Privacy Policy

1. About this policy

This policy covers wattnext.ai and its variants, the ViVo Pulse interview application, our API and audio hosting, the Organisational Visibility Assessment, and the Friction Calculator.

If you took part in a voice interview, section 4 is the part that concerns you. If you filled in a form on this website or used one of our free tools, see sections 5 and 6.

2. Who we are

WattNext Ltd is a company registered in England and Wales. We operate the WattNext platform and the ViVo Pulse organisational diagnostic. We work from Barrie, Ontario and Calvados, Normandy, so your data may be accessed by our team from Canada and France as well as the United Kingdom.

You can reach us about anything in this policy at support@wattnext.ai.

3. Our two roles

Data protection law distinguishes the organisation that decides why personal data is processed (the controller) from the one that processes it on their instructions (the processor). We are sometimes one and sometimes the other, and it changes what you should expect from us.

Where we act as a processor, your employer's own privacy notice governs the processing and decides its lawful basis. Requests to exercise your rights are directed to them; we assist them in responding, as our contract with them requires.

4. If you took part in a voice interview

4.1 What we collect

Details your employer provides to invite you: name, email address, job title, role band, tenure and time in role. Contact details you supply yourself when registering, including telephone number. An audio recording of the interview. A full transcript of the interview. Call metadata: start and end times, duration, number of sessions, how the call ended, and how far through the questions you reached. Scores derived from your transcript against our assessment framework, and vector embeddings used to retrieve related material.

4.2 Why we process it

To conduct the interview, transcribe it, score it against the ViVo Pulse framework, and produce an organisational report for your employer. Also to operate and support the service, and to detect safeguarding concerns (see 4.5).

4.3 Lawful basis

Your employer determines this. In practice it is normally their legitimate interests in understanding and improving how their organisation works (UK GDPR Art. 6(1)(f)). Your participation arrangements are a matter between you and your employer.

4.4 Sensitive information

The interview asks open questions about how your organisation works. We do not ask about your health, beliefs, trade union membership, sexual orientation or other special category data, and we ask you not to volunteer it. If such information does arise in the course of an answer, it is processed only as part of the transcript and is subject to the same retention and deletion rules as everything else.

Because your employer is the controller for the interview, it is they who must identify a lawful condition if special category data is processed. We do not seek it, do not use it in scoring, and it is deleted on the same schedule as the rest of the transcript. If you have said something you would rather we did not keep, tell us and we will remove it.

4.5 Safeguarding

Transcripts are automatically scanned for indications that someone may be at risk of harm. Where something is flagged, it may be escalated to our staff and, where necessary, to your employer. This is an exception to the aggregate-only rule described below, and we think you should know it exists.

4.6 What your employer receives

Your employer receives findings at the level of themes and patterns across the organisation, together with scores aggregated by role band. They do not have access through our platform to a readable record of what you personally said — audio recordings and interview transcripts are restricted to WattNext staff.

Two honest caveats. First, safeguarding flags (4.5) may be raised with them. Second, in a small organisation, or a role band with few participants, aggregate findings can still make an individual identifiable. If that concerns you, raise it with your employer before taking part.

5. Website visitors and marketing contacts

If you contact us through this site or register for an event, we process the details you give us — typically name, email address, organisation and your message — to respond and to administer the event. Our basis is your consent, or our legitimate interest in responding to enquiries about our services.

Event registrations may result in a calendar invitation, which involves sharing your email address with our calendar provider.

6. Friction Calculator and Visibility Assessment

These free tools are ours to run, so here we are the controller. Alongside the business details you enter and the answers you give, the Visibility Assessment records your IP address, browser user agent, the page that referred you, and any campaign parameters in the link you followed. We use this to understand how the tool is found and used, and to follow up where you have asked us to.

Our basis is legitimate interests. You can ask us to delete this at any time using the contact address below.

7. Cookies and analytics

We use one analytics service, Google Analytics 4, to understand how this site is used. We set no advertising cookies and do no cross-site tracking.

Analytics storage is denied by default until you accept it in the banner. Your choice is stored locally in your browser. To change it, clear your browser storage for this site and the banner will appear again.

8. Who else processes your data

We use the following providers. Each is bound by contract to process personal data only on our instructions.

We do not sell personal data. We engage these providers on terms that do not permit them to use your interview content to train their own models, and we do not use it to train models of our own.

9. International transfers

Several of the providers above are based in the United States, so personal data is transferred outside the UK. Where that happens we rely on the UK International Data Transfer Addendum to the EU Standard Contractual Clauses, or on the UK Extension to the EU–US Data Privacy Framework where the provider is certified under it.

You can ask us for details of the mechanism relied on for any specific provider by writing to support@wattnext.ai.

10. How long we keep things

Retention is measured from the date of the interview. Anonymised and aggregated data, which can no longer be linked to you, may be kept for longer.

11. Security

Data is encrypted in transit and at rest. Access is role-based; interview audio and transcripts are restricted to WattNext staff. Audio is served through short-lived signed links rather than public URLs. Staff sign-in is handled by a dedicated identity provider. Our error monitoring is configured to exclude personal data.

No system is perfectly secure, and we do not claim otherwise. If you believe you have found a vulnerability, please tell us at the address below.

12. Your rights

Under UK data protection law you have the following rights. They are not absolute, and some apply only in particular circumstances.

Access

To be told whether we hold personal data about you and to receive a copy.

Rectification

To have inaccurate data corrected and incomplete data completed.

Erasure

To have your data deleted where there is no good reason for us to keep it.

Restriction

To have us pause processing while a concern is resolved.

Portability

To receive data you gave us in a machine-readable form.

Objection

To object to processing based on legitimate interests, including profiling.

Automated decisions

Not to be subject to a solely automated decision with legal or similarly significant effects.

Withdrawing consent

Where we rely on consent, to withdraw it at any time.

To exercise any of these, write to support@wattnext.ai. We respond within one month, free of charge in all but exceptional cases.

If your request concerns an interview commissioned by your employer, we are the processor and they are the controller: we will forward your request to them promptly and support their response.

13. Automated processing and AI

Interview transcripts are analysed by a large language model, which produces indicator scores that feed into the report your employer receives.

No decision about you as an individual is made solely by automated means. Scores are aggregated across participants and reviewed by our team before a report is issued, and the report describes the organisation rather than any individual. If you would like a fuller explanation of how the analysis works, ask us.

14. Children

Our services are for organisations and their employees and are not directed at anyone under 18. We do not knowingly collect personal data from children.

15. Complaints

Please raise anything with us first at support@wattnext.ai — we would rather hear about a problem than have you take it elsewhere unheard.

You also have the right to complain to the Information Commissioner's Office, the UK supervisory authority: Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF, telephone 0303 123 1113, ico.org.uk/make-a-complaint.

If you are in the EU or EEA, you may instead complain to the supervisory authority in the country where you live or work.

16. Changes to this policy

We update this policy when what we do changes. The version and effective date are shown at the top. Where a change materially affects you, we will tell you directly rather than relying on you to notice.

17. Contact

WattNext Ltd. Email support@wattnext.ai.

We are not required to appoint a Data Protection Officer and have not done so. Any data protection question can be sent to the address above and it will reach the person responsible.