Verbalise Website Privacy Policy

This Privacy Policy was last updated on: 15 March 2025

1. Introduction—Important information and who Verbalise is

Welcome to the Verbalise AI LTD (‘Verbalise’) privacy policy. Verbalise AI LTD is incorporated and registered in England with company number 16162828 whose registered office is at Devonshire House, Honeypot Lane, Stanmore, England, HA7 1JS, United Kingdom.

Verbalise respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

2. Purpose of this privacy policy

This privacy policy aims to give you information on how Verbalise collects and processes your personal data through your use of this website, including any data you may provide through this website when you sign up to our newsletter or take part in an event.

This website is not intended for children and Verbalise does not knowingly collect data relating to children. It is important that you read this privacy policy together with any other privacy policy or fair processing policy. Verbalise may provide on specific occasions when Verbalise is collecting or processing personal data about you so that you are fully aware of how and why Verbalise is using your data. This privacy policy supplements other notices and policies and is not intended to override them.

2.1. Controller

This privacy policy is issued on behalf of Verbalise. When it is mentioned “Verbalise”, “we”, “us” or “our” in this privacy policy, it refers to Verbalise AI LTD, who is responsible for processing your data. Verbalise AI LTD is the controller and is responsible for this website. Verbalise has appointed a Data Protection Officer (DPO) who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the DPO using the details set out below.

2.2. Contact details

If you have any questions about this privacy policy or Verbalise’s privacy practices, please contact the DPO at this email address: privacy@verbalise.ai

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK regulator for data protection issues (www.ico.org.uk) or the data protection regulator in the country where you usually live or work, or where the alleged data protection infringement has taken place. Verbalise would, however, appreciate the chance to deal with your concerns before you approach the ICO or the applicable data protection regulator so please contact Verbalise in the first instance.

2.3. Changes to the privacy policy and your duty to inform us of changes

Verbalise keeps its privacy policy under regular review to ensure compliance with current processing activities and legal obligations. It is important that the personal data Verbalise holds about you is accurate and current. Please keep Verbalise informed if your personal data changes during your relationship with Verbalise.

2.4. Third-party links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. Verbalise does not control these third-party websites and is not responsible for their privacy statements.

3. The data collected about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

Verbalise may collect, use, store and transfer different kinds of personal data about you which Verbalise has grouped together as follows:

Identity Data includes first name, last name, or similar identifier;
Contact Data includes full address, email address and telephone number;
Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website;
Usage Data includes information about how you use Verbalise’s website;
Marketing and Communications Data includes your preferences in receiving marketing from Verbalise and your communication preferences;
Verbalise also collects, uses and shares Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, Verbalise may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if Verbalise combines or connects Aggregated Data with your personal data so that it can directly or indirectly identify you, Verbalise treats the combined data as personal data which will be used in accordance with this Privacy Policy.
Verbalise does not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic (apart from biometric data)). Nor does Verbalise collect any information about criminal convictions and offences.

3.1. How is your personal data collected?

Verbalise uses different methods to collect data from and about you including through:

Direct interactions. You give Verbalise, your Identity and Contact Data by registering on Verbalise’s website, corresponding with Verbalise by post, phone, email or otherwise. This includes personal data you provide when you:

request marketing to be sent to you (including newsletters);
subscribe to an event, webinar or survey;
give Verbalise feedback, or contact Verbalise.
Automated technologies or interactions

As you interact with Verbalise’s website, Verbalise will automatically collect Technical Data about your equipment, browsing actions and patterns. Verbalise collects this personal data by using cookies, server logs and other similar technologies. Verbalise may also receive Technical Data about you if you visit other websites employing its cookies. Please see the Cookie Policy for further details.

3.2. Third parties or publicly available sources

Verbalise will receive personal data about you from various third parties as set out below:

(a) analytics providers such as Google based outside the UK; and

(b) third party service providers based in the UK and outside the UK.

3.3. How Verbalise uses your personal data

Verbalise will only use your personal data when the law allows us to. Most commonly, Verbalise will use your personal data in the following circumstances:

Where it is necessary for Verbalise’s legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
Where Verbalise needs to comply with a legal obligation.

Generally, Verbalise does not rely on consent as a legal basis for processing your personal data although Verbalise will get your consent before sending direct marketing communications to you via email. You have the right to withdraw consent to marketing at any time by contacting Verbalise at privacy@verbalise.ai.

