Scope

This Privacy Policy describes how we handle your personal information for our services on the Voice123.com website. It applies generally to the Voice123.com website and other related websites where this policy appears in the footer of the page (“the Sites”). Some Voice123-branded websites, Voice123-sponsored, or websites we operate may be governed by separate privacy policies. The policy that applies on any of our domains or subdomains is always the policy that appears in the footer of each website.

Our parent companies, sibling companies, subsidiaries’ and joint ventures’ privacy practices are similar to those described in this Privacy Policy. Subject to the requirements of applicable law, we strive to provide a consistent set of privacy practices throughout the global Voice123 community. By accepting the Privacy Policy and the Terms of Service in registration, you expressly consent to our collection, storage, use and disclosure of your personal information as described in this Privacy Policy. This Privacy Policy is effective upon acceptance for new users and is otherwise effective on April 25th, 2007.

Collection

You can browse the Sites without telling us who you are or revealing any personal information about yourself. Once you give us your personal information, you are not anonymous to us. If you choose to provide us with personal information, you consent to the transfer and storage of that information to our servers located in the United States.

We may collect and store the following personal information:

• Email address, physical contact information,( for example in the registration page for voice actors and clients, “Talents: register now” page, we may collect your first and last name, your phone number, your email address, a password and your country) and (depending on the service used) sometimes financial information, such as credit card or bank account numbers;
• Transactional information based on your activities on the Sites (such as posting information, auditioning, giving ratings, and content you generate or that relates to your account);
• Information you provide to purchase or buy a service;
• Community discussions, chats, correspondence through the Site, and correspondence sent to us;
• Computer sign-on data, statistics on page views, traffic to and from the Site, and ad data;
• Other information, including IP address and standard web log information, and
• Supplemental information from third parties. (For example, if the information you provide cannot be verified, we may ask you to send us additional information (such as your business registration), or to answer additional questions online to help verify your information.)

We use a credit card processing company to bill you for goods and services. These companies do not retain, share, store or use personally identifiable information for any other purposes. We use Stripe to process payments. We may share personally identifiable information with them (the information that we share is basically related to the credit card holder which is: credit card number, expiration date, name of the cardholder, billing address, city, state or providence, zip or postal code and country), you can find their privacy policy at Cybersource.

You may also choose Paypal to bill you for goods and services. This company does not retain share, store or use personally identifiable information for any other purposes. If you use Paypal, their privacy policy governs their collection and use. You can find their privacy policy at Paypal.

Marketing

We don’t share, sell, or rent your personal information to third parties for their marketing purposes without your explicit consent. We may combine your information with information we collect from other companies (such as demographic data) to improve and personalize our services.

If you no longer wish to receive our communications, you may opt-out of receiving them by using the link included in each email communication, by adjusting the settings on your account or by contacting our  Customer Service (by email, chat & phone).

Use

Our primary purpose in collecting personal information is to provide you with a safe, smooth, efficient, and customized experience to complete the transaction process. You agree that we may use your personal information to:

• Provide the services and customer support you request;
• Resolve disputes, collect fees, and troubleshoot problems;
• Prevent potentially prohibited or illegal activities and enforce our Terms of Service;
• Customize, measure, and improve our services and the Sites’ content and layout;
• Tell you about targeted marketing, service updates, promotional offers based on your communication preferences, compare information for accuracy and verify it with third parties.

Our Disclosure of Your Information

We may disclose personal information to respond to legal requirements, enforce our policies, respond to claims that a listing or other content violates the rights of others, or protect anyone’s rights, property, or safety.

We may also share your personal information with:

• Members of our corporate family to help detect and prevent potentially illegal acts and provide joint services; (Our corporate affiliates will market only to users who request these services.)
• Service providers under contract who help with our business operations; (such as fraud investigations, bill collection, affiliates, and community programs)
• Other third parties to whom you explicitly ask us to send your information; (or about whom you are otherwise explicitly notified and consent to when using a specific service)
• Law enforcement or other governmental officials, in response to a verified request relating to a criminal investigation or alleged illegal activity;
• Other business entities, should we plan to merge with or be acquired by that business entity.

Without limiting the above, in an effort to respect your privacy and our ability to keep the community free from bad actors, we will not otherwise disclose your personal information to law enforcement, other government officials, or other third parties without a subpoena, court order or substantially similar legal procedure, except when we believe in good faith that the disclosure of information is necessary to prevent imminent physical harm or financial loss or to report suspected illegal activity.

