Terms of Service
Last updated: 5 May 2026
1. INTRODUCTION
These Terms of Service ("Terms") govern your access to and use of the MiVoiceApp platform ("the Platform"), operated by MiVoiceApp Ltd, a company registered in England and Wales under Companies House number 15227377 ("we", "us", "our"). Our registered address is Prime Apartments, 483 Green Lanes, London, N13 4FG.
By registering for and using the Platform, you agree to be bound by these Terms. If you do not agree, you must not use the Platform.
These Terms incorporate our Data Processing Addendum, set out in Section 18 below, which governs our processing of personal data on behalf of professional users.
2. DEFINITIONS
"Platform" means the MiVoiceApp software application and associated services accessible via https://mivoiceapp.com and related subdomains.
"Professional User" or "you" means a teacher, careers counsellor or other educational professional who registers to use the Platform.
"Student" means a child or young person whose data is entered into the Platform by a Professional User.
"Student Data" means any personal data relating to a Student entered into the Platform by a Professional User, including first names, school names, notes, interview responses and photographs.
"Report" means a PDF document generated by the Platform summarising interview findings for a given Student.
"Subscription" means the paid plan selected by the Professional User granting access to the Platform.
3. ELIGIBILITY
The Platform is intended for use by qualified educational professionals only. By registering, you confirm that:
- You are at least 18 years of age
- You are a qualified teacher, careers counsellor or other educational professional acting in a professional capacity
- You have authority to enter into these Terms on behalf of yourself and, where applicable, your employer
- You are not prohibited from using the Platform by any applicable law or professional obligation
4. ACCOUNT REGISTRATION
4.1 Accuracy of Information
You must provide accurate, current and complete information during registration and keep your account information updated.
4.2 Account Security
You are responsible for maintaining the security of your account credentials. You must enable and maintain multi-factor authentication on your account. You must not share your login credentials with any other person.
4.3 Notification of Breach
You must notify us immediately at info@mivoiceapp.com if you suspect any unauthorised access to or use of your account.
4.4 Responsibility for Account Activity
You are responsible for all activity that occurs under your account.
5. SUBSCRIPTION AND PAYMENT
5.1 Subscription Plans
Access to the Platform requires a paid Subscription. Available plans and pricing are displayed at https://mivoiceapp.com/pricing.
5.2 Billing
Subscriptions are billed in advance on a monthly or annual basis. Payment is processed by Squarespace. By providing payment details, you authorise us to charge the applicable fees.
5.3 Renewal
Subscriptions renew automatically at the end of each billing period unless cancelled before the renewal date.
5.4 Price Changes
We will provide at least 30 days' notice of any price change by email. Continued use of the Platform after a price change constitutes acceptance.
5.5 Refunds
Subscription fees are non-refundable except where required by applicable law.
6. PERMITTED USE
6.1 Licence
We grant you a limited, non-exclusive, non-transferable licence to access and use the Platform for your professional purposes, subject to these Terms.
6.2 Acceptable Use
You agree to use the Platform only:
- For legitimate educational and professional purposes
- In accordance with these Terms and all applicable laws
- In a manner that respects the rights and privacy of Students and their families
6.3 Prohibited Use
You must not:
- Use the Platform for any unlawful purpose
- Enter Student data without having obtained appropriate parental or guardian consent
- Attempt to gain unauthorised access to any part of the Platform or its infrastructure
- Use the Platform to store or transmit harmful, abusive or offensive content
- Reverse engineer, decompile or otherwise attempt to extract the source code of the Platform
- Resell or sublicence access to the Platform
7. STUDENT DATA AND DATA PROTECTION OBLIGATIONS
7.1 Your Role as Data Controller
As a Professional User, you are the data controller for all Student Data you enter into the Platform. You are responsible for ensuring that your processing of Student Data complies with all applicable data protection laws, including the UK GDPR and the Data Protection Act 2018.
7.2 Consent Requirement
Before entering any Student Data into the Platform, you must:
- Obtain explicit written consent from the parent or guardian of each Student, or have an alternative lawful basis under Articles 6 and 9 of the UK GDPR
- Confirm at the point of creating each Student profile within the Platform that appropriate consent or lawful basis exists
- Retain records of consent in accordance with your institutional obligations
7.3 Data Minimisation
You must not enter more Student Data than is strictly necessary for the purpose of the Platform's interview and report generation functions. You must not enter Student surnames, dates of birth, home addresses or medical diagnoses.
