Privacy Policy

1 October 2023
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privacy

Introduction

This Privacy Policy applies between you, the User of this Website, and Telephone Office, the owner and provider of this Website. Telephone Office takes the privacy of your information very seriously. This Privacy Policy applies to our use of any and all Data collected by us or provided by you in relation to your use of the Website.

Definitions and Interpretation

In this Privacy Policy, the following definitions are used:

  • Data: Collectively all information that you submit to Telephone Office via the Website.
  • Data Protection Laws: Any applicable law relating to the processing of personal Data, including but not limited to the GDPR, and any national implementing and supplementary laws, regulations, and secondary legislation.
  • GDPR: The UK General Data Protection Regulation.
  • Telephone Office: Telephone Office of 15 Danbury Mews, Wallington, SM6 0BY.
  • User or you: Any third party that accesses the Website and is not either employed by Telephone Office and acting in the course of their employment or engaged as a consultant or otherwise providing services to Telephone Office and accessing the Website in connection with the provision of such services.
  • Website: The website that you are currently using, telephoneoffice.co.uk, and any sub-domains of this site unless expressly excluded by their own terms and conditions.

Scope of this Privacy Policy

This Privacy Policy applies only to the actions of Telephone Office and Users with respect to this Website. It does not extend to any websites that can be accessed from this Website, including, but not limited to, any links we may provide to social media websites. For purposes of the applicable Data Protection Laws, Telephone Office is the “data controller.” This means that Telephone Office determines the purposes for which, and the manner in which, your Data is processed.

Data Collected

We may collect the following Data, which includes personal Data, from you:

  • name;
  • date of birth;
  • gender;
  • job title;
  • profession;
  • contact Information such as email addresses and telephone numbers;
  • demographic information such as postcode, preferences, and interests;
  • financial information such as credit/debit card numbers;
  • IP address (automatically collected);
  • A Physical Address;

In each case, in accordance with this Privacy Policy.

How We Collect Data

We collect Data in the following ways:

  • data is given to us by you; and
  • data is collected automatically.

Data That is Given to Us by You

Telephone Office will collect your Data in a number of ways, for example:

  • when you contact us through the Website, by telephone, post, email, or through any other means;
  • when you register with us and set up an account to receive our products/services;
  • when you complete surveys that we use for research purposes (although you are not obliged to respond to them);
  • when you enter a competition or promotion through a social media channel;
  • when you make payments to us, through this Website or otherwise;
  • when you elect to receive marketing communications from us;
  • when you use our services;

In each case, in accordance with this Privacy Policy.

Data That is Collected Automatically

To the extent that you access the Website, we will collect your Data automatically, for example:

  • we automatically collect some information about your visit to the Website. This information helps us to make improvements to Website content and navigation and includes your IP address, the date, times, and frequency with which you access the Website and the way you use and interact with its content.

Our Use of Data

Any or all of the above Data may be required by us from time to time in order to provide you with the best possible service and experience when using our Website. Specifically, Data may be used by us for the following reasons:

  • internal record keeping;
  • improvement of our products/services;
  • transmission by email of marketing materials that may be of interest to you;
  • contact for market research purposes which may be done using email, telephone, fax, or mail. Such information may be used to customize or update the Website;
  • to provide the service;

In each case, in accordance with this Privacy Policy. We may use your Data for the above purposes if we deem it necessary to do so for our legitimate interests. If you are not satisfied with this, you have the right to object in certain circumstances (see the section headed “Your rights” below).

Who We Share Data With

We may share your Data with the following groups of people for the following reasons:

  • our employees, agents, and/or professional advisors;
  • third-party service providers who provide services to us which require the processing of personal data;
  • third-party payment providers who process payments made over the Website;
  • relevant authorities - to compile with our legal obligation;
  • Yay.com - For the purpose of providing efficient and reliable phone services;
  • Hubspot - For the purpose of providing comprehensive order tracking;
  • Microsoft - to provide Microsoft services to customers of Telephone Office;
  • 3CX - to provide 3cx Phone service to customers of Telephone Office;
  • Google - for the purpose of analyzing the use of the website and services;

In each case, in accordance with this Privacy Policy.

