Privacy policy

Who we are

Voiptech Solutions and Systems Ltd is a company registered in England and Wales (company number 11952473). Our registered office is Suite 6, The Generator Business Centre, 95 Miles Road, Mitcham, Surrey, CR4 3FH, and our office is at 148 Cambridge Heath Rd, London E1 5QJ.

We provide business phone systems, a cloud contact centre, IT support, connectivity, cloud computing and web hosting to organisations in the UK. For any question about this policy or your data, email privacy@voiptech.solutions or call 020 3745 0202.

The data we collect

When you get in touch

When you use our contact form or book a free IT audit, email us or call us, we collect:

• your first and last name, your company and your job role if you give it;
• your email address and phone number;
• the number of people in your organisation, if you book an audit;
• the product or service you are interested in; and
• your message, and anything else you choose to tell us.

When your organisation is a customer

To provide our services, we hold information about the people we deal with at your organisation and about the services you use, including:

• names, job roles and contact details;
• billing records, payments and the bank details used for Direct Debit;
• the results of credit checks on your organisation and, where relevant, its owners and directors;
• the phone numbers you use with us, records of calls made and received, and the details needed to connect and bill calls;
• voicemail, call recordings and messages, where your organisation uses those features;
• the address registered for each of your lines, so the emergency services can find you when someone calls 999;
• details we need to move your numbers to us from another provider;
• support requests, and the notes our engineers keep when they work on your systems; and
• hosting and domain account details, including the contact details that domain registries require for each domain you register.

When you visit our website

Our website uses an encrypted order-session cookie for online checkout. It doesn’t use analytics, advertising or tracking. Like any website, it is delivered by a hosting provider whose servers receive technical information from your browser, such as your IP address, the type of browser and device, the page you asked for and the time. Our hosting provider uses this to deliver the website and keep it secure.

The map on our contact page is loaded from Google when the page opens, so Google receives information about your device, such as your IP address, under its own privacy policy. Our cookie policy explains more.

From other sources

We may receive information about you from your organisation (for example, when it names you as a contact), from credit reference agencies, and from other communications providers when your numbers move to us.

How we use your data

The law only allows us to use personal data when we have a lawful basis for it. This table sets out what we do and the basis we rely on.

Where we rely on legitimate interests, we have weighed them against your rights and expectations. You can ask us for details of that assessment.

You don’t have to give us your details, but we can’t answer an enquiry without a way to contact you, and we can’t provide our services without the information listed above.

Who we share it with

We share personal data only when we need to, and only as much as is needed:

• Companies that help us run our business and provide our services, such as the hosting provider for our website, our email and IT providers, the platforms our phone, hosting and domain services run on, and payment providers. They act on our instructions, under contracts that require them to keep the data secure.
• Credit reference agencies and debt collection agencies, to check credit and recover unpaid accounts.
• Other communications providers and the emergency services, to move your numbers and to connect 999 calls with your location.
• Domain registries and registrars, which require the registrant’s contact details for each domain.
• The police, regulators such as Ofcom and the ICO, and other authorities, when the law requires or allows it.
• Our professional advisers, such as lawyers, accountants and insurers.
• A buyer or investor, if all or part of our business is sold or reorganised, under the same protections.

We never sell your personal data.

International transfers

Some of the companies we work with store or process data outside the UK, for example in the European Economic Area or the United States. When they do, we make sure your data is protected as UK law requires: either the country is covered by UK adequacy regulations (for the United States, this applies to companies certified under the UK extension to the EU-US Data Privacy Framework), or we use the ICO’s international data transfer agreement or addendum. You can ask us for details of the safeguard that applies.

How long we keep it

We keep personal data only for as long as we need it for the purposes above:

• Enquiries: for as long as we need to deal with your enquiry and follow it up. If your organisation doesn’t become a customer, we delete the details once they are no longer needed.
• Customer records: for as long as we provide services to your organisation, and afterwards for as long as we may need them to deal with questions or legal claims, which is normally up to six years after the contract ends.
• Accounting records: for six years from the end of the financial year they relate to, as UK law requires.
• Call records, voicemail and recordings: for as long as your organisation’s settings and our billing and legal obligations require.
• Website server logs: for a short time, as our hosting provider needs them to deliver the website and keep it secure.

Keeping your data secure

We use appropriate technical and organisational measures to protect personal data, including limiting access to the people who need it, encrypting our website’s connections, and choosing providers that meet good security standards. No way of sending or storing data is completely secure, but if a breach is likely to put your rights at risk, we will tell you and the ICO as the law requires.

Your rights

Under the UK GDPR, you have the right to:

• access the personal data we hold about you and get a copy of it;
• rectification: have inaccurate or incomplete data corrected;
• erasure: ask us to delete your data;
• restriction: ask us to limit how we use your data;
• object to our use of your data where we rely on legitimate interests, and to direct marketing at any time;
• data portability: receive data you gave us in a structured, commonly used, machine-readable format, or have it sent to another organisation;
• withdraw your consent at any time, where we rely on it; and
• not be subject to a decision based solely on automated processing that has legal or similarly significant effects on you.

Some of these rights apply only in certain circumstances. To use any of them, email privacy@voiptech.solutions. We may need to confirm your identity first. There is normally no charge, and we will reply within one month, or tell you within that month if we need longer.

Complaints

If you are unhappy with how we have handled your personal data, please tell us first at privacy@voiptech.solutions. We will acknowledge your complaint within 30 days, look into it and keep you updated.

You also have the right to complain to the Information Commissioner’s Office, the UK’s data protection regulator: online at ico.org.uk/make-a-complaint, by phone on 0303 123 1113, or by post to Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Cookies

Our checkout stores an encrypted order-session cookie for 24 hours so we can retrieve your order and payment status. The checkout sends your contact, address and package details to our WooCommerce store. You enter card and bank details on the selected payment provider’s hosted page. Our cookie policy explains this and the payment providers, map and customer portals.

Our customer portals and other websites

Our customer portals (Wave, Communicator and Hosting) are separate services with their own sign-in. Our website also links to other companies’ websites, such as social media and the AI assistants in our footer. Those websites have their own privacy policies, and we are not responsible for how they use your data.

Children

Our website and services are for businesses and other organisations, and are not intended for anyone under 18.

Changes to this policy

We will update this policy when we change how we use personal data, and change the “Last updated” date at the top of this page. If a change significantly affects how we use your data, we will also tell our customers directly.

Contact us

If you have any questions about this policy or about your personal data, please contact us:

Email

privacy@voiptech.solutions

Phone

020 3745 0202

Address

148 Cambridge Heath Rd, London E1 5QJ

Voiptech Solutions and Systems Ltd is registered in England and Wales (company number 11952473). Registered office: Suite 6, The Generator Business Centre, 95 Miles Road, Mitcham, Surrey, CR4 3FH.