1.Information we collect
We collect only what the research or the service requires. What we hold depends on how you interact with CrowdVox.
From research participants, we collect the audio recording of your interview and the transcript derived from it, the six-digit PIN used to verify you, the consent decision you record at the end of the conversation, limited demographic context supplied by the recruitment partner or by you, and your mobile number where you have opted in to receive study messages.
From users of a customer's account, we collect the name, work email, role, and organization used to create the account, authentication data including one-time passcodes and device information used for multi-factor authentication, and access logs recording activity within the platform.
From website visitors, we collect what you type into a form on this site — your name, email, organization, role, and what you tell us about your goals — plus basic technical data such as IP address and browser type recorded in server logs.
- We do not track your browsing across other websites.
- We do not scrape or purchase profile data about you from data brokers.
- We do not collect special-category data (health, biometrics, political opinion) unless a study is specifically designed to and you have been told so in advance.
2.How we use information
We use personal information to run research conversations and produce the analysis our customers commissioned, to verify who is joining an interview, to operate and secure customer accounts, to arrange payment of participant incentives, and to respond when you contact us.
We use website form submissions only to reply to your enquiry and to follow up about CrowdVox, and never to build a profile of you.
- We do not use participant data to make automated decisions that produce legal or similarly significant effects about an individual.
- We do not use your information for advertising, and we do not operate an advertising network.
3.Consent, and how it is enforced
Before an interview begins, participants hear who is asking, what the conversation is for, and how their words may be used. At the end, participants are asked explicitly whether short excerpts may be shared. That answer is recorded in the participant's own voice and coded as yes, no, partial, or unclear. Anything other than a clear yes is treated as a no for publication.
Consent is enforced by the platform, not only by policy. Every quote in every report, dashboard, and generated answer is checked against the speaker's recorded consent before it can be published. Where a participant declined, their words do not appear.
Participants may pause or end an interview at any moment, decline any question, and ask us to delete their conversation afterwards. Withdrawal is honoured across recordings, transcripts, and derived insights.
- Reporting is at group level, never individual level.
- Groups too small to be safely anonymous are suppressed from published statistics.
- Reporting uses first names at most; an anonymized mode removes even that.
4.How we share information
We do not sell personal information, and we have not sold or shared personal information for cross-context behavioural advertising in the preceding twelve months.
We share personal information only with the service providers who help us operate the platform — cloud hosting, message delivery, AI model providers, and payment processors for participant incentives — and only to the extent each needs to perform its function for us. Each is bound by contract to protect the information and to use it for no other purpose. A current list of subprocessors is available to customers as part of their data processing agreement.
We also share information where a customer directs us to as part of their own research programme, and where we are legally required to.
- Your research data is never shared with another CrowdVox customer.
- We disclose information to law enforcement only where legally compelled, and we notify the affected customer unless prohibited from doing so.
5.AI models and training
CrowdVox interviews are conducted by an AI interviewing assistant, and it says so, by name, at the start of every conversation. Participants always know they are speaking with an AI, on whose behalf, and why.
AI models used for interviewing and analysis run under enterprise agreements that prohibit the provider from training on your data. We do not use one customer's research to train models that serve another customer, and we do not use participant conversations to train general-purpose models.
6.Text messaging (SMS)
We use text messages to invite people to studies, to protect account security, and to reply when you ask us to. Here is exactly how we treat your mobile number.
We do not sell or share your mobile number. No mobile information will be sold or shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared with any third party. We disclose mobile numbers only to the service providers that transmit messages on our behalf, and only for the purpose of delivering those messages.
Depending on how you interact with CrowdVox, you may receive research participation messages — invitations to studies you may qualify for, scheduling confirmations, reminders, the one-time PIN used to join an interview, and notifications about incentive payments; account security messages — one-time passcodes, multi-factor authentication codes, and security alerts; or business follow-up messages — replies about a demo or enquiry, sent only where you gave us your mobile number and agreed to be contacted by text.
Message frequency varies and depends on the studies you qualify for, averaging approximately 2–4 messages per month.
Message and data rates may apply for any messages sent to you from us and to us from you. CrowdVox does not charge a fee to receive these messages. If you have questions about your text or data plan, contact your wireless provider.
You can stop receiving text messages at any time by replying STOP to any message from us. We will send a single message confirming that you have been unsubscribed, after which you will receive no further messages at that number unless you opt in again. Opting out of text messages does not remove you from a study or close your account; we will contact you by other means where necessary.
Reply HELP to any message from us, or email support@crowdvox.ai for help with the messaging programme.
Agreeing to receive text messages is not a condition of taking part in any CrowdVox research study, of receiving any incentive payment, of using a CrowdVox account, or of purchasing any product or service.
We may change or end the text messaging programme at any time. The current version of this section always applies, and we will post any material change here before it takes effect.
- You must be 18 or older and the account holder of, or authorized to use, the mobile number you provide.
- The programme is available on most major US wireless carriers.
- Carriers are not liable for delayed or undelivered messages.
7.Retention and deletion
We retain research data for as long as the commissioning customer's agreement requires, and then delete it. Customers may delete individual conversations, whole studies, or their entire archive on request; deletion propagates across active systems, with backup expiry commitments documented in the data processing agreement.
Participants may request deletion of their own conversation at any time by contacting at support@crowdvox.ai . Website form submissions are retained for 15 days unless you ask us to delete them sooner.
8.Security
Conversations, transcripts, and insights are encrypted in transit with TLS 1.2 or above and at rest with AES-256. Research assets are held in private, access-controlled storage and served only through short-lived signed URLs. Access is governed by role-based permissions scoped to a single organization, protected by single sign-on and multi-factor authentication, and logged with a traceable ID.
A fuller description is published on our Security page. No system is perfectly secure; if we become aware of a breach affecting your personal information, we will notify you and any affected customer without undue delay.
9.Your rights
Depending on where you live, you may have the right to access the personal information we hold about you, to correct it, to delete it, to obtain a portable copy, to object to or restrict processing, and to withdraw consent at any time without affecting processing already carried out.
Residents of California may additionally request disclosure of the categories of personal information collected and the purposes for collecting it, and may opt out of sale or sharing — although, as stated above, CrowdVox does not sell or share personal information. We will not discriminate against you for exercising any right.
To exercise a right, contact support@crowdvox.ai We will respond within the period required by applicable law. Where CrowdVox processes data on a customer's behalf, we will refer your request to that customer and support them in answering it. If you are in the EEA or UK and are unsatisfied with our response, you may complain to your local supervisory authority.
10.International transfers
Customer data is hosted in enterprise cloud regions in US. Where personal information is transferred outside your country, we rely on appropriate safeguards such as standard contractual clauses. Regional data residency options are available for enterprise engagements.
11.Cookies and this website
This website uses only the cookies needed to make it work and to understand how it is used in aggregate. We do not use advertising or cross-site tracking cookies. You can block or delete cookies in your browser; essential functions may stop working if you do.
12.Children
CrowdVox is not directed to children. All research panels are adults, and recruitment partners verify age before anyone reaches an interview. Accounts require users to be 18 or older. If we learn we have collected information from a child, we will delete it.
13.Changes to this policy
We may update this policy as the platform and the law change. The current version is always posted here with the "Last updated" date above. Where a change materially affects how we handle your personal information, we will give notice before it takes effect.
