Privacy Policy

Last updated: 9 August 2026

This Privacy Policy explains how GradVox Ltd (Company No. 17334970) (“GradVox”, “we”, “us”) collects, uses and protects your personal data when you use the GradVox platform.

We are the data controller under the UK GDPR and the Data Protection Act 2018.

1. Personal Data We Collect

Candidates

Name, email address
University, degree, graduation year, preferred locations
Optional profile photo and self-reported gender (internal use only)
Video pitch and any information you include in it
Account activity (views, shortlists, login data)

Clients / Recruiters

Name, email address, company name
Billing and subscription information (processed via our payment provider)
Account activity (pitches viewed, shortlists created)

Technical data

IP address, browser type, device information, cookies and usage data

We do not collect phone numbers, dates of birth, home addresses or full payment card details (these are handled by our payment processor).

2. How We Use Your Data

Purpose	Lawful Basis
Providing and operating the Platform	Contract
Displaying Candidate pitches to Clients	Contract / Legitimate interests
Moderating content and preventing misuse	Legitimate interests
Processing payments and managing Subscriptions	Contract
Sending service communications	Contract / Legitimate interests
Using Candidate videos and profiles for marketing and promotional purposes (including ads, social media, case studies)	Legitimate interests (or consent where required)
Improving the Platform and analytics	Legitimate interests
Complying with legal obligations	Legal obligation

3. Sharing Your Data

We share data only with:

Registered Clients (limited Candidate profile + video pitch)
Our service providers (e.g. video hosting, database, email, payment processing) under strict data processing agreements
Legal or regulatory authorities when required

We do not sell personal data.

4. International Transfers

Where data is processed outside the UK we use appropriate safeguards such as Standard Contractual Clauses.

5. Data Retention

Active accounts: retained while the account remains active
Inactive accounts: deleted after 12 months of inactivity (with prior notice)
Deleted accounts: personal data and videos are erased as soon as reasonably practicable
Anonymised/aggregated data may be retained indefinitely for analytics

6. Your Rights

Under UK GDPR you have the right to:

Access your data
Rectify inaccurate data
Request erasure
Restrict or object to processing
Data portability
Withdraw consent (where processing is based on consent)

To exercise these rights contact info@gradvox.com. You also have the right to complain to the Information Commissioner's Office (ico.org.uk).

7. Cookies

We use essential cookies for login and security, and analytics cookies to understand how the Platform is used. You can manage non-essential cookies via your browser settings.

8. Children's Privacy

The Platform is not intended for anyone under 18. We do not knowingly collect data from children.

9. Security

We implement appropriate technical and organisational measures to protect your data. However, no method of transmission over the internet is completely secure.

10. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on the Platform.

11. Contact

GradVox Ltd
Email: info@gradvox.com