Voice Actors
Privacy Notice
Last Updated: 11 June 2025
This Privacy Notice provides information on how PolyAI collects, uses, discloses, and otherwise processes personal data when you provide voice acting and recording services to us as an independent contractor. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.
If you have any questions about this privacy notice or how we process your personal data, please contact us using the details in the “Contact us” section below.
Who is responsible for your personal data?
If you are outside of the USA, the contract you enter into for providing voice acting and recording services will be with PolyAI Limited. If you are in the USA, your agreement will be with PolyAI Technologies, Inc.
PolyAI Limited and PolyAI Technologies, Inc process your personal data as described in this Privacy Notice as joint controllers. This means that we jointly determine and are responsible for how this personal data is used.
PolyAI Limited and PolyAI Technologies are referred to collectively as “PolyAI”, “we”, “us” or “our” in this Privacy Notice.
We have allocated responsibility for complying with our obligations under applicable data protection law as follows:
- Information about how we use your personal data : the entity with which you enter into the agreement to provide voice acting and recording services will provide you with information about how your personal data is used by us as joint controllers.
- Your rights : the entity with which you enter into the agreement to provide voice acting and recording services will serve as the primary contact point for exercising your rights in respect of the personal data we process as joint controllers.
- Security : each of us will maintain our own safeguards to ensure that your personal data is kept secure.
- Lawfulness : each of us have determined the lawful basis relied on for processing your personal data as joint controllers.
- Transfers : each of us have implemented our own safeguards for the transfers of your personal data we undertake, including transfers to jurisdictions outside the UK or EU.
Contact us
If you have any questions, comments or requests regarding this Privacy Notice or the personal data that we process about you, please contact us at compliance@poly.ai.
You can also contact our Data Protection Officer, Toby Gladhill at: toby@poly-ai.com .
Our collection and use of personal data
Personal Data We Collect About You
We collect personal data that you submit directly to us when providing the services to us. We may collect, use, store and transfer personal data in the categories as set out below.
| Personal data we collect | How we use it | Legal basis we rely on |
|---|---|---|
| Contact information, such as your name, email address and phone number. | We use this information to communicate with you about your engagement with us and to arrange recording sessions. | The processing is necessary for the performance of a contract with you. |
| Voice and talent information, such as your native language and accent, the languages and accents you are able to speak, your gender and information about the timbre of your voice (such as demo recordings). | We use this information to identify suitable voice recording engagements for your voice profile. | The processing is necessary for the performance of a contract with you or to take steps prior to entering into a contract with you. |
| Your engagement tier, which identifies whether you have agreed to provide voice recordings for reuse in their original form, for synthesis for a single project or for synthesis for any project on the platform. | We use this information to identify suitable voice recording engagements based on our agreement with you, and to ensure that we only use your voice recordings as agreed with you. | The processing is necessary for the performance of a contract with you. |
| Transaction information, such as engagements performed and payments made to you. | We use this information to process any compensation owed to you under our agreement with you. | The processing is necessary for the performance of a contract with you. |
| We use this information to maintain our own records for tax and accounting purposes. | The processing is necessary for our legitimate interests, namely maintaining internal transaction records. | |
| Your bank account and other payment details | We use this information to pay any compensation we owe you under our agreement with you. | The processing is necessary for the performance of a contract with you. |
| Recordings and transcripts of recordings. | We use this information to modulate and improve our voice model, such as allowing our voice model to generate outputs with other tones, emotional quality, emphasis or accent. | The processing is necessary for our legitimate interests, namely developing and improving our virtual voice assistant models. |
| Depending on your engagement tier, we use this information to create generative voice models based on your voice for deployment as our customers’ virtual voice assistants. | The processing is necessary for our legitimate interests, namely developing and improving our virtual voice assistant models. | |
| Depending on your engagement tier, we deploy the recordings you provide or that we create as pre-recorded messages during phone calls between our customers and their end-clients. | The processing is necessary for our legitimate interests, namely developing and improving our virtual voice assistant models. | |
| We use this information to keep your voice and talent information up to date to identify suitable voice recording engagements for your voice profile in the future. | The processing is necessary for our legitimate interests, namely developing and improving our virtual voice assistant models. | |
| Voice models created based on your voice. | Depending on your engagement tier, we deploy these generative voice models as our customers’ virtual voice assistants. | The processing is necessary for our legitimate interests, namely performing our obligations under our agreements with customers. |
How long we keep your personal data
We will store the personal data we collect for no longer than necessary for the purposes set out above and in accordance our legal obligations and legitimate business interests.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure of your personal data, the purposes for which we process your personal data and the applicable legal requirements.
