Privacy policy

The short version

Your data lives on EU infrastructure we control. We don’t train AI on your identifiable data without your explicit consent. You can export your data or ask us to delete it at any time. We use short-lived secure links for anything gated, encrypt sensitive fields, and keep a tamper-evident record of changes. Security isn’t a footnote here — it’s part of the product.

This policy explains the detail behind that promise. If anything here is unclear, email privacy@vocabotics.com and a real person will answer.

Who we are

“vocabotics” is the trading name of VOCABOTICS LTD, a company registered in England and Wales under company number 17412438, whose registered office is 128 City Road, London, EC1V 2NX, United Kingdom. We provide AI advice, training and consulting for small and medium businesses.

For the purposes of UK and EU data protection law (UK GDPR and the EU GDPR), VOCABOTICS LTD is the data controller for the personal data described here. You can reach our data team at privacy@vocabotics.com, by post at the registered office above, or by phone on 07873187980.

What we collect

• Account details — your name, email address and password (stored only as a secure hash) when you create an account.
• What you tell us about your business — the answers you give in the readiness quiz or a DIAGNOSE session: your industry, size, processes, constraints and goals. You choose what to share.
• Billing information — handled by our payment processor, Stripe. We never see or store your full card details.
• Usage data — privacy-respecting product analytics, but only after you consent (see our cookies & consent page).
• Communications — emails you send us and your newsletter preferences.

How we use it

We use your data only to do the things you’d expect us to:

• To run your account, membership and any purchases.
• To produce your readiness score, plan or recommendations.
• To send the emails you’ve asked for, and the transactional ones you need.
• To improve the product — in aggregate, and only with analytics consent.
• To keep the service secure and meet our legal obligations.

Our lawful bases are: performance of our contract with you (running your account), your consent (analytics and marketing), and our legitimate interests (keeping the service safe and improving it), balanced against your rights.

AI and your data

We use AI to help produce our content and power features like DIAGNOSE. We do not train AI models on your identifiable data without your explicit consent. When you ask us to delete your data, that request is honoured. This is the practical side of our Pledge: AI should amplify people, not be used against them. Our AI-use disclosure explains exactly where AI helps and where a human verifies.

Where your data lives

Your data is stored on EU-based infrastructure that we control, with point-in-time backups and encryption of sensitive fields. A small number of trusted processors (for example, our payment processor and email provider) handle specific tasks under contract; where any transfer outside the UK/EU is involved, it’s covered by appropriate safeguards. See the full list of subprocessors for who processes what, and where.

How long we keep it

We keep personal data only as long as we need it for the purposes above, or as the law requires (for example, financial records). When it’s no longer needed, we delete or anonymise it. Our data handling & retention policy sets out how long we keep each kind of data.

Your rights

You can, at any time:

• Access a copy of the data we hold about you.
• Correct anything that’s wrong.
• Ask us to delete your data (the right to erasure).
• Export your data in a portable format.
• Withdraw consent for analytics or marketing.
• Object to or restrict certain processing.

To exercise any of these, email privacy@vocabotics.com. You also have the right to complain to your data protection regulator (in the UK, the Information Commissioner’s Office).

Changes to this policy

If we make a meaningful change, we’ll update the date at the top and, where it matters, tell you directly. We won’t quietly broaden how we use your data.