Privacy policy
Ownership
This website, app and its contents are the legal property of The Virtual Forge Limited, whose registered address is at Studio 1, The Glove Factory, Brook Lane, Holt, Trowbridge, England, BA14 6RL (the “Owners”). The contents of this website and/or app must not be copied or reproduced in any format without the prior written consent of a director of The Virtual Forge.
Please note that all data thus captured will be used and held in accordance with the requirements of the UK General Data Protection Regulation 2018 and the EU General Data Protection Regulation 2016/679.
This policy explains how we use any personal information we collect about you when you use our mobile apps.
Information We Collect
We collect and store the following types of information when you use MyContentScout:
a) Account information
i) Email address or login credentials created by you or imported from Apple/Google;
ii) Basic profile details, if shared during login (e.g. name, date of birth, etc)
b) Usage Data and Analytics
i) Data on how you use our service, including app interactions and feature usage.
ii) Collected via analytics tools like Google Analytics, etc.
How We Use Your Data
We are committed to protecting your personal data and using it in a lawful, fair, and transparent manner during the provision of our service. This section explains how we use the data you provide when using MyContentScout.
1. To authenticate and authorise access
We require your full name, email address and, where applicable, your department to create and manage your user account. This allows us to verify that you are an authorised user affiliated with your organisation, and to control access to the system. This is necessary for the performance of a contract and for our legitimate interests in maintaining system security (GDPR Article 6(1)(b) and (f)).
2. To provide and improve the service
When you submit a question, we use the content of your query to generate a response from information provided by your organisation. Submitted questions are stored to enable reporting, service analytics and user feedback features. Aggregated and anonymised usage data may be used to monitor performance and improve the system. Processing is carried out under our legitimate interests (Article 6(1)(f)) and, where applicable, for the performance of a contract (Article 6(1)(b)).
3. To personalise the user experience
We may use your name to personalise the interface and communications within the system (e.g., addressing you by name). This helps provide a more seamless and user-friendly experience. This processing is based on our legitimate interests (Article 6(1)(f)).
4. To ensure system security and monitor usage
We process metadata such as login timestamps, IP addresses, and submitted questions (where applicable) to monitor usage patterns, detect unauthorised access, and maintain the integrity and security of the system. This is in our legitimate interests (Article 6(1)(f)) and, where required, to meet our legal obligations (Article 6(1)(c)).
5. To provide user support
If you contact us for technical or user support, we will use your name and email address to respond to your request. This processing is carried out under our legitimate interests (Article 6(1)(f)).
Additional notes:
No use for AI training: Data you submit is not used to train or improve AI models, either internally or by any third parties.Data retention: Personal data and submitted questions are retained only for as long as necessary to provide the service, support organisational audit requirements, or comply with applicable laws.No unauthorised data sharing: We do not share your personal data with third parties unless instructed by your organisation or required by law.
Voice Search and Speech Processing
The MyContentScout app includes an optional voice search feature designed to enhance usability by allowing users to perform search queries using their voice instead of typing.
What Data We Collect
When you choose to use voice search, your spoken input is recorded and transmitted to our speech recognition service for real-time processing and transcription. The recording is only temporarily stored in memory until it has been sent off for processing.
• Type of data collected: Audio recordings of your voice.
• When it is collected: Only when you actively engage the voice search feature (e.g., by tapping a microphone icon).
How the Data Is Used
The voice input is used solely to convert speech into text for the purpose of executing your search request. The transcribed text is then treated the same as a typed search query. The voice data:
• Is not stored after transcription is completed.
• Is not linked to your identity or device other than where necessary to complete your search.
• Is not used for analytics, personalisation, advertising, or machine learning training.
• Is not shared with third parties except the speech-to-text service provider for the purpose of transcription.
Data Retention and Processing
Audio clips are ephemeral — they exist only during the processing session and are immediately discarded after transcription. We do not retain or store the audio data in any form, nor is it stored or retained by the service provider.
User Control
Use of voice search is entirely optional. You may choose to enter search queries using text instead at any time. The app does not require microphone access unless you explicitly choose to use the voice search feature.
Data Sharing and Third-Party Services
We may share some of your data with trusted third parties to provide our services:
• Amazon Web Services
These services are used only to process your data, but do not store or retain your information.
We do not sell your personal data to third parties.
Data Storage and Security
• Encryption: All data stored in MyContentScout/The Virtual Forge cloud is encrypted to protect your privacy.
• Access Controls: Only authorised personnel can access encrypted data as required for operations.
• Data Retention: We retain your data as long as necessary to provide the service. You can delete your account at any time, but certain data may be kept for legal or operational purposes.
Your Rights and Choices
• Access and Correction: You can review and update your account information in the app.
• Data Deletion: You may delete your account, which will remove your personal data from our systems, subject to retention policies.
• Opt-Out of Analytics: You can disable analytics tracking through your device settings.
• Communication Preferences: You can opt out of marketing emails, though we may still send important service updates.
Cookies and Tracking Technologies
MyContentScout/The Virtual Forge may use cookies or similar technologies to enhance your experience. These will help us recognise your device, remember preferences and measure app performance.
Children’s Privacy
MyContentScout is not designed to be used by children under 18, therefore we do not knowingly collect personal data from them. If we discover that a child’s data has been collected, it will be promptly and permanently deleted.
International Data Transfers
Your data may be processed outside of the European Union and/or United Kingdom. By using MyContentScout you authorise The Virtual Forge to transfer your data to other countries with appropriate security measures.
Governing Law
This Privacy Policy is governed by the laws of the United Kingdom, most specifically England and Wales. Any disputes will be resolved exclusively in England and Wales courts.
Changes to our Privacy Policy
We keep our privacy policy under regular review. If we make significant changes, we will notify you. Your continued use of MyContentScout and The Virtual Forge applications constitutes acceptance of the updated policy.
Contact Us
If you have any questions or concerns about this Privacy Policy, please contact us at dpo@thevirtualforge.com.
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