7.4 Safeguarding
Nothing in these Terms diminishes your safeguarding obligations. You must comply with all applicable safeguarding requirements and your institution's policies when using the Platform.
7.5 Data Processing Addendum
Our processing of Student Data on your behalf is governed by the Data Processing Addendum at Section 18 of these Terms, which forms a binding agreement between us in accordance with Article 28 of the UK GDPR.
8. INTELLECTUAL PROPERTY
8.1 Platform Ownership
The Platform and all intellectual property rights in it are owned by MiVoiceApp Ltd. These Terms do not transfer any intellectual property rights to you.
8.2 Your Content
You retain ownership of all Student Data and content you enter into the Platform. You grant us a limited licence to process that content solely for the purpose of providing the Platform's services to you.
9. PLATFORM AVAILABILITY
We aim to provide a reliable and available service but do not guarantee uninterrupted access. Planned maintenance will be communicated in advance where possible. We are not liable for losses arising from temporary unavailability of the Platform.
10. CONFIDENTIALITY
You acknowledge that information about Students is sensitive and confidential. You must handle all Student Data in accordance with your professional obligations, your institution's policies and applicable data protection law. You must not disclose Student Data to any third party except as required by law or with the consent of the data controller (which, in respect of Student Data, is you).
11. ACCOUNT TERMINATION
11.1 Termination by You
You may cancel your Subscription at any time by contacting us at info@mivoiceapp.com or via your account settings. Cancellation takes effect at the end of the current billing period.
11.2 Termination by Us
We may suspend or terminate your account immediately if:
- You breach these Terms
- We are required to do so by law
- We have reasonable grounds to believe your use of the Platform poses a risk to Students or to the Platform
11.3 Effect of Termination
Upon termination:
- Your access to the Platform will cease
- You will have 30 days to request an export of your data
- All data associated with your account will be permanently deleted within 30 days of termination
12. LIMITATION OF LIABILITY
12.1 No Exclusion of Statutory Rights
Nothing in these Terms excludes or limits our liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded by law.
12.2 Limitation
To the fullest extent permitted by law, our total aggregate liability to you arising out of or in connection with these Terms shall not exceed the total Subscription fees paid by you in the 12 months preceding the event giving rise to the claim.
12.3 Exclusion of Consequential Loss
We are not liable for any indirect, incidental, special or consequential loss, loss of profits, loss of data or loss of business arising from your use of the Platform.
12.4 Data Controller Liability
We are not liable for any failure by you to meet your obligations as a data controller, including any failure to obtain appropriate consent before entering Student Data into the Platform.
13. INDEMNITY
You agree to indemnify and hold harmless MiVoiceApp Ltd from and against any claims, losses, damages and costs (including legal fees) arising from:
- Your breach of these Terms
- Your failure to comply with applicable data protection laws in your capacity as data controller
- Any claim by a Student, parent, guardian or regulatory authority arising from your use of the Platform
14. CHANGES TO THESE TERMS
We may update these Terms from time to time. We will provide at least 30 days' notice of material changes by email. Continued use of the Platform after the effective date of changes constitutes acceptance. If you do not accept the updated Terms, you must stop using the Platform and cancel your Subscription.
15. GOVERNING LAW AND JURISDICTION
These Terms are governed by the laws of England and Wales. Any dispute arising from these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
16. ENTIRE AGREEMENT
These Terms, together with our Privacy Policy, Data Protection Statement and the Data Processing Addendum at Section 18, constitute the entire agreement between you and MiVoiceApp Ltd in relation to your use of the Platform and supersede all prior agreements and understandings.
17. CONTACT
MiVoiceApp Ltd
Companies House No: 15227377
Prime Apartments, 483 Green Lanes, London, N13 4FG
Email: info@mivoiceapp.com
Website: https://mivoiceapp.com
18. DATA PROCESSING ADDENDUM
This Data Processing Addendum forms part of the Terms of Service and constitutes a binding agreement between MiVoiceApp Ltd ("Processor") and the Professional User ("Controller") in accordance with Article 28 of the UK GDPR.
18.1 Definitions
In this Addendum, the following terms have the meanings given in the UK GDPR: "personal data", "processing", "data controller", "data processor", "data subject", "personal data breach", "special category data".
"Student Data" has the meaning given in Section 2 of these Terms.
"UK GDPR" means the retained EU law version of the General Data Protection Regulation (EU) 2016/679 as it forms part of the law of England and Wales, Scotland and Northern Ireland by virtue of section 3 of the European Union (Withdrawal) Act 2018, as amended.