Activity Associated with Your Account

Your UserID, name, email, and/or company name may be displayed throughout  Voice123 and is therefore available to the public. All of your activities on the Site will be traceable to any of this fields. Other people can see your postings, auditions that you have submitted in the past, any content you have added, ratings and associated comments and so on.

Using Information from Voice123

Our Sites enable you to share personal and financial information in order to complete transactions. We encourage you to disclose your privacy practices and respect the privacy of other users. We cannot guarantee the privacy or security of your information and therefore we encourage you to evaluate the privacy and security policies of your trading partner before entering into a transaction and choosing to share your information. To help protect your privacy, we allow only limited access to other users’ contact and financial information in order to facilitate your transactions. When users are involved in a transaction, they may have access to each other’s name, user ID, email address, and other contact and financial information. In all cases, you must give other users the option to remove themselves from your database and the opportunity to review what information you have collected about them.

You agree to use user information only for:

• Voice123 transaction-related purposes that are not unsolicited commercial messages;
• Services offered through Voice123, or
• Other purposes that a user expressly chooses.

Cookies/Web beacons

We use “cookies” (small files placed on your hard drive) on certain pages of the Site to help analyze our web page flow, customize our services, measure promotional effectiveness, and promote trust and safety. We link the information we store in cookies to personally identifiable information you submit while on our site in order to customize the user experience.

A few important things you should know about cookies are that:

• We offer certain features that are only available through the use of cookies.
• We use cookies to help identify you and maintain your signed-in status.
• You are always free to decline our cookies if your browser permits, although doing so may interfere with your use of the Sites.
• You may encounter cookies from third parties on certain pages of the Sites that we do not control. (For example, if you view a web page created by another user, there may be a “cookie” placed by that web page.)

Third parties (such as our tracking utility and security scanning companies) employ a software technology called Web beacons (a.k.a. clear gifs or Web bugs), that help us better manage content on our site by informing us what content is effective. Clear gifs are tiny graphics with a unique identifier, similar in function to cookies, and are used to track the online movements of Web users. In contrast to cookies, which are stored on a user’s computer hard drive, Web beacons are embedded invisibly on Web pages and are about the size of the period at the end of this sentence. These third parties do not tie the information gathered by clear gifs to our customers’ personally identifiable information.

No spam, spyware or spoofing

We and our users do not tolerate spam. Make sure to set your Voice123 notification preferences so that we can communicate with you according to your preferences. You are not licensed to add other Voice123 users, even a user who has purchased a service from you, to your mail list (email or physical mail) without their express consent. To report Voice123 related spam or spoof emails to Voice123, please forward the email to help@voice123.

Account Protection

Your password is the key to your account. Use unique numbers, letters, and special characters and do not disclose your Voice123 password to anyone. If you do share your password or your personal information with others, remember that you are responsible for all actions taken in the name of your account. If you lose control of your password, you may lose substantial control over your personal information and may be subject to legally binding actions taken on your behalf. Therefore, if your password has been compromised for any reason, you should immediately notify Voice123 and change your password.

Accessing, Reviewing and Changing Your Personal Information

You can see, review, correct and change most of your personal information by logging into your account at Voice123. Generally, we will not manually modify your personal information because it is very difficult to verify your identity remotely. You must promptly update your personal information if it changes or is inaccurate. Once you make a public posting, you may not be able to change or remove it. Upon your request, we will close your account and remove your personal information from view as soon as reasonably possible, based on your account activity and in accordance with applicable law. We do retain personal information from closed accounts in order to comply with law, prevent fraud, collect any fees owed, resolve disputes, troubleshoot problems, assist with any investigations, enforce our Terms of Service, and take other actions otherwise permitted by law.

Security

The security of your personal information is important to us. When you enter sensitive information (such as credit card number and/or social security number) on our registration or order forms, we encrypt that information using secure socket layer technology (SSL/TLS). To learn more about SSL/TLS click here Secure Socket Layer technology (SSL/TLS)

Your information is stored on our servers located in the United States. We treat data as an asset that must be protected and use lots of tools (encryption, passwords, physical security, etc.) to protect your personal information against unauthorized access and disclosure. However, as you probably know, third parties may unlawfully intercept or access transmissions or private communications and other users may abuse or misuse your personal information that they collect from the Site. Therefore, although we work very hard to protect your privacy, we do not promise and you should not expect, that your personal information or private communications will always remain private.

