Your data, on the roster.
If you record with us, this is what we hold about you, why we hold it, and how to get it changed or deleted. Your contact details never go to clients.
Who this notice is for, and who we are
This notice is for the voice actors on the Vox Atelier roster. It explains what personal information we hold about you, why we hold it, who sees it, how long we keep it, and how to get it changed or deleted.
You are engaged by us as a freelancer under a contract for services. You are not an employee. That does not change your data protection rights, which are set out below in full.
Vox Atelier is a dubbing and voice production studio working across five disciplines: dubbing, animation and YouTube, TV films and series, simultaneous interpretation, and commercials. We operate from London and Lisbon, with a roster of more than 150 native voice actors, and we use a proprietary production pipeline called ATRIVOX HQ for casting, scheduling, session tracking and quality control.
For data protection purposes, Vox Atelier is the controller of your information. That means we decide what is held and why, and we are responsible for it.
- Controller: the UK based sole trader operating as Vox Atelier. There is no registered company, so there is no company number or VAT number to quote.
- Contact for anything in this notice: projects@voxatelier.studio
- Postal address: (to be confirmed)
- Data protection officer: none appointed. An operation of this size and type is not required to appoint one. All data questions go to the email address above.
- Law that applies: UK GDPR and the Data Protection Act 2018. Governing law is England and Wales.
- Regulator: the Information Commissioner's Office (ICO) in the UK.
This notice covers the roster. If you want to know what the voxatelier.studio website does with visitor data, that is a separate document: see our website privacy policy. The short version is that the website has no analytics, no cookies and no tracking, and its contact form has no backend, so it collects almost nothing.
The short version
Two things matter most, and both are good news.
- Your personal details are never sent to clients. Clients receive the finished audio and nothing else. No names. No email addresses. No phone numbers. No casting sheets with your details on them. Our deliverable is the work, not your identity.
- We hold very little. The core of your roster record is your name, the languages you work in, and your email address, so we can contact you about work. That is it for the roster itself. Paying you and keeping tax records involves some further data, and that is covered below.
Beyond that, our position on AI is simple, and we never spring it on you. If a job is an AI or synthetic voice project, we tell you that before you record and you have to agree to it. If a job is not an AI project, your recording is not used to train or build AI or cloned voices, and the client is contractually barred from doing so. Either way, nothing happens by surprise. The detail is in Your recordings.
If you ask us to delete your roster record, we do it immediately, and in any case within 30 days. There are two things deletion cannot reach, and we set them out honestly in Your rights rather than pretending otherwise.
If you only read one part of this notice, make it Your recordings. It covers what a recording of your voice counts as in law, what happens to it once it is delivered, and our position on AI voice cloning.
What we hold, and where it came from
What we hold
| Information | Do we hold it? |
|---|---|
| Your name | Yes. Confirmed. |
| The languages and language variants you work in | Yes. Confirmed. |
| Your email address | Yes. Confirmed. We use it to contact you about work. |
| Your recordings | Yes. Confirmed. See Your recordings. |
| Payment details, invoices, and tax or self employment status | (to be confirmed) |
| Availability, session records, quality control notes, voice profile or showreel | (to be confirmed) |
| Nationality, recorded for native speaker casting | Yes. We record nationality so we can cast native speakers. Because this can reveal ethnic origin, we treat it as sensitive. See the note below, it matters. |
| Age, or the fact that an actor is under 18 | No. The roster is adults only. We rely on your confirmation that you are 18 or over, and if we have reason to think an actor is under 18 we remove the record. See If you are under 18. |
Casting a native speaker is a genuine creative need, and we record your nationality to do it. We are upfront about this, because nationality can reveal your ethnic origin, and information that reveals ethnic origin is special category data under Article 9 of the UK GDPR. That needs a stronger basis than ordinary data, normally your explicit consent, which we ask for when you join the roster. You can withdraw that consent at any time. If you do, we remove the nationality field and rely on your language and variant instead. We do not use nationality for anything except casting.