3.4. Purposes for which Verbalise will use your personal data

Verbalise has set out below, in a table format, a description of all the ways Verbalise plans to use your personal data, and which of the legal bases Verbalise relies on to do so. Verbalise has also identified what its legitimate interests are where appropriate. Note that Verbalise may process your personal data for more than one lawful ground depending on the specific purpose for which Verbalise is using your data. Please contact Verbalise if you need details about the specific legal ground Verbalise is relying on to process your personal data where more than one ground has been set out in the table below.

Processing activity	Legal bases
Communicating with data subjects	– Necessary for the performance of a contract. – Necessary to comply with a legal obligation. – Necessary legitimate interests (keep updated records and to analyse customer trends)
Market research	– Necessary for our legitimate interests (to assess and improve Verbalise’s services and business).
Technical issues	– Necessary for the performance of a contract. – Necessary to comply with a legal obligation.
Experience and marketing	– Consent – Necessary for our legitimate interests (to ensure that users are shown or sent relevant content based on their use of website and the competitions that they have played).
Advertising effectiveness	– Necessary for Verbalise’s legitimate interests (to determine how effective advertising is in order to improve advertising, its relevance and in order to fulfil contracts Verbalise has with its marketing partners).
Analytics	– Necessary for legitimate interests (to measure the interactions with the website, to keep website updated and relevant, to develop Verbalise’s business and to inform our marketing strategy).
Queries	– Necessary to comply with a legal obligation. – Necessary for Verbalise’s legitimate interests (to respond to data subjects and to deal with any request data subjects may make).
Customer support: Managing complaints and answering queries	– Necessary for the performance of a contract. – Necessary to comply with a legal obligation. – Necessary for Verbalise’s legitimate interests.
Managing Data Subject Rights Requests	– Necessary to comply with a legal obligation.

4. Glossary

Legitimate Interest means the interest of Verbalise’s business in conducting and managing its business to enable Verbalise to give you the best service/product and the best and most secure experience. Verbalise considers and balances any potential impact on you (both positive and negative) and your rights before processing your personal data for its own legitimate interests. Verbalise does not use your personal data for activities where its interests are overridden by the impact on you (unless Verbalise has your consent or are otherwise required or permitted to by law). You can obtain further information about how Verbalise assesses its legitimate interests against any potential impact on you in respect of specific activities by contacting Verbalise.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that Verbalise is subject to.

External Third Parties

Service providers who provide IT and system administration services.
Professional advisers including lawyers, bankers, auditors and insurers who may provide consultancy, banking, legal, insurance and accounting services.
HM Revenue & Customs, regulators and other applicable authorities who require reporting of processing activities in certain circumstances.

5. Marketing

Verbalise provides you with choices regarding certain personal data uses, particularly around marketing communications from Verbalise. You will receive marketing communications from Verbalise if you have previously opted-in to receive marketing communications, and you have not opted out of receiving that marketing.

5.1 Third-party marketing

Verbalise does not share your personal data with any third party for marketing purposes. In the event, Verbalise wishes to do so, Verbalise will get your express opt-in consent before Verbalise shares your personal data with any third party for marketing purposes.

5.2. Opting out

You can ask Verbalise to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting Verbalise at any time at privacy@verbalise.ai You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of the website may become inaccessible or not function properly. For more information about the cookies Verbalise uses, please see the Cookie Policy.

6. Change of purpose

Verbalise will only use your personal data for the purposes for which Verbalise collected it, unless Verbalise reasonably considers that it is needed to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact Verbalise. If Verbalise needs to use your personal data for an unrelated purpose, Verbalise will notify you and will explain the legal basis which allows Verbalise to do so.

7. How long Verbalise keeps your personal data

Verbalise will only keep your personal data for as long as necessary to fulfil the purposes Verbalise collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. At the end of that retention period, your data will either be deleted or anonymised (so that it can no longer be associated with you) and used for research or statistical purposes. To determine the appropriate retention period for personal data, Verbalise considers the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which Verbalise processes your personal data and whether Verbalise can achieve those purposes through other means, and the applicable legal requirements.

8. Disclosures of your personal data

Verbalise may share your personal data with the parties set out below for the purposes set out in the table

Purposes for which Verbalise will use your personal data above.

