Privacy Policy

1. Introduction

CallRing ("we", "our", "us") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller: CallRing, based in Fife, Scotland, United Kingdom

2. Information We Collect

When you submit an enquiry through our contact form, we collect the following personal data:

• Name – to address you personally
• Company Name – to understand your business context
• Email Address – to respond to your enquiry
• Phone Number – to contact you directly
• Approximate Number of Users – to tailor our solution to your needs
• Message/Requirements – to understand your specific needs

We do not collect any special category data (such as health information, religious beliefs, or biometric data).

3. Legal Basis for Processing

We process your personal data under the following legal bases:

• Consent – By submitting our contact form, you consent to us processing your data to respond to your enquiry
• Legitimate Interests – We have a legitimate business interest in responding to potential customer enquiries and providing quotes

4. How We Use Your Information

We use your personal data for the following purposes:

• To respond to your enquiry and provide information about our services
• To prepare and send you a tailored quotation
• To communicate with you about your requirements
• To provide technical advice and support
• To maintain records of our communications for business purposes

We will NOT:

• Sell your data to third parties
• Use your data for marketing purposes without your explicit consent
• Share your data with anyone except as required to provide our services

5. Data Storage and Security

Your data is stored securely using the following measures:

• Form submissions are processed through Netlify Forms (GDPR-compliant)
• Email communications are stored in Zoho Mail with encryption in transit and at rest
• Access control – Only authorized CallRing personnel have access to your data
• UK-based storage – Your data is stored within the UK and not transferred outside the UK/EEA

6. Data Retention

We retain your personal data for the following periods:

• Active enquiries – Retained until enquiry is resolved or quote is provided
• Quotes not accepted – Retained for 12 months, then securely deleted
• Customer data – If you become a customer, retained for duration of service plus 6 years for tax/accounting purposes

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

Right to Access

You can request a copy of the personal data we hold about you.

Right to Rectification

You can ask us to correct any inaccurate or incomplete data.

Right to Erasure ("Right to be Forgotten")

You can request deletion of your personal data, unless we have a legal obligation to retain it.

Right to Restrict Processing

You can ask us to limit how we use your data.

Right to Data Portability

You can request your data in a structured, commonly-used format.

Right to Object

You can object to our processing of your data based on legitimate interests.

Right to Withdraw Consent

You can withdraw consent at any time where we rely on consent as the legal basis.

8. Third-Party Services

We use the following third-party services that may process your data:

Netlify Forms

Netlify, Inc. processes contact form submissions. Netlify is GDPR-compliant and data is stored securely. View Netlify's GDPR compliance

Zoho Mail

Zoho Corporation processes our email communications. Zoho is GDPR-compliant. View Zoho's GDPR compliance

NTA Mobex Platform

If you become a customer, your telephony services are powered by NTA Mobex. NTA is our data processor and operates under GDPR-compliant agreements.

9. Cookies

Our website does not currently use any tracking cookies or analytics services. If we implement these in the future, we will update this policy and obtain your consent where required.

10. Children's Privacy

Our services are intended for businesses only. We do not knowingly collect data from individuals under 18 years of age.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "Last Updated" date. Significant changes will be communicated directly to customers.

12. Complaints

If you have concerns about how we handle your personal data, please contact us first at team@callring.co.uk. If you remain unsatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.