Third Parties

Except as otherwise expressly included in this Privacy Policy, this document addresses only the use and disclosure of information we collect from you. If you disclose your information to others, whether they are voice actors, producers, clients, agents or any other type of users on our Site or other sites throughout the Internet, different rules may apply to their use or disclosure of the information you disclose to them. Since Voice123 does not control the privacy policies of third parties, you are subject to the privacy policies of those third parties. We encourage you to ask questions before you disclose your personal information to others.

This site may contain links to other Web sites. Please note that when you click on one of these links, you are entering another site. Voice123 is not responsible for the privacy practices or the content of such Web sites.

Testimonials

We post customer testimonials on our web site which may contain personally identifiable information such as the customer’s name. We do obtain the customer’s consent prior to posting the testimonial to post their name along with their testimonial.

Live Chat

We offer Live Chat service for voice actors and clients, if you use it you should be aware that any personally identifiable information you submit there can be read, collected, or used for service improvement purposes and could be used to send you unsolicited messages. We are not responsible for the personally identifiable information you choose to submit in the chat.

Voice123 Industry Directory

We also post media industry resources on our web site which may contain information such as the company’s name and the link to the companies that belong to the media industry.

The Site may provide hyperlinks to third party Web sites or access to third party content. Voice123 does not control, endorse, or guarantee content found in such sites. You agree that Voice123 is not responsible for any content, associated links, resources, or services associated with a third party site. You further agree that Voice123 shall not be liable for any loss or damage of any sort associated with your use of third party content. Links and access to these sites are provided for your convenience only.

Changes in this Privacy Statement

We may amend this Privacy Policy at any time by posting the amended terms on the Site. We reserve the right to modify this privacy statement at any time, so please review it frequently. If we make material changes to this policy, we will notify you here, by email, or by means of a notice on our home page.

If you have any questions you can answer them online, you may write to us at help@voice123.com

European Privacy Matters

Privacy Shield

The Services are hosted and operated in the United States (“U.S.”) through Voice123 and its service providers, and if you do not reside in the U.S., laws in the U.S. may differ from the laws where you reside. By using the Services, you acknowledge that any Personal Data about you, regardless of whether provided by you or obtained from a third party, is being provided to Voice123 in the U.S. and will be hosted on U.S. servers, and you authorize Voice123 to transfer, store and process your information to and in the U.S., and possibly other countries. You hereby consent to the transfer of your data to the U.S. pursuant to EU-US and Swiss–US Privacy Shield Framework, the details of which are further set forth below.

Voice123 has certified to the EU.-U.S. and Swiss–US Privacy Shield Framework set forth by the U.S. Department of Commerce regarding the collection and use of Personal Data transferred from the EU and Switzerland. For more information about the Privacy Shield Program, and to view Voice123’s certification, please visit www.privacyshield.gov. Voice123 is committed to the Privacy Shield Principles of (1) notice, (2) consent, (3) accountability for onward transfer, (4) security, (5) data integrity and purpose limitation, (6) access and (7) recourse, enforcement and liability with respect to all Personal Data received from within the EU and Switzerland in reliance on the Privacy Shield. The Privacy Shield Principles require that we remain potentially liable if any third party processing subject Personal Data on our behalf fails to comply with these Privacy Shield Principles (except to the extent we are not responsible for the event giving rise to any alleged damage).  Voice123’s compliance with the Privacy Shield is subject to the investigatory and enforcement powers of the U.S. Federal Trade Commission.

Please contact us at legal@voice123.com with any questions or concerns relating to our Privacy Shield Certification.  If you do not receive timely acknowledgment of your Privacy Shield-related complaint from us, or if we have not resolved your complaint, you may also resolve a Privacy Shield-related complaint through JAMS, an alternative dispute resolution provider located in the United States.  You can visit https://www.jamsadr.com/file-an-eu-us-privacy-shield-or-safe-harbor-claim for more information or to file a complaint, at no cost to you. Under certain conditions, you may also be entitled to invoke binding arbitration for complaints not resolved by other means.

GDPR

For this GDPR section, we use the terms “Personal Data” and “processing” as they are defined in the GDPR, but “Personal Data” generally means information that can be used to individually identify a person, and “processing” generally covers actions that can be performed in connection with data such as collection, use, storage and disclosure. Voice123 will be the controller of your Personal Data processed in connection with the Sites. Note that we may also process Personal Data of our customers’ end users or employees in connection with our provision of services to customers, in which case we are the processor of Personal Data. If we are the processor of your Personal Data (i.e., not the controller), please contact the controller party in the first instance to address your rights with respect to such data.