Keeping Data Secure

We will use technical and organizational measures to safeguard your Data, for example:

  • access to your account is controlled by a password and a user name that is unique to you;
  • we store your Data on secure servers;
  • payment details are encrypted using SSL technology.

Technical and organizational measures include measures to deal with any suspected data breach. If you suspect any misuse or loss or unauthorized access to your Data, please let us know immediately by contacting us via this email address: websiteowner@telephoneoffice.co.uk.

Data Retention

Unless a longer retention period is required or permitted by law, we will only hold your Data on our systems for the period necessary to fulfill the purposes outlined in this Privacy Policy or until you request that the Data be deleted. Even if we delete your Data, it may persist on backup or archival media for legal, tax, or regulatory purposes.

Your Rights

You have the following rights in relation to your Data:

  • Right to access: the right to request copies of the information we hold about you at any time, or that we modify, update or delete such information.
  • Right to correct: the right to have your Data rectified if it is inaccurate or incomplete.
  • Right to erase: the right to request that we delete or remove your Data from our systems.
  • Right to restrict our use of your Data: the right to “block” us from using your Data or limit the way in which we can use it.
  • Right to data portability: the right to request that we move, copy or transfer your Data.
  • Right to object: the right to object to our use of your Data including where we use it for our legitimate interests.

To make enquiries, exercise any of your rights set out above, or withdraw your consent to the processing of your Data (where consent is our legal basis for processing your Data), please contact us via this email address: websiteowner@telephoneoffice.co.uk. If you are not satisfied with the way a complaint you make in relation to your Data is handled by us, you may be able to refer your complaint to the relevant data protection authority. For the UK, this is the Information Commissioner’s Office (ICO). The ICO’s contact details can be found on their website at https://ico.org.uk/.

Links to Other Websites

This Website may, from time to time, provide links to other websites. We have no control over such websites and are not responsible for the content of these websites. This Privacy Policy does not extend to your use of such websites. You are advised to read the Privacy Policy or statement of other websites prior to using them.

Changes of Business Ownership and Control

Telephone Office may, from time to time, expand or reduce our business and this may involve the sale and/or the transfer of control of all or part of Telephone Office. Data provided by Users will, where it is relevant to any part of our business so transferred, be transferred along with that part and the new owner or newly controlling party will, under the terms of this Privacy Policy, be permitted to use the Data for the purposes for which it was originally supplied to us. We may also disclose Data to a prospective purchaser of our business or any part of it. In the above instances, we will take steps with the aim of ensuring your privacy is protected.

General

You may not transfer any of your rights under this Privacy Policy to any other person. We may transfer our rights under this Privacy Policy where we reasonably believe your rights will not be affected. If any court or competent authority finds that any provision of this Privacy Policy (or part of any provision) is invalid, illegal, or unenforceable, that provision or part-provision will, to the extent required, be deemed to be deleted, and the validity and enforceability of the other provisions of this Privacy Policy will not be affected. Unless otherwise agreed, no delay, act, or omission by a party in exercising any right or remedy will be deemed a waiver of that, or any other, right or remedy. This Agreement will be governed by and interpreted according to the law of England and Wales. All disputes arising under the Agreement will be subject to the exclusive jurisdiction of the English and Welsh courts.

Changes to This Privacy Policy

Telephone Office reserves the right to change this Privacy Policy as we may deem necessary from time to time or as may be required by law. Any changes will be immediately posted on the Website and you are deemed to have accepted the terms of the Privacy Policy on your first use of the Website following the alterations.

You may contact Telephone Office by email at websiteowner@telephoneoffice.co.uk.

This Privacy Policy was created on 01 October 2023.