Where it came from
- Directly from you in the ordinary case. You told us your name, your languages and your email, or you sent them to us when you introduced yourself or applied for work.
- From the work itself. Recordings are created when you perform.
- From anyone else? (to be confirmed)
Why we hold it, and our lawful basis
Under the UK GDPR we need a lawful basis for each thing we do with your information. Here they are. Where the basis is legitimate interests, we have named the actual interest rather than leaving it vague, because you have the right to object to those.
| What we do | Data used | Lawful basis | Notes, and the interest where relevant |
|---|---|---|---|
| Casting and matching you to roles | Name, languages and variants, (to be confirmed) | Contract, or legitimate interests before any contract exists | Once you are engaged on a project this is contract performance. Before that, the interest is running a working roster so we can offer paid work to actors who fit the role. |
| Scheduling and running sessions | Name, email, (to be confirmed) | Contract | We cannot book you into a session without knowing who you are and how to reach you. |
| Producing and delivering the work | Your recordings, and the role or project they relate to, (to be confirmed) | Contract | The finished audio is the work the client commissioned and we are contracted to deliver. |
| Paying you | Name, (to be confirmed) | Contract | We cannot pay you without it. |
| Tax and accounting records | (to be confirmed) | Legal obligation | UK tax and accounting law requires records of what was paid and to whom. Where such records exist we cannot delete them on request, and that is the one hard limit on erasure. |
| Keeping you on the roster for future work | Name, languages, email | Legitimate interests | The interest is keeping a working roster so we can come back to you with paid work without making you register again. You can object at any time and we will remove you. |
| Promotional use, for example a credit or a clip of your work in a showreel | Name, a clip of your work | Consent | If we ever want to do this, we ask you first, it is genuinely optional, and saying no costs you nothing. You could withdraw consent at any time. (to be confirmed) |
| Casting native speakers using nationality | Nationality | Explicit consent (Article 9, because this can reveal ethnic origin) | We ask for your explicit consent to hold nationality when you join, and you can withdraw it, at which point we drop the field. (to be confirmed) |
| AI or synthetic voice projects you have agreed to | Your recording, for the AI use named in that specific job | Contract, plus your specific agreement to that job | Only applies to a job we flagged to you as an AI project and that you accepted before recording. A recording made for an ordinary job is never used this way. See Your recordings. |
Do you have to give us this information
There is no law that says you must give us your details. Nothing here is a statutory requirement on you.
It is a practical and contractual one. If you do not give us your name, your languages and an email address, we cannot put you forward for roles, we cannot book you into a session, and we cannot contract with you. Where payment or tax information is needed to pay you lawfully, we cannot pay you without it either.
Everything beyond that basic set is optional. If a field is optional, we will tell you it is optional at the point we ask. Declining an optional field does not affect whether you get cast.
Your recordings
This is the section that matters most to a working actor, so it is the longest.
A recording of your voice is your personal data
If a recording can be linked to you as an identifiable person, it is personal data, and everything in this notice applies to it. We treat it that way.
It is not biometric data, and here is why
Under the UK GDPR, a voice recording becomes special category biometric data only when it is processed for the purpose of uniquely identifying someone, for example voiceprint identification or authentication. We do not do that. We record performances to make dubbed audio, not to identify people. So your recordings are ordinary personal data, held under contract, and not Article 9 special category data. We are stating this plainly so that nobody has to guess.
The finished audio goes to the client, because that is the work
The client commissioned dubbed audio and we deliver dubbed audio. Your performance, mixed and mastered, is the work product. It is delivered under our contract with the client.
What the client is not given is anything about you personally: no name, no email, no contact details, no casting paperwork. See Who else sees your data.
AI training and voice cloning
This is the biggest question in voice work right now, so here is exactly how we handle it. There are two kinds of job, and the difference is never hidden from you.
