Privacy Policy

ColdCall Simulator (coldcallsimulator.com and coldcallsimulator.co.uk) is run by ForwardX Ltd, a company registered in England and Wales (company number 14890762), registered office 61 Bridge Street, Kington, England, HR5 3DJ. For the personal data described here, ForwardX Ltd is the data controller under the UK GDPR and the Data Protection Act 2018, and under the EU GDPR where it applies to you. Questions and requests: buildova@buildova.io or 01423 227770.

The short version. We keep a written transcript of your practice calls so we can score them. We do not keep a recording of your voice. You can download everything we hold, or delete your account and all of it, from your profile page, at any time, without asking us.

1. What we collect

• Your account. Your email address, and either a password (stored only as a one-way hash) or the fact that you signed in with Google or Microsoft. Of what Google or Microsoft send us, we keep only your email address.
• Your profile. Your company name, what you sell, who you call, and your website address if you give one. If you do, we read that page once and keep its text as background for your practice prospects.
• Your calls. A written transcript of what you and the practice prospect said, the level, the length, your score, the feedback, any corrections the coach made on the call, and the rewritten version of the call.
• Your voice. Your microphone audio is streamed to our voice provider so the prospect can hear and answer you, and is turned into the transcript as you speak. Recording is switched off: no audio of your voice is stored, by us or by the provider. We do not use your voice to identify you.
• Payments. If you buy calls, Stripe takes the payment. We never see or store your card. We keep what you bought, the amount, the date and Stripe's reference.
• Fault finding. When a call ends or cannot hear you, your browser type, the names of your microphones and the sound level seen, so we can fix "it can't hear me" problems.
• Emails we sent you, and whether you stopped them.
• The challenge, if you enter it. The leaderboard name you choose, your score and the date. These three are shown publicly. Deleting your account removes them from the board.
• Your agreement. When you accept our licence agreement: which version, when, and the IP address and browser you accepted it from, as evidence that you did.

2. Why we use it, and our legal basis

• To provide the service you signed up for (performance of a contract): your account, your practice calls, scoring and feedback, your calls balance and payments.
• Our legitimate interests, which we have weighed against yours: keeping the service secure, finding faults, making sure the free trial is claimed once per inbox, and sending a small number of follow-up emails about your account and your free call. Every one of those emails has a one-click link that stops them, and you can object at any time.
• Legal obligation: keeping records of sales for tax.
• Consent: any cookie that is not needed to run the site. We do not currently use advertising or analytics cookies. If that changes, they will only run if you say yes in the cookie banner, and you can change your mind there at any time.

Your score and feedback are produced automatically by AI. They are for your practice only and have no legal or similarly significant effect on you. We do not sell your personal data, and we do not use your calls to train any AI model of our own.

3. Who we share it with

Only the providers we need to run the service, each acting on our instructions:

• ElevenLabs (United States): the live voice call and its transcript. Its copy of each conversation is deleted automatically after 7 days, and straight away if you delete your account.
• Anthropic (United States): the AI that scores your call, coaches you and invents your practice prospects, from your transcript and profile.
• Stripe: payments. Stripe is a controller in its own right for the payment data it holds.
• Postmark (United States): delivering our emails to you.
• DigitalOcean: hosting, in London, and our encrypted backups.
• Google or Microsoft, only if you choose to sign in with them.

Some of these providers are in the United States. Where your data leaves the UK or the EEA, it does so under the safeguards data protection law provides for such transfers, such as standard contractual clauses with the UK addendum, or an adequacy decision. We may also disclose data where the law requires it.

4. How long we keep it

• Your account, profile and calls: for as long as your account is open. You can delete them at any time (section 5).
• The voice provider's copy of a conversation: 7 days. Voice recordings: none.
• Encrypted backups: daily copies are kept for 14 days and weekly copies for 8 weeks, then overwritten. Deleted data is not restored from a backup except to recover from a disaster, and would then be deleted again.
• Records of sales: as long as tax law requires, usually six years.

5. Your rights, and how to use them

You have the right to:

• See and take a copy of your data. Profile page, "Download my data": everything we hold, as a file, immediately.
• Correct it. Edit your profile at any time.
• Delete a call, or all your calls. History page: "Delete this call" on any call, or "Delete all history". The transcript, score and feedback are removed for good, from our systems and from the voice provider, and your account and unused calls stay.
• Delete it. Profile page, "Delete my account and all my data". This removes your account, profile, every call with its transcript and feedback, and your unused calls, from our systems and from the voice provider, straight away. Two things remain, neither of which identifies you to us: a record of any purchase (amount, date and Stripe's reference, with no link to you), which tax law makes us keep; and an irreversible scrambled marker of your email address, used only so that a free trial cannot be claimed twice. Your address itself is gone and cannot be recovered from the marker.
• Object to, or restrict, how we use it, including stopping our follow-up emails with the link in any of them.
• Withdraw consent to non-essential cookies in the cookie banner.

For anything the buttons do not cover, email us and we will answer within one month. You also have the right to complain to the Information Commissioner's Office (ico.org.uk, 0303 123 1113) or, in the EU, to your local data protection authority. We would rather you told us first so we can put it right.

6. Cookies and your browser

We set one essential cookie to keep you signed in, and one to remember your cookie choice. Your browser also remembers your last level, your microphone and whether you had the coach switched on, on your own device. None of these track you across other sites.

7. Security

Everything travels over an encrypted connection. Passwords are stored only as one-way hashes. The keys for our providers are encrypted on the server, only the owner account can reach settings, and backups are encrypted before they leave the server. No system is perfectly secure; if a breach affected your data and put you at risk, we would tell you and the regulator as the law requires.

8. If your employer or agency gave you access

Agencies and sales teams can run their own branded copy of ColdCall Simulator. In that case your agency decides why and how your data is used and is the controller; we run the software for them as their processor. Ask your agency first; we will help them answer you.

9. Children

The service is for adults at work. It is not intended for anyone under 18, and we do not knowingly collect their data.

10. Changes

When we change how we handle your data we will update this page and its date, and tell you by email if the change matters to you.