Your data, on the roster.

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: Vox Atelier Ltd, a company registered in England and Wales under number 17415037, trading as Vox Atelier.
• Contact for anything in this notice: projects@voxatelier.studio
• Postal address (registered office): 71-75 Shelton Street, Covent Garden, London WC2H 9JQ, United Kingdom
• 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.

• Almost nothing about you goes to a client. They receive the finished audio. They never get your email address, your phone number, your address, your bank details or your full name. The one exception: some productions ask for a cast sheet, and where they do we give your first name only, against the role you played. Nothing else about you goes with it.
• 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.

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	Yes, for actors we pay directly. That means the invoice you send us, and the bank or account details needed to pay it. Some payments go through Wise. We do not ask for tax references or right to work documents.
Availability, session records, quality control notes, voice profile or showreel	Yes, all of them. We keep your availability, a record of the sessions you have done, our own quality notes, and a voice profile or showreel where you have given us one. We use these to cast you well and to improve how we run sessions.
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.

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 an agent or manager, sometimes. Actors are occasionally introduced to us by an agent, a manager or a casting contact who sends us a name, languages and an email address. When your details reach us that way rather than from you, the law gives you extra protection: we contact you within one month of receiving them, tell you we have them, tell you who passed them on, and point you at this notice. If you would rather we did not hold them, say so and we delete them.

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, voice profile or showreel, availability	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, availability	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, the role or project they relate to, and our session and quality notes	Contract	The finished audio is the work the client commissioned and we are contracted to deliver.
Paying you	Name, your invoice, and the bank or account details needed to pay it	Contract	We cannot pay you without it.
Tax and accounting records	Your name, your invoices, and what we paid you	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	We ask you first, it is genuinely optional, and saying no costs you nothing. Where we have used a credit or a clip, we asked beforehand and we keep the record of your agreement. You can withdraw it at any time and we take the material down.
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 any time, at which point we drop the field.
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.

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

What clients get

Clients receive the finished audio, and a first name where a cast sheet is required. Some productions ask for a cast sheet listing who played which role. Where a client asks, we give your first name only, against the role. We never send your surname, your email, your phone number, your address, your bank details or anything else about you.

If you would rather your first name did not appear on a cast sheet at all, say so and we will use a role credit instead, or leave you off it. It costs you nothing and it will not affect the work we offer you.

Who inside the production sees it

Vox Atelier is a small company. In practice your roster record is seen by Diogo Bravo, who handles recruitment and casting, and by whoever is directing or engineering the session you are booked into. Nobody sees it who does not need it for the work.

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.

• 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. It runs on studio machines rather than a hosting company's servers. If that changes we will name the host here before it does.
• Zoho Mail, which runs the mailbox behind projects@voxatelier.studio and therefore holds every message you send us.
• Payment services. We have no accountant or bookkeeper: nobody outside the company sees your details for that reason. To pay you we use our business bank, and Wise where a payment crosses currencies. They receive only what a payment needs: your name, your bank or account details and the amount.
• Google Drive, where session files and masters are stored, together with encrypted physical backups held at the studio. Where a client requires delivery through their own system, the finished audio goes there too.

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. Every row below is now settled policy and in force.

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 get in touch to ask whether you want to stay. If you do not reply within 30 days, we delete your record.	Adopted and in force.
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	3 years from the session, the same as the recordings	Adopted and in force. We keep these to improve how we run sessions.
Recordings and delivered masters	3 years from delivery	Adopted and in force. Long enough to re-deliver to a client or to pick a series back up.
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.
Emails between us	Kept while you are on the roster, then cleared when your record is deleted	Adopted and in force.

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.

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 far rather fix it than have you take it further.

That said, coming to us first is your choice, not a requirement. You have the right to complain directly to the UK regulator at any time, and we are required by law to tell you that.

• 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 1.1. Last updated 25 August 2026. Controller: Vox Atelier Ltd, company number 17415037, registered office 71-75 Shelton Street, Covent Garden, London WC2H 9JQ, United Kingdom. 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.

Version 1.1 · Last updated 25 August 2026