Vox Operis Privacy Notice

Last updated: August 2026

Vox Operis Ltd takes the privacy and security of personal information seriously.

This Privacy Notice explains how we collect, use, store and protect personal information when you use the Vox Operis platform, apply for a role through the platform, interact with one of our customers, visit our website or communicate with us.

Vox Operis Ltd is registered in England and Wales under company number 16698553.

Registered office:
29 Saunders & Co. Chartered Accountants
Harcourt Street
London
England
W1H 4HS

Privacy enquiries: privacy@vox-operis.com

1. Who we are

Vox Operis provides a recruitment screening platform that helps organisations assess and manage candidates during the hiring process.

The platform may allow candidates to provide information including a CV, application information, video or audio responses and other supporting information requested by the hiring organisation.

Vox Operis may also use artificial intelligence and automated tools to help analyse, organise, summarise or score information against criteria set for a particular role.

2. Our role under data protection law

Depending on the circumstances, Vox Operis may act as either a data controller or a data processor.

Where an employer, recruiter or other customer uses Vox Operis to process candidate information as part of its recruitment process, that organisation will normally determine why the information is processed and will generally act as the data controller.

In those circumstances, Vox Operis generally processes candidate information on the customer's behalf and in accordance with its instructions.

Vox Operis may act as a controller for information used to:

  • manage our own customer and supplier relationships;

  • administer Vox Operis accounts;

  • operate and secure our website and services;

  • respond to enquiries;

  • manage our business;

  • meet legal and regulatory obligations; and

  • market our services where permitted by law.

3. Personal information we may collect

Depending on how you interact with Vox Operis, we may process information including:

Candidate information

  • name and contact details;

  • CV and employment history;

  • education and qualifications;

  • application responses;

  • video and audio recordings;

  • transcripts of video or audio responses;

  • answers to screening questions;

  • skills, experience and competency information;

  • information contained in supporting documents;

  • recruitment and application status;

  • notes or assessments made during the recruitment process;

  • information required for right-to-work, compliance, reference or other recruitment checks where these services are used; and

  • technical information relating to your use of the platform.

Customer and business contact information

We may process:

  • name;

  • employer or organisation;

  • job title;

  • business email address;

  • telephone number;

  • billing and account information;

  • communications with Vox Operis;

  • meeting records;

  • support enquiries; and

  • information relating to your use of our services.

Technical information

When you use our website or platform we may collect information such as:

  • IP address;

  • browser and device information;

  • login activity;

  • system and security logs;

  • platform usage information; and

  • cookie or similar technology information.

4. Video and audio information

The Vox Operis platform may allow candidates to record video or audio responses as part of a recruitment process.

These recordings may be:

  • viewed by the recruiting organisation;

  • transcribed;

  • analysed against recruitment criteria;

  • summarised;

  • used to assist the recruiting organisation in comparing candidates; and

  • retained for the period required to support the relevant recruitment process.

Vox Operis does not use candidate video or audio for facial recognition or biometric identification unless this is specifically introduced as a separate feature and appropriate privacy information and lawful safeguards are put in place.

5. Artificial intelligence and recruitment screening

Vox Operis uses technology, including artificial intelligence, to assist recruitment teams.

This may include:

  • transcribing candidate responses;

  • summarising answers;

  • assessing answers against criteria provided for a role;

  • identifying relevant skills, evidence or experience;

  • structuring candidate information;

  • assisting recruiters in prioritising applications; and

  • producing screening indicators or scores.

These tools are intended to support human recruitment decisions rather than replace human judgement.

Unless we expressly tell you otherwise, Vox Operis does not make final hiring or rejection decisions on behalf of an employer solely through automated processing.

The recruiting organisation remains responsible for its recruitment decisions and for determining how Vox Operis outputs are used.

Where applicable, individuals may have rights relating to automated decision-making and profiling under UK data protection law.

6. Special category information

Recruitment information may sometimes contain sensitive or "special category" personal information, for example information relating to:

  • health or disability;

  • racial or ethnic origin;

  • religious or philosophical beliefs;

  • sexual orientation;

  • trade union membership; or

  • biometric information where used for identification purposes.

Vox Operis does not require candidates to provide special category information unless it is necessary for a legitimate recruitment or legal purpose.

Where special category information is processed, the relevant organisation must identify an appropriate lawful basis and an additional condition for processing under applicable data protection law.

7. Why we use personal information

We may process personal information in order to:

  • provide and operate the Vox Operis platform;

  • allow organisations to manage recruitment processes;

  • enable candidates to submit information and screening responses;

  • provide AI-assisted screening and recruitment functionality;

  • create and administer customer accounts;

  • provide customer support;

  • maintain platform security;

  • prevent fraud or misuse;

  • improve the reliability and performance of our services;

  • communicate with customers and prospective customers;

  • manage billing and contracts;

  • comply with legal and regulatory obligations; and

  • establish, exercise or defend legal claims.

8. Our lawful bases

The lawful basis we rely upon depends on the purpose for which information is being processed.

These may include:

Contract

Where processing is necessary to provide services under a contract or to take steps before entering into a contract.

Legitimate interests

We may rely on legitimate interests where processing is necessary for legitimate business purposes, provided those interests are not overridden by an individual's rights and freedoms.

