VoxalFlow ("we", "us") is a one-person agency operated by James Stallwood. This policy explains what personal data we collect when you visit voxalflow.com or book a discovery call, how we use it, and what your rights are. We've kept it short on purpose.
What we collect
- When you book a call: name, email, and any details you share in the booking notes — captured via Cal.com.
- When you email us: whatever you send (your address, the contents of your message, any attachments).
- When you visit the site: basic, anonymised analytics — page views, referrer, device type. No cookies that identify you personally; no third-party advertising trackers.
We don't run remarketing pixels, we don't sell your data, and we don't use it to train any shared machine-learning model.
Why we have it
Our lawful bases under UK GDPR are:
- Legitimate interest — to respond to enquiries, hold scheduled calls, and improve the site.
- Consent — for anything you actively send us (e.g. an email, a booking).
- Contract — to deliver services you've agreed to engage us for.
If we've emailed you out of the blue
We send a small number of personalised, business-to-business emails introducing our AI front-desk receptionists to practices we think are a genuine fit — mostly veterinary practices in the UK and US. If you've received one, here's exactly where your details came from and how to make it stop.
Where your details came from
- Public professional directories and registers — for example the RCVS "Find a Vet" register (UK) and independent-practice directories (US).
- Your practice's own website and other publicly available business listings.
- The Meta Ads Library — adverts your practice runs publicly.
- Companies House — UK company registration records.
- Reputable professional B2B contact databases — used in some US outreach to find a practice owner's business email address.
We only email named decision-makers at their business address, every address is verified before we send, and we never email personal addresses.
Our lawful basis
Legitimate interest under UK GDPR Article 6(1)(f): we contact businesses (not consumers), use business contact data, send a small number of individually researched messages rather than bulk spam, and honour every opt-out immediately.
How to opt out
Reply "unsubscribe" (or words to that effect) to any email from us, or write to james@voxalflow.com. Your address is permanently suppressed the same day and you won't hear from us again.
Who sees it
A small number of trusted processors are involved in running the site and scheduling calls:
- Vercel — site hosting (United States, with EU edge nodes). Privacy policy →
- Cal.com — discovery-call scheduling. Privacy policy →
- Google (Workspace) — for our business email. Privacy policy →
If we add other processors that handle your data, this list will be updated.
How long we keep it
- Booking and email correspondence: until you ask us to delete it, or for as long as it's relevant to an active conversation. We periodically prune dormant threads.
- Anonymised analytics: aggregated, no individual retention.
- If you become a paying client, we keep records relevant to the engagement for the period required by HMRC and standard accounting practice (typically six years).
Your rights
Under UK GDPR you have the right to access, correct, port, restrict, or erase the personal data we hold about you, and to object to processing. Email james@voxalflow.com with what you'd like to do and we'll handle it within 30 days.
You can also complain to the Information Commissioner's Office (ico.org.uk) if you think we've mishandled your data — though we'd appreciate the chance to fix it first.
Cookies
The site sets only essential cookies needed for the page to load. There are no advertising cookies and no cross-site tracking. If we ever add analytics that drop a cookie, we'll add a consent banner first.
Changes
If we update this policy, the new version goes here with a new effective date at the top. Material changes affecting how we use your data will be flagged on the site for a short period.
Contact
Data controller: James Stallwood. Email: james@voxalflow.com. We respond to data requests within 30 days, usually faster.