Privacy and data processing

The “Request a pilot” form collects business contact details only. Do not attach, upload or email live vendor recordings, full transcripts, or staff performance files until we have agreed a data-processing arrangement, a secure transfer method, and retention rules.

When you request a pilot we process your name, role, agency, branch count, work email, optional phone number, and what you want the pilot to examine. We use this to reply and to judge whether a Quality to Instruction Pilot is a fit. We keep the request for as long as we need to run that conversation, then delete or minimise it.

Your agency is the controller for vendor and staff personal data on the calls. ValuLogic would act as a processor for a written purpose: scoring valuation-booking calls, producing evidence for coaching, and linking quality to outcomes you supply. We do not become the employer, the telephony provider, or the CRM.

The agency must already capture recordings lawfully, give appropriate notices to callers and staff, and have a lawful basis to process the data for quality and coaching. UK call-recording rules are specific; you remain responsible for them. If you cannot share recordings lawfully, we will not take them.

• Audio of valuation-booking calls you export under control.
• Transcripts, speaker labels, timestamps and scorecard evidence.
• Limited staff identifiers needed to build a coaching queue (for example negotiator name or CRM user).
• Outcome fields you upload: booked, attended, instructed, fee value — preferably without unnecessary vendor contact data.
• Manager overrides and calibration notes.

We do not need full CRM histories, payment card data, or special category data. If a call contains it, tell us so we can exclude or delete that recording.

Processing is for coaching priorities and estimated commercial opportunity, with the calculation shown. ValuLogic does not make automatic employment decisions and must not be used as a covert monitoring tool. Managers remain accountable for how scores are used with negotiators.

Access is limited to named people working on your pilot. Recordings and transcripts are kept only for the agreed pilot window plus a short wrap-up period, then deleted or returned, unless you instruct a longer retention in writing. You can ask us to delete a recording, a person's coaching record, or the whole workspace. We keep a simple audit of access, overrides and deletion.

Transcription and hosting may involve specialist providers under contract. Before a live pilot we will name them, the location of processing, and the transfer safeguards. We will not move your recordings into an unnamed tool.

Pilot transfers use a secure upload or a controlled export you initiate — not an open mailbox. Workspaces are separated by customer. Credentials are not shared in chat. If we become aware of a personal-data incident affecting your recordings, we will notify the agreed agency contact promptly.

Questions about this explanation, a data-processing agreement, or deletion can be sent with a pilot request or to privacy@valulogic.co.uk. If you are a vendor or a member of staff whose call may be in a dataset, contact your agency first; they are the controller.