HousingVoiceAI

Privacy policy

Last updated: 16 July 2026

This Privacy Policy explains how HousingVoiceAI collects, uses, stores and protects information when you use our service.

HousingVoiceAI is operated by Creative Bridge, 45 Booth Drive, Park Farm Industrial Estate, Wellingborough, Northamptonshire, NN8 6NL (“we”, “us”, “our”).

For any privacy or data protection queries, please contact us at info@creative-bridge.com or write to us at the address above.

1. Our role

Creative Bridge acts as a Data Controller for personal data collected to operate HousingVoiceAI, including:

  • User account information
  • Marketing preferences
  • Service usage information
  • Security and authentication records
  • Support enquiries

Where customers submit content containing personal data for analysis through HousingVoiceAI, Creative Bridge acts as a Data Processor on behalf of the customer.

In these circumstances, the customer remains the Data Controller and is responsible for ensuring they have the appropriate authority and lawful basis for submitting and processing that information.

2. Information we collect

Submitted content

When you use the checker, we process the text and any documents you submit in order to generate AI-powered feedback.

Submitted content is processed only for the purpose of providing the service and is automatically removed from our systems within 24 hours. This applies to all users and subscription plans.

AI-generated feedback

The feedback generated by the checker is available through the results page and is not retained on our systems beyond the same 24-hour period.

If you wish to keep any feedback, reports or recommendations, you should download, export, copy or save them before leaving the page.

Check history metadata

For registered users, we retain a limited record of checks carried out through the service, including:

  • Date and time of the check
  • Selected content category or tag
  • Overall score, rating or assessment
  • Association with your user account

We do not retain the submitted text or the full feedback generated by the service as part of this history.

Account information

When you create an account, we collect:

  • Email address
  • Display name
  • Password (stored in encrypted or hashed form)
  • Organisation name

Marketing preferences

Where you choose to receive marketing communications, we store:

  • Your marketing preference
  • The date and time consent was given or withdrawn

Operational and security information

To operate and secure the service, we collect information such as:

  • Sign-in and sign-out activity
  • Password reset requests
  • Authentication records
  • Error reports
  • Server logs

System prompts

We retain the prompts, rules and instructions used to operate and improve HousingVoiceAI. These do not contain content submitted by users.

3. How we use information

We use information to:

  • Provide AI-powered analysis and feedback
  • Create and manage user accounts
  • Maintain check-history functionality
  • Secure and improve the service
  • Respond to support enquiries
  • Send service-related communications
  • Send marketing communications where consent has been provided
  • Meet our legal and regulatory obligations

4. Lawful bases for processing

Under UK GDPR, we rely on the following lawful bases:

Performance of a contract

Where processing is necessary to provide the service you have requested, including:

  • Running content checks
  • Delivering feedback
  • Managing user accounts
  • Providing service functionality

Legitimate interests

Where processing is necessary for our legitimate interests in:

  • Operating and improving the service
  • Maintaining security
  • Preventing misuse or fraud
  • Diagnosing and fixing technical issues
  • Producing operational and usage reports

Consent

Where processing is based on your consent, including marketing communications. You may withdraw your consent at any time.

5. AI processing

HousingVoiceAI uses artificial intelligence to analyse submitted content and generate feedback.

To provide this service, submitted content may be processed through third-party technology providers, including AI model providers acting on our behalf.

We do not use customer-submitted content to train our own AI systems and do not permit AI providers to use submitted content to train their models on our behalf.

Because submitted content and generated feedback are automatically deleted from our systems within 24 hours, feedback cannot be recovered once that period has passed.

Customers should avoid submitting:

  • Special-category personal data
  • Sensitive personal information
  • Confidential information relating to identifiable residents, customers, employees or other individuals

unless they have an appropriate lawful basis and organisational authority to do so.

6. Data retention

We keep information only for as long as necessary for the purposes described in this Policy.

Submitted content and AI feedback

Automatically deleted within 24 hours of processing.

Check history metadata

Retained while your account remains active. Where functionality is available, users may delete individual check records.

Account information

Retained while your account remains active. When you delete your account, your account information and associated check-history metadata are permanently removed, unless we are required to retain information by law.

Marketing preferences

Retained for as long as necessary to record and manage your communication preferences.

System prompts

Retained indefinitely for service operation and improvement purposes. These do not contain customer-submitted content.

Operational logs

Normally retained for up to 30 days for security, monitoring and troubleshooting purposes.

7. Marketing communications

Marketing communications are optional. Marketing consent is not selected by default when creating an account.

You may:

  • Update your preferences through your account settings
  • Unsubscribe using links included in marketing emails
  • Contact us to change your preferences

Withdrawing consent will not affect essential service communications such as:

  • Password resets
  • Security notifications
  • Account verification messages
  • Important service updates

8. Your rights

Under UK GDPR, you may have the right to:

  • Access your personal data
  • Correct inaccurate personal data
  • Request deletion of personal data
  • Restrict processing
  • Object to processing
  • Request transfer of your personal data
  • Withdraw consent where processing is based on consent

You may delete your account at any time through your account settings.

For any other request, please contact us using the details at the beginning of this Policy.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO). Further information is available at www.ico.org.uk.

9. Cookies and similar technologies

We use only cookies, local storage and similar technologies that are necessary to:

  • Keep users signed in
  • Maintain account sessions
  • Operate the service securely

We do not currently use third-party advertising cookies or behavioural tracking technologies. If this changes, we will update this Privacy Policy and any related cookie notices.

10. Security

We take reasonable technical and organisational measures to protect information against unauthorised access, loss, misuse, disclosure or alteration.

These measures include:

  • Access controls
  • Authentication safeguards
  • Security monitoring
  • Encryption of data in transit
  • Regular maintenance and security updates

However, no internet-based service can ever be guaranteed to be completely secure.

11. Changes to this privacy policy

We may update this Privacy Policy from time to time. Where changes are significant, we will provide reasonable notice through the service or by email to registered users.

The latest version of this Privacy Policy will always be available on our website.