If there are any conflicts between this section and any other provision of this Privacy Policy, the policy or portion that is more protective of Personal Data shall control to the extent of such conflict.  If you have any questions about this section or whether any of the following applies to you, please contact us at legal@voice123.com.

What Personal Data Do We Collect From You? We collect Personal Data about you when you provide such information directly to us, when third parties such as our business partners or service providers provide us with Personal Data about you, or when Personal Data about you is automatically collected in connection with your use of our Sites.

Information we collect directly from you: We receive Personal Data directly from you when you provide us with such Personal Data, including without limitation the following:

• First and last name
• Email address
• Mailing address
• Telephone number
• Gender
• Facebook Account
• Twitter Account
• LinkedIn Account
• Instagram Account
• Credit Card Information (in conjunction with third party payment processor)

Information we receive from third party sources: Some third parties such as our business partners and service providers provide us with Personal Data about you, such as the following:

• Account information for third party services: If you interact with a third party service when using our Sites, such as if you use a third party service to log-in to our Sites (e.g., Facebook), or if you share content from our Sites through a third party social media service, the third party service will send us information about you, such as information from your public profile, if the third party service and your account settings allow such sharing. The information we receive will depend on the policies and your account settings with the third party service.

Information we automatically collect when you use our Sites: Some Personal Data is automatically collected when you use our Sites, such as the following:

• IP address
• Device identifiers
• Web browser information
• Page view statistics
• Browsing history
• Usage information
• Transaction information (e.g. transaction amount, date and time such transaction occurred)
• Location information (e.g. IP address, zip code)
• Log data (e.g. access times, hardware and software information)

How Do We Use Your Personal Data? We process Personal Data to operate, improve, understand and personalize our Sites and our products.  For example, we use Personal Data to:

• Create and manage user profiles
• Communicate with you about the Sites
• Process orders
• Contact you about Site announcements, updates or offers
• Provide support and assistance for the Sites
• Personalize website content and communications based on your preferences
• Meet contract or legal obligations
• Respond to user inquiries
• Fulfill user requests
• Comply with our legal or contractual obligations
• Resolve disputes
• Protect against or deter fraudulent, illegal or harmful actions
• Enforce our Terms of Use

We will only process your Personal Data if we have a lawful basis for doing so. Lawful bases for processing include consent, contractual necessity and our “legitimate interests” or the legitimate interest of others, as further described below.

• Contractual Necessity: We process the following categories of Personal Data as a matter of “contractual necessity”, meaning that we need to process the data to perform under our Terms of Use with you, which enables us to provide you with the Sites.  When we process data due to contractual necessity, failure to provide such Personal Data will result in your inability to use some or all portions of the Sites that require such data.
  • First and last name
  • Email address
  • Credit Card Information (in conjunction with third party payment processor)
• Legitimate Interest: We process the following categories of Personal Data when we believe it furthers the legitimate interest of us or third parties.  
  • First and last name
  • Email address
  • Telephone number
  • Gender
  • Facebook Account
  • Twitter Account
  • LinkedIn
  • IP address
  • Device identifiers
• Examples of these legitimate interests include:
  • Operation and improvement of our business, products, and services
  • Marketing of our products and services
  • Provision of customer support
  • Protection from fraud or security threats
  • Compliance with legal obligations
  • Completion of corporate transactions
• Consent: In some cases, we process Personal Data based on the consent you expressly grant to us at the time we collect such data.  When we process Personal Data based on your consent, it will be expressly indicated to you at the point and time of collection.
• Other Processing Grounds: From time to time we may also need to process Personal Data to comply with a legal obligation, if it is necessary to protect the vital interests of you or other data subjects, or if it is necessary for a task carried out in the public interest.

How and With Whom Do We Share Your Data? We share Personal Data with vendors, third party service providers and agents who work on our behalf and provide us with services related to the purposes described in this Privacy Policy or our Terms of Use. These parties include:

• Payment processors
• Fraud prevention service providers
• Ad networks
• Analytics service providers
• Staff augmentation and contract personnel
• Hosting service providers
• Co-location service providers
• Telecommunications service providers
• Support software service providers
• Project management software service providers

We also share Personal Data when necessary to complete a transaction initiated or authorized by you or provide you with a product or service you have requested.  In addition to those set forth above, these parties also include:

• Other users (where you post information publicly or as otherwise necessary to effect a transaction initiated or authorized by you through the Sites)
• Social media services (if you interact with them through your use of the Sites)
• Third party business partners who you access through the Sites
• Other parties authorized by you
  
  

We also share information with third parties when you have given us consent to do so (as indicated at the point such information is collected).