We generally retain your personal data for the following periods:
| Personal data | How long we keep it |
|---|---|
| Contact information, voice and talent information, engagement tier and transaction information | We will keep this information for the duration of our agreement with you and for six ( 6 ) years thereafter. |
| Payment details | We will keep this information for the duration of our agreement with you. |
| Recordings and transcripts | We will keep this information for the full term of assigned or granted rights (right, title, interest and/or license). |
Recipients of your personal data
As required in accordance with how we use your personal data, we may share your personal data with the following:
| How we may share personal data | Lawful basis we rely on |
|---|---|
| Companies within the same group as us. These are companies that are owned by us or under common ownership with us. | The processing is necessary for our legitimate interests, namely procurement and administration of intragroup services. |
| Customers. When we create scripted voice recordings or synthetic voices designed to mimic your particular voice for customers, we will share the recordings or model with the relevant customer for deployment with their virtual voice assistant. | The processing is necessary for our legitimate interests, namely performing our obligations under our agreements with customers. |
| Service providers, such as providers of web hosting or other technical services such as analytic services or communication services. | These service providers will use your personal data as processors on our instructions. |
| Advisors, such as legal advisors or accountants. These third-party vendors and other service providers perform services for us or on our behalf. | The lawful basis we rely on for these transfers is that the processing is necessary for our legitimate interests, namely obtaining legal, accounting and other professional advice. |
| Purchasers and third parties in connection with a business transaction. Your personal data may be disclosed to third parties in connection with a transaction, such as a merger, sale of assets or shares, reorganization, financing, change of control or acquisition of all or a portion of our business. These recipients will use your personal data to review and assess a potential transaction to purchase our business or assets. | The lawful basis we rely on for these transfers is that they are necessary for our and the purchaser's legitimate interests, namely to conduct due diligence on our business and assets in connection with a potential acquisition. |
| Law enforcement, regulators and other parties for legal reasons. We may share your personal data with third parties as required by law or if we reasonably believe that such action is necessary to (i) comply with the law and the reasonable requests of law enforcement; (ii) detect and investigate illegal activities and breaches of agreements; and / or (iii) exercise or protect the rights, property or personal safety of PolyAI or others. These recipients will use your personal data in the performance of their regulatory or law enforcement role, or to advise us in connection with a potential claim or regulatory enforcement action. | The lawful basis we rely on for sharing personal data with these recipients is that the processing is either necessary to comply with a legal obligation to which we are subject or, where there is no applicable legal obligation to share this data, that the sharing is necessary for our legitimate interests, namely enforcing our rights or complying with requests from regulatory authorities. |
International transfers
The personal data we collect may be transferred to and stored in countries outside of the jurisdiction you are in where we and our third-party service providers have operations. We will ensure that these international transfers of your personal data are made pursuant to appropriate safeguards, such as:
- ensuring that the personal data is only transferred to countries or recipients recognized by the UK Secretary of State or the European Commission (as applicable) as offering an equivalent level of protection as compared to the level of protection in the country you are located (“ Adequacy “); or
- the transfer is to a third party who uses appropriate safeguards in respect of the processing in question, included but not limited to the UK or EU standard contractual clauses, which are recognized as offering adequate protection for the rights and freedoms of data subject, as adopted by the UK Secretary of State or the European Commission (as applicable) (“ Standard Contractual Clauses “).
The recipients of your personal data listed above in the section headed “Recipients of your personal data” are primarily located in the following countries:
| Country | Appropriate Safeguard |
|---|---|
| United States | Standard Contractual Clauses Adequacy (for recipients certified to the EU-U.S. Data Privacy Framework and UK Extension) |
| European Economic Area | Adequacy (for data subjects in the UK) |
| UK | Adequacy (for data subjects in the EEA) |
We may, however, be required to transfer data to recipients in other jurisdictions where our customers or purchasers of our business may be located, or if we receive a legitimate request from law enforcement or are otherwise required to transfer data for legal reasons.
When we transfer your personal data, we will take appropriate steps to ensure that your personal data is treated securely and in accordance with applicable law and this privacy notice regardless of where it is processed.
If you wish to enquire further about the safeguards we use, please contact us using the details set out in the “ Contact Us ” section above.
Your privacy rights
Privacy Rights
You have the following rights in respect of the personal data that we hold:
- R ight of access . You have the right to obtain:
- confirmation of whether, and where, we are processing your personal data;
- information about the categories of personal data we are processing, the purposes for which we process your personal data and information as to how we determine applicable retention periods;
- information about the categories of recipients with whom we may share your personal data; and
- a copy of the personal data we hold about you.
- Right of portability . You have the right, in certain circumstances, to receive a copy of the personal data you have provided to us in a structured, commonly used, machine-readable format that supports re-use, or to request the transfer of your personal data to another person.
- Right to rectification . You have the right to obtain rectification of any inaccurate or incomplete personal data we hold about you without undue delay.
- Right to erasure . You have the right, in some circumstances, to require us to erase your personal data without undue delay if the continued processing of that personal data is not justified.
- Right to restriction. You have the right, in some circumstances, to require us to limit the purposes for which we process your personal data if the continued processing of the personal data in this way is not justified, such as where the accuracy of the personal data is contested by you.
- Right to withdraw consent . Where we rely on your consent for processing your personal data, you have the right to withdraw your consent. Withdrawal of your consent will not affect the lawfulness of the processing of your personal data before you withdrew your consent.
You have a right to object to any processing based on our legitimate interests. There may, depending on the particular circumstances, be compelling reasons for continuing to process your personal data despite your objection, and we will assess and inform you if that is the case. You can object to marketing activities for any reason.
If you wish to exercise one of these rights, please contact us using the contact details at the top of this privacy notice.
We will not charge you a fee for complying with your request to exercise one of these rights, other than where the request is manifestly unfounded or excessive (such as if you submit a number of repeated requests), in which case we may charge you a reasonable fee to cover our administrative costs.
You also have the right to lodge a complaint to your national data protection authority. If you are in the UK, your local data protection authority is the Information Commissioner’s Office, which can be contacted using the details at https://ico.org.uk/global/contact-us/. If you are in the European Economic Area, you can find your local Data Protection Authority at https://www.edpb.europa.eu/about-edpb/about-edpb/members_en.
Third-Party websites and services
Our services may involve third-party websites, plug-ins, applications and other services. Except where we post, link to or expressly adopt or refer to this Privacy Notice, this Privacy Notice does not apply to any personal data practices of third parties. To learn about the personal data practices of third parties, please visit their respective privacy notices.
Updates to this Privacy Notice
We may update this Privacy Notice from time to time. When we make changes to this Privacy Notice, we will change the date at the beginning of this Privacy Notice. If we make material changes to this Privacy Notice, we will notify individuals by email to their registered email address, by prominent posting on this website or our other platforms, or through other appropriate communication channels. All changes shall be effective from the date of publication unless otherwise provided.