For a normal dubbing, animation, TV, interpretation or commercial job, your recording is used to make the finished audio and nothing else. We do not use it to train, fine tune or build any synthetic voice, voice clone or text to speech model, and we do not license or supply it to anyone else to do so. Our contract with the client prohibits them from using your recording that way, and we ask for their written confirmation of it. This is the default, and it covers the overwhelming majority of what we do.
If a job actually is an AI or synthetic voice project, we tell you that before you record, we explain what your voice would be used for, and you have to agree to it in your engagement contract for that job. If you say no, you simply do not take that job, and it does not affect any other work you do with us. Your agreement is specific to the job you accepted.
So the line we will never cross is repurposing. A recording you made for an ordinary job is never later fed into an AI system. The only way your voice is used for AI is a job you were told about and agreed to in advance.
If you ever believe a recording of yours has been used for AI without your agreement, tell us at projects@voxatelier.studio and we will investigate and tell you what we find.
Usage rights, buyouts and residuals are not set here
This notice is about data protection. It does not set commercial terms. What a client may do with your performance, for how long, in which territories and media, and what you are paid for it, is governed by your engagement contract for that project. If you want to change those terms, that is a contract conversation, not a data request. If you are unsure what your contract says, ask us and we will send you your copy.
Who else sees your data
Clients get audio only
This is the part we are most confident about. Clients receive the finished audio and nothing else. We do not send them your name, your email, your phone number, your address or a casting sheet with your details on it. Our client deliverable is the work, not your identity.
Who inside the production sees it
Suppliers who process data for us
Some ordinary business tools handle your data on our behalf. Those are processors: they act on our instructions, they cannot use your data for their own purposes, and they are covered by a contract. We have to name them, so the gaps below need filling before this notice is published.
- ATRIVOX HQ is our own software, built and run by Vox Atelier. It is not a third party product and not a separate company that receives your data. (to be confirmed)
- Email, for the mailbox behind projects@voxatelier.studio. (to be confirmed)
- Accountant, payroll or banking services. (to be confirmed)
- Storage and file delivery for session files and masters. (to be confirmed)
Beyond that, we may have to disclose information if the law requires it, for example to a tax authority or in response to a valid court order. We do not sell your data to anyone, and there is no advertising or data broking anywhere in what we do.
Sending data outside the UK
We operate from London and Lisbon, and clients can be anywhere, so data can cross borders.
Where personal data leaves the UK, UK GDPR requires a safeguard, normally an adequacy decision covering the destination country, or the UK International Data Transfer Agreement or Addendum in the contract. Transfers between the UK and the EEA, which includes Portugal, are covered by adequacy, so the London to Lisbon side is straightforward. You can ask us for a copy of the safeguard relied on for any transfer.
Note that the transfer that happens most often, delivering finished audio to a client abroad, involves your performance, not your contact details.
How long we keep things
Some retention periods are set by law. Others are ours to decide, and we would rather publish a real number than a vague promise. The table marks which is which. The rows marked undecided are not policy yet and must be settled before this notice goes live.
| What | How long | Status |
|---|---|---|
| Your roster record: name, languages, email | Kept while you are an active part of the roster. If we have no contact with you for 2 years, we review your record and normally delete it. | Adopted. (to be confirmed) |
| Roster record after you ask for deletion | Deleted immediately, and in every case within 30 days | Confirmed and in force. This sits inside the one month the UK GDPR allows. |
| Session records, availability and quality control notes | (to be confirmed) | Undecided, and it is not yet confirmed that these records exist. |
| Recordings and delivered masters | (to be confirmed) | Undecided. |
| Invoices, payments and tax records, where held | Normally 6 years from the end of the relevant tax year | Set by UK tax and accounting law, not by us. (to be confirmed) |
| Emails between us | (to be confirmed) | Undecided. |
Your rights
These are your rights under UK GDPR, in plain English. To use any of them, email projects@voxatelier.studio and say which one you want. You do not need to use legal wording, you do not need a reason for most of them, and it is free. We will reply within one month. If a request is unusually complex we can extend that by two months, but we will tell you inside the first month if that happens. We may ask a question or two to check it is really you, which protects you as much as us.
