1. Who controls your data
The data controller is ServeSpeak, based in the United Kingdom. Contact: hello@serve-speak.com.
2. Who may use ServeSpeak
ServeSpeak accounts are intended for adults aged 18 or over. Please do not create an account if you are under 18.
3. Data we process
- Account information such as your name, email address and authentication records.
- Learning records such as completed lessons, scores, assessments and role-play progress.
- Subscription status and Stripe customer or subscription identifiers. ServeSpeak does not receive or store full card details.
- Text, speech and audio submitted during AI practice. These are processed to provide the requested conversation. Raw microphone audio is not intentionally added to your ServeSpeak student profile.
- Essential technical and security information needed to operate, troubleshoot and protect the service.
4. Why we use it
We process data to provide your account and course, remember progress, operate subscriptions, deliver AI practice, prevent misuse, support customers, meet legal obligations and improve service reliability. Our legal bases may include performance of a contract, legitimate interests, legal obligation and consent where the law requires it.
5. Service providers
We use carefully selected processors: Supabase for accounts, databases and server functions; Stripe for payments and subscriptions; OpenAI for AI conversation and speech services; and OpenAI Sites/Cloudflare infrastructure for hosting and delivery. Each provider processes information under its own contractual and security commitments.
Practise My Situation
Please describe workplace situations without names, contact details, booking references or other identifying information about guests or colleagues. Situation text, English responses and recordings are sent to our AI services to generate coaching, transcripts and speech. ServeSpeak does not save these practice conversations or recordings to your account, learning progress or business manager dashboard. Generated coaching remains available during the current page session. Our requests disable stored AI conversation responses; this does not mean providers have no operational or safety retention. Provider processing and retention remain subject to their applicable settings and policies.
Shift Handover
Shift Handover uses fictional training notes. Please do not enter real names, contact details or booking references. Your English responses and recordings are processed by our AI services for transcription, clarification questions, speech and learning feedback. ServeSpeak does not save these recordings or conversations to your account or share them with your business manager. Public scenario translations may be cached on your device; your responses and generated feedback remain in the current page session only. Leaving or refreshing clears that session. AI conversation requests disable stored responses, but providers may retain data under their operational and safety policies.
ServeSpeak AI Tutor
Tutor questions, recent conversation context and recordings are sent to OpenAI to provide explanations, transcription and British-English speech. Microphone use and playback start only when you choose them. Do not share guest or staff names, booking references, payment information or identifying details. ServeSpeak does not save tutor conversation history, transcripts or recordings by default, and never publishes them to the community or a business manager dashboard. Leaving, refreshing or finishing clears your page session. AI conversation requests disable stored responses; provider operational and safety retention may still apply.
To manage costs and reliability, we retain content-free tutor session and request metrics for 30 days, including account identifiers, request counts, language, level, model, token counts, latency and cost estimates. If you explicitly report an incorrect answer, that answer and your report reason are kept privately for administrator review for up to 30 days. Reports are optional; remove personal details before submitting. Scheduled daily cleanup removes expired metrics and reports. You can contact us to request deletion. Tutor feedback is AI learning assistance and is not an assessed proficiency or validated pronunciation score.
ServeSpeak Community
Community chat is optional and restricted to subscribed adult learners, learners with trial or testing access, and eligible linked business staff. You must confirm that you are 18 or older, choose a display name and accept the rules. Eligible community profiles are approved automatically after you confirm that you are 18 or older and accept the current chat rules. This is a self-declaration of age. Moderators can remove inappropriate content or suspend access. Messages display your approved nickname and an initials avatar; your email, support language, scores and subscription information are not shown. The community has no public directory, direct messages, attachments or voice messages.
Community text messages are kept for up to 90 days and are visible to authorised members, subject to blocks and moderation. Blocks hide messages between the two learners. You may delete your messages or leave the community. Deleting a message removes it from future normal access; already downloaded copies cannot be recalled. Reported content and report reasons may remain privately available to authorised administrators for up to 180 days, including after author deletion, for safety review. Moderation is owned by the ServeSpeak administrator. Practice prompts are published only after explicit review. This community is not an emergency service.
Translation and “Help me write this” are optional AI features. When you consent and request assistance, the selected message, reviewed prompt or your private draft is sent to OpenAI. Requests disable stored AI responses, although provider operational and safety retention can still apply. Private writing suggestions remain in your page session and are never posted automatically; you must choose to place a suggestion in your draft and then separately send it. Do not include guest or staff names, emails, booking or payment details. Pattern checks cannot identify every personal detail, so fictional scenarios and reporting remain important.
Rule/age confirmations and blocks are retained while needed for membership and safety; expired memberships do not automatically expose your profile. Content-free request counters and AI allowance records are retained for up to 30 days for abuse and cost controls. Scheduled hourly cleanup enforces the message/report retention periods. Backups and provider retention are separate from live-system deletion. Contact hello@serve-speak.com for account data requests.
6. International transfers
Some providers may process data outside your country. Where required, we rely on appropriate contractual and legal safeguards for international transfers.
7. Retention
We retain account and learning data while your account is active. A verified deletion request will normally be completed within 30 days. Limited billing, tax, fraud-prevention, dispute or security records may be retained longer where the law requires or permits it. Residual copies may remain temporarily in protected backups until their normal deletion cycle completes.
8. Your rights
Depending on applicable law, including the UK GDPR and LGPD, you may request access, correction, deletion, portability, restriction, objection or information about data sharing, and may withdraw consent where processing relies on consent. Email hello@serve-speak.com. We may need to verify your identity before acting.
9. Complaints
Please contact us first so we can help. You may also complain to the UK Information Commissioner’s Office or Brazil’s Autoridade Nacional de Proteção de Dados when it has jurisdiction.
10. Changes
We may update this notice when the service or legal requirements change. Material changes will be communicated through the app or by email when appropriate.