18.2 Roles of the Parties
The Professional User is the data controller and MiVoiceApp Ltd is the data processor in respect of Student Data processed through the Platform.
18.3 Processing Instructions
MiVoiceApp Ltd shall process Student Data only on the documented instructions of the Professional User, as set out in these Terms and in the Professional User's use of the Platform. MiVoiceApp Ltd shall inform the Professional User immediately if it considers that any instruction infringes the UK GDPR or other applicable data protection law.
18.4 Description of Processing
- Subject matter: Processing of Student Data to enable the Platform's interview and report generation services
- Duration: For the duration of the Professional User's active Subscription
- Nature of processing: Storage, retrieval, display and PDF report generation
- Purpose: Enabling educational professionals to identify student communication preferences
- Categories of personal data: Student first name; school name; professional notes; interview responses; uploaded photographs
- Special categories: Data that may reveal disability, health status or special educational needs
- Categories of data subjects: Children (students) referred by professional users
18.5 Confidentiality
MiVoiceApp Ltd shall ensure that all personnel authorised to process Student Data are bound by appropriate obligations of confidentiality.
18.6 Security
MiVoiceApp Ltd shall implement and maintain appropriate technical and organisational measures to protect Student Data, including:
- Encryption of data in transit (TLS) and at rest
- Row-Level Security on the database ensuring data segregation between users
- Multi-factor authentication for all platform accounts
- Access controls restricting access to production systems to authorised personnel
- Regular review of security measures
18.7 Sub-processors
MiVoiceApp Ltd shall not engage any new sub-processor to process Student Data without informing the Professional User in advance and giving the Professional User the opportunity to object. The current sub-processors involved in processing Student Data are:
- Supabase / AWS (eu-west-2): Database storage and platform logic, Ireland (EU)
- CraftMyPDF (Alphacloud Technologies Pte Ltd): PDF report generation, student first name and report notes only, EU infrastructure in Frankfurt (Germany)
MiVoiceApp Ltd shall impose data protection obligations on all sub-processors equivalent to those in this Addendum. MiVoiceApp Ltd remains liable to the Professional User for the acts and omissions of its sub-processors.
18.8 Data Subject Rights
MiVoiceApp Ltd shall assist the Professional User, by appropriate technical and organisational means, in responding to requests from data subjects to exercise their rights under the UK GDPR. Where a data subject contacts MiVoiceApp Ltd directly in relation to Student Data, MiVoiceApp Ltd shall redirect that request to the Professional User without undue delay.
18.9 Data Protection Impact Assessment
MiVoiceApp Ltd shall provide reasonable assistance to the Professional User in carrying out data protection impact assessments relating to the use of the Platform, where required under Article 35 of the UK GDPR.
18.10 Personal Data Breaches
MiVoiceApp Ltd shall notify the Professional User without undue delay upon becoming aware of a personal data breach affecting Student Data. Such notification shall include, to the extent available:
- A description of the nature of the breach
- The categories and approximate number of data subjects and records concerned
- The likely consequences of the breach
- The measures taken or proposed to address the breach
The Professional User, as data controller, is responsible for assessing whether the breach requires notification to the ICO or to affected individuals.
18.11 Deletion and Return of Data
Upon termination of the Subscription, MiVoiceApp Ltd shall, at the Professional User's election, return or securely delete all Student Data within 30 days. Upon request, MiVoiceApp Ltd shall provide written confirmation of deletion.
18.12 Audit
MiVoiceApp Ltd shall make available to the Professional User all information reasonably necessary to demonstrate compliance with this Addendum, and shall permit and contribute to audits or inspections conducted by the Professional User or an auditor appointed by the Professional User, on reasonable notice and at the Professional User's cost.
18.13 International Transfers
MiVoiceApp Ltd shall not transfer Student Data outside the United Kingdom or European Economic Area without appropriate safeguards in place. Current transfers are limited to:
- CraftMyPDF (Alphacloud Technologies Pte Ltd, Singapore): Governed by Standard Contractual Clauses (EU Commission Implementing Decision 2021/914) and the UK ICO Addendum. Processing occurs via EU-hosted infrastructure in Frankfurt, Germany.
18.14 Governing Law
This Addendum is governed by the laws of England and Wales.
MiVoiceApp Ltd
Companies House No: 15227377
Prime Apartments, 483 Green Lanes, London, N13 4FG
Email: info@mivoiceapp.com
Website: https://mivoiceapp.com
Governed by the laws of England and Wales.
Supervisory authority: Information Commissioner's Office (ICO), https://ico.org.uk