External Third Parties as set out in the Glossary.
Third parties to whom Verbalise may choose to sell, transfer or merge parts of Verbalise’s business or assets. Alternatively, Verbalise may seek to acquire other businesses or merge with them. If a change happens to Verbalise’s business, then the new owners may use your personal data in the same way as set out in this privacy policy.
Verbalise requires all third parties to respect the security of your personal data and to treat it in accordance with the law. Verbalise does not allow third-party service providers to use your personal data for their own purposes and only permits them to process your personal data for specified purposes and in accordance with Verbalise’s instructions.

9. International transfers

Your personal data may be used, stored and/or accessed by staff operating outside the UK and EEA working for Verbalise, or suppliers. If Verbalise transfers your personal data outside the UK or EEA, Verbalise will take appropriate security measures to ensure the respective receipt protects your personal data adequately in accordance with this privacy policy. These measures may include the following:

To countries that have been deemed to provide an adequate level of protection for personal data by the UK and/or the EU Commission.
To entities in countries based outside the UK and EEA, by entering into the European
Commission’s approved Standard Contractual Clauses and/or the ICO’s approved Addendum or the ICO’s International Data Transfer Agreement, that is equivalent with them.
To entities, that are US organisations, that are certified under the UK extension to the EU-US Data Privacy Framework (the “UK extension”).

10. Your rights

Your right to complain

Verbalise strives to provide high standards of customer services and is fully committed to protecting the personal information of its customers. If you wish to contact Verbalise to query or complain about the way Verbalise uses your personal data, Verbalise will treat the matter with the utmost seriousness. Please direct your queries or complaints to the Data Protection Officer.

If you remain unsatisfied with the handling of your complaint by Verbalise, you can complain to the Information Commissioner’s Office (ICO). You can find out more about that right and the complaints process on the ICO website.

Your right to be informed if your personal data is compromised

In the unlikely event that the personal data Verbalise holds is breached or compromised in a significant way that would be a high risk to your rights and personal freedoms, Verbalise will contact you without delay to let you know:

What happened and how it happened
What data was affected and what that means to you
What Verbalise is doing about it and how you can stay informed
How you can contact the Data Protection Officer

How Verbalise keeps your personal data safe

At Verbalise, information security is very important to its business. Verbalise is fully committed to ensuring information security, accuracy, confidentiality and integrity.

The information you send us online

The methods Verbalise uses to ensure data is safeguarded while being sent over the internet are of the industry standard. When information reaches Verbalise, Verbalise stores it securely and only provides access to authorised personnel or data processors.

How Verbalise restricts access to your personal data

Verbalise maintains strict physical, electronic, and administrative safeguards to protect your personal data from unauthorised or inappropriate access. The data Verbalise collects is stored in secure operating environments not accessible by the public.

10.1 Your Legal Rights – You have the right to:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data Verbalise holds about you and to check that Verbalise is lawfully processing it. Request correction of the personal data that Verbalise holds about you. This enables you to have any incomplete or inaccurate data Verbalise holds about you corrected, though Verbalise may need to verify the accuracy of the new data you provide to Verbalise.

Request erasure of your personal data. This enables you to ask Verbalise to delete or remove personal data where there is no good reason for Verbalise to continue processing it. You also have the right to ask Verbalise to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where Verbalise may have processed your information unlawfully or where Verbalise is required to erase your personal data to comply with local law. Note, however, that Verbalise may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where Verbalise is relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where Verbalise is processing your personal data for direct marketing purposes. In some cases, Verbalise may demonstrate that Verbalise has compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask Verbalise to suspend the processing of your personal data in the following scenarios:

If you want Verbalise to establish the data’s accuracy.
Where the use of the data is unlawful but you do not want us to erase it.
Where you need Verbalise to hold the data even if Verbalise no longer requires it as you need it to.
Establish, exercise or defend legal claims.
You have objected to the use of your data but Verbalise needs to verify whether Verbalise has overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. Verbalise will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format.

Note that this right only applies to automated information which you initially provided consent for Verbalise to use or where Verbalise used the information to perform a contract with you.

Withdraw consent at any time where Verbalise is relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, Verbalise may not be able to provide certain products or services to you. Verbalise will advise you if this is the case at the time you withdraw your consent.

Contents: