxpopme’s use of cookies

Like most organisations, Voxpopme makes use of Cookie technology. We capture data using Cookies. A cookie consists of a piece of text sent by a web server to a web browser and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser. 

For specific detail about the types of cookies we use please refer to our  Cookie Policy

Other websites

Voxpopme’s website contains links to other third-party websites. Clicking on those links may allow third parties to collect or share data about you. Voxpopme is not responsible for the privacy policies and practices or the content of any websites which are linked to this website. When you leave our website, we encourage you to read the privacy notice of every third-party website you visit.

Californian Privacy Rights

The Californian Consumer Privacy Act 2018 (CCPA) was enacted to give consumers in the state of California more control over the personal information that businesses collect about them.

Voxpopme does not meet those criteria but recognizes, however, where our customers may meet those criteria and accordingly may wish to ensure that their use of Voxpopme’s services meet the requirements of the CCPA. 

Please refer to CCPA Compliance for further details on how we process personal information on behalf of our customers. 

How to contact us

We have voluntarily appointed a Data Protection Officer who is responsible for overseeing data privacy. If you have any queries relating to this Privacy Policy, please feel free to contact us at:

Voxpopme Limited (Voxpopme), Alpha Works, Alpha Towers, Suffolk St Queensway, Birmingham, B1 1TT

Email: privacy@voxpopme.com

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO, so please contact us in the first instance.

Changes to our Privacy Policy

This Privacy Statement was last updated in February 2025. 

Voxpopme reserves the right, at its discretion, to change, modify, add, or remove portions of the Privacy Policy and the website at any time.

Your continued use of the website following the posting of any changes to this Policy will mean that you accept such changes.