- Access. Ask us for a copy of what we hold about you and why. We will send you your roster record and tell you what else exists.
- Rectification. Get anything wrong or out of date corrected, for example a name spelling, a new email, or a language you no longer offer.
- Erasure. Ask us to delete your data. We remove roster records immediately, and always within 30 days. See the honest limits below.
- Restriction. Ask us to pause using your data while a dispute or a correction is being sorted out. We keep it but stop using it.
- Portability. Ask for the data you gave us in a common machine readable format, or ask us to send it to someone else. Given what we hold, this is usually a short file.
- Objection. Object to anything we do on the basis of legitimate interests, which here means keeping you on the roster for future work. If you object to that, we take you off the roster. We will not run a balancing test to keep you against your wishes.
- Withdraw consent. Where we relied on consent, for example a credit or a showreel clip, you can withdraw it at any time. Withdrawing does not make what we did before unlawful, and it does not affect anything you were already paid for.
- Automated decisions. The right not to be subject to a decision made purely by a machine with legal or similarly significant effects. See Automated decisions.
- Complain. To us, or directly to the ICO. See Complaints.
We can delete your roster record fast, and we do. But we want you to know exactly what deletion cannot reach, because promising more than that would be dishonest.
Audio that has already been delivered, broadcast, published or licensed cannot be unpicked. Once an episode is dubbed and airing, deleting your contact details does not pull it off the air. What happens to delivered work is governed by your engagement contract and by our contract with the client.
Payment and tax records, where we hold them, cannot be deleted on request either. UK tax law requires records of what was paid and to whom, normally for 6 years. When you ask for erasure, we delete the roster record and keep only the financial minimum the law requires, and we do not use those records for anything else.
If you are under 18
Our roster is for adults. Everyone on it confirms they are 18 or over, and we rely on that confirmation.
We do not knowingly hold data about anyone under 18. If we ever have reason to believe an actor is under 18, we remove their record and stop working with them until it is resolved. If a project ever genuinely needed a performer under 18, that would be arranged separately with a parent or guardian, under the proper child performance licensing and chaperoning rules, and it is not covered by this notice.
If you believe we hold data about a child, tell us at projects@voxatelier.studio and we will remove it.
Automated decisions
You have the right not to be subject to a decision based solely on automated processing, with no human involved, where that decision has a legal or similarly significant effect on you. Not being offered work could count.
Our position is that casting is a human decision. ATRIVOX HQ helps us organise and search the roster, but a person decides who is put forward and who is booked.
We do not profile you for advertising, and there is no advertising anywhere in what we do.
Complaints
If something about your data has gone wrong, or you are unhappy with how we handled a request, tell us first at projects@voxatelier.studio. We would rather fix it than have you take it further, and we will respond within one month.
You also have the right to complain directly to the UK regulator at any time, and you do not have to come to us first.
- Information Commissioner's Office (ICO)
- Website: ico.org.uk
- Helpline: 0303 123 1113
- Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Complaining to the ICO is free, and it costs you nothing with us. It will not affect whether you get cast.
Changes to this notice, and version
If we change how we handle your data, we update this notice. For small wording fixes we simply publish the new version. For a material change, meaning one that affects what we hold, why, who receives it or how long we keep it, we will publish it ahead of time and email you directly, since we hold your email address. If a change needs your consent, we will ask, and nothing will happen until you say yes.
The way we handle AI and voice cloning in Your recordings, in particular the promise that a recording made for an ordinary job is never repurposed for AI, will not be quietly weakened. If it ever has to change, we will tell every actor on the roster directly and explain why.
Earlier versions are available on request from projects@voxatelier.studio.
Version 1.0. Last updated (to be confirmed). Controller: the UK based sole trader operating as Vox Atelier. Governing law: England and Wales. Regulator: the ICO. Contact for all data matters: projects@voxatelier.studio. For website visitor data, see the separate website privacy policy.