These interests may include:

  • operating and improving our services;

  • protecting the security of our platform;

  • supporting customers;

  • managing business relationships;

  • preventing misuse; and

  • developing our business.

Legal obligation

We may process information where required to comply with a legal or regulatory obligation.

Consent

Where consent is the appropriate lawful basis, we will request it clearly.

Where processing is based on consent, consent may be withdrawn at any time.

Withdrawal of consent does not affect processing that took place before consent was withdrawn.

The relevant customer using Vox Operis is responsible for determining its own lawful basis for processing candidate information where it acts as controller.

9. Who we share information with

Personal information may be shared with:

  • the organisation recruiting for the relevant role;

  • authorised users of that organisation;

  • service providers supporting the Vox Operis platform;

  • hosting and cloud infrastructure providers;

  • email and communications providers;

  • artificial intelligence and technology providers;

  • analytics, monitoring and security providers;

  • professional advisers including lawyers and accountants;

  • regulators or public authorities where legally required; and

  • another organisation in connection with a merger, investment, acquisition or sale of all or part of our business.

We require service providers processing personal information on our behalf to protect it and use it only for agreed purposes.

We do not sell personal information to advertisers or data brokers.

10. International transfers

Some of our suppliers or technology providers may process information outside the United Kingdom.

Where personal information is transferred to a country that does not benefit from UK adequacy regulations, we will use appropriate safeguards required by UK data protection law.

These may include:

  • the UK International Data Transfer Agreement;

  • the UK Addendum to approved EU Standard Contractual Clauses; or

  • another legally recognised transfer mechanism.

We will also take appropriate steps to assess and manage the risks associated with international transfers.

11. How long we keep information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, contractual, accounting and regulatory requirements.

Candidate information processed on behalf of a customer is normally retained according to the customer's instructions and retention policy.

Retention periods may differ depending on:

  • the type of information;

  • the recruitment process concerned;

  • contractual requirements;

  • legal requirements;

  • the customer's instructions; and

  • whether information is required in connection with a dispute or legal claim.

When information is no longer required, it will be securely deleted or anonymised where appropriate.

12. How we protect personal information

We use appropriate technical and organisational measures designed to protect personal information from:

  • unauthorised access;

  • accidental loss;

  • alteration;

  • disclosure;

  • destruction; or

  • misuse.

Measures may include:

  • access controls;

  • authentication;

  • encryption;

  • secure hosting;

  • logging and monitoring;

  • restrictions on employee and supplier access;

  • contractual controls; and

  • regular review of security measures.

No electronic system can be guaranteed to be completely secure, but we take proportionate steps to manage and reduce information-security risks.

13. Your rights

Depending on the circumstances, UK data protection law may give you the right to:

  • be informed about how your information is used;

  • request access to your personal information;

  • request correction of inaccurate information;

  • request deletion of your information;

  • request restriction of processing;

  • object to certain types of processing;

  • request transfer of information in certain circumstances;

  • withdraw consent where consent is relied upon; and

  • exercise rights relating to automated decision-making and profiling.

These rights are not absolute and may depend on the circumstances and lawful basis for processing.

If Vox Operis processes information solely on behalf of one of our customers, we may refer your request to that customer or assist them in responding to it.

To exercise your rights, contact:

privacy@vox-operis.com

We may need to verify your identity before acting on a request.

14. Marketing

We may contact business customers and prospective customers about Vox Operis products and services where permitted by law.

You may ask us to stop sending direct marketing communications at any time by:

We will not use candidate recruitment information for unrelated direct marketing without an appropriate lawful basis.

15. Cookies

Our website and platform may use cookies and similar technologies to:

  • provide essential functionality;

  • maintain security;

  • remember user preferences;

  • understand how our services are used; and

  • improve the performance of our website and platform.

Where required, non-essential cookies will only be used with appropriate consent.

Further information may be provided in our Cookie Notice.

16. Children's information

Vox Operis is primarily intended for adult employment and recruitment purposes.

Where the platform is used in connection with younger candidates, the customer using Vox Operis is responsible for ensuring that processing is lawful and that any additional safeguards required by law are in place.

17. Data breaches

We maintain procedures for identifying, investigating and responding to suspected personal data breaches.

Where required by law, we will notify the Information Commissioner's Office and/or affected individuals within the applicable timescales.

Where Vox Operis acts as a processor, we will notify the relevant customer of a personal data breach without undue delay in accordance with our contractual obligations.

18. Complaints

If you have concerns about how your personal information has been handled, please contact us first at:

privacy@vox-operis.com

You also have the right to complain to the UK's supervisory authority:

Information Commissioner's Office (ICO)

Further information about making a complaint is available from the ICO.

19. Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes to:

  • our services;

  • our technology;

  • our suppliers;

  • our processing activities; or

  • applicable laws and regulatory guidance.

The latest version will be published on our website with the date it was last updated.

20. Contact us

For questions about privacy, data protection or the exercise of your rights, contact:

Vox Operis Ltd
Company number: 16698553

29 Saunders & Co. Chartered Accountants
Harcourt Street
London
England
W1H 4HS

Email: privacy@vox-operis.com
Website: www.vox-operis.com