We also share Personal Data when we believe it is necessary to:

• Comply with applicable law or respond to valid legal process, including from law enforcement or other government agencies
• Protect us, our business or our users, for example to enforce our Terms of Use.prevent spam or other unwanted communications and investigate or protect against fraud
• Maintain the security of our products and services

Last, we share Personal Data with our affiliates or other members of our corporate family. Furthermore, if we choose to buy or sell assets, user information is typically one of the transferred business assets. Moreover, if we, or substantially all of our assets, were acquired, or if we go out of business or enter bankruptcy, user information would be one of the assets that is transferred or acquired by a third party, and we would share Personal Data with the party that is acquiring our assets. You acknowledge that such transfers may occur, and that any acquirer of us or our assets may continue to use your Personal Information as set forth in this policy.

How Long Do We Retain Your Personal Data?We retain Personal Data about you as as long as you have an open account with us and for 6 months after you close your account.  In some cases we retain Personal Data for longer, if doing so is necessary to comply with our legal obligations, resolve disputes or collect fees owed, or is otherwise permitted or required by applicable law, rule or regulation. Afterwards, we retain some information in a depersonalized or aggregated form but not in a way that would identify you personally.

What Security Measures Do We Use? We seek to protect Personal Data using appropriate technical and organizational measures based on the type of Personal Data and applicable processing activity. For example, information is stored on relational and document databases, hosted by Amazon Web Services (AWS) and accessible only by VPN and protected by a password. The information is distributed among several datasets based on responsibilities (users, projects, payments, rewards, etc.). Each dataset contains specific security rules and access, based on its responsibility. i.e, the payments dataset uses hard referential integrity while the samples dataset was built to offer more response speed.

The system handles information in several ways:

• Fields like passwords are encrypted.
• The platform does not save sensitive information, like credit cards. Instead, it handles tokens provided and validated by a third-party solution, like Paypal and Stripe.
• Only internal services have access to datasets.

To connect information around datasets, the platform uses unique identifiers. These IDs allow recognizing associated objects, like projects from a user. To offer anonymization of the information, and isolation based on responsibilities, that is the only information that is shared.

Also each service has its own dataset and they are connected through HTTPS protocols. It means that if a service requires more information, it needs to go through another server instead of going directly to the database. Internal services run on virtualized services -dokers-,  into an internal network only accessible through a VPN, and a public service access the internal services across a firewall.
What Rights Do You Have Regarding Your Personal Data? You have certain rights with respect to your Personal Data, including those set forth below.  For more information about these rights, or to submit a request, please email legal@voice123.com. Please note that in some circumstances, we may not be able to fully comply with your request, such as if it is frivolous or extremely impractical, if it jeopardizes the rights of others, or if it is not required by law, but in those circumstances, we will still respond to notify you of such a decision.  In some cases, we may also need to you to provide us with additional information, which may include Personal Data, if necessary to verify your identity and the nature of your request.

• Access: You can request more information about the Personal Data we hold about you and request a copy of such Personal Data. You can also access certain of your Personal Data by accessing your account details on Voice123 or requesting more information through legal@voice123.com.
• Rectification: If you believe that any Personal Data we are holding about you is incorrect or incomplete, you can request that we correct or supplement such data.  In certain circumstances, you can correct some of this information directly by accessing your account details on Voice123 or requesting more information through legal@voice123.com.
• Erasure: You can request that we erase some or all of your Personal Data from our systems.  
• Withdrawal of Consent: If we are processing your Personal Data based on your consent (as indicated at the time of collection of such data), you have the right to withdraw your consent at any time. Please note, however, that if you exercise this right, you may have to then provide express consent on a case-by-case basis for the use or disclosure of certain of your Personal Data, if such use or disclosure is necessary to enable you to utilize some or all of our Sites.
• Portability: You can ask for a copy of your Personal Data in a machine-readable format.  You can also request that we transmit the data to another controller where technically feasible.
• Objection: You can contact us to let us know that you object to the further use or disclosure of your Personal Data for certain purposes.
• Restriction of Processing: You can ask us to restrict further processing of your Personal Data.

Right to File Complaint: You have the right to lodge a complaint about Voice123’s practices with respect to your Personal Data with the supervisory authority of your country or EU Member State.

What if I have questions about this policy?If you have any questions or concerns regarding our privacy policies, please send us a detailed message to legal@voice123.com, and we will try to resolve your concerns.