Privacy Policy
SpokenStock Ltd · Last updated: 5 July 2026 · Version: Draft 1.0
Who we are
SpokenStock Ltd (“SpokenStock”, “we”, “us”), a company registered in England and Wales (company number 17320502), provides a voice-based stock-taking service for hospitality businesses. This policy explains how we handle personal data. For questions, contact joe@spokenstock.com.
Our two roles
Data protection law distinguishes the organisation that decides how data is used (the controller) from one that only processes it on another’s instructions (the processor). SpokenStock acts in both roles, depending on the data:
- As a controller: for our own business contacts and website enquiries (for example, if you email us).
- As a processor: for the staff data our hospitality clients put through the SpokenStock app (names, work email, stock counts, and voice recordings during a count). Here the client is the controller; we only process on their instructions, under a written Data Processing Agreement. If you are a member of a client’s staff, your employer’s privacy notice governs that data, so ask them for it.
What we collect as a controller
| Data | Why | Lawful basis |
|---|---|---|
| Your name, email, and the content of any enquiry you send us | To respond to you and, if relevant, discuss providing our service | Legitimate interests (responding to your enquiry) |
| Basic, non-tracking server logs (e.g. IP address) from our hosting provider | Security and reliability of the website | Legitimate interests (keeping the site secure) |
We do not use advertising or tracking cookies on this website, and we do not run web analytics that profile you.
Who we share it with
We use a small number of trusted service providers to run this website and respond to enquiries, each bound by data-processing terms:
| Provider | Purpose | Location |
|---|---|---|
| Vercel | Website hosting | Compute in London; some network telemetry transits the US under approved safeguards |
| Resend | Delivering enquiry emails (the "Register your interest" form) | EU (Ireland); US-headquartered provider |
For the SpokenStock service itself we use a small number of vetted infrastructure and speech-processing providers, and customer data is stored in the UK. Because we act there as a processor, the full named list of sub-processors, their locations, and the safeguards for any overseas transfer is set out in each client's Data Processing Agreement, and we notify clients in advance when it changes.
We never sell personal data.
How long we keep it
Enquiry correspondence is kept only as long as needed to deal with your enquiry and any resulting relationship, then deleted. Data we process on behalf of clients is kept for the periods set out in their agreement (for example, stock-count records for two years, then deleted or anonymised). Full retention details, including for any voice data, are set out in the data processing agreement with each client.
Your rights
Under UK GDPR you can ask to access, correct, delete, restrict, or object to our use of your personal data. (The right to data portability applies only where processing is based on consent or a contract, which is not the basis on which we hold enquiry or log data, so it does not generally apply here.) To exercise any of these, email joe@spokenstock.com. If your data is held by us as a processor for an employer, we will direct your request to them. You can also complain to the ICO at ico.org.uk/make-a-complaint.
Changes
We may update this policy; the current version always lives at this address, with the date shown above.