Who we are
HostedVoip4business is a service provided by Smartvisual Ltd, a company registered in England and Wales under company number 04075614.
Our registered office is:
Smartvisual LtdTy Menter
Navigation Park
Abercynon
Rhondda Cynon Taf
Wales
CF45 4SN
For most personal information described in this notice, Smartvisual Ltd is the data controller. In some cases, particularly where a business customer decides how call recordings, contact data or other communications information is used, we may process that information on the customer's behalf as a data processor.
Information we collect
The information we collect depends on how you interact with us and which services you use.
Website and enquiry information
- Your name, business name and job role.
- Email address, telephone number and preferred contact details.
- Information included in contact, support, quotation, PAYG or number-porting enquiries.
- Technical information such as IP address, browser type, device type, pages visited and security logs.
Trial and account information
- Account holder, administrator and user contact details.
- Login, authentication and account-security information.
- Selected plans, users, telephone numbers, devices and service settings.
- Billing details, payment status, invoices and transaction references.
Service and support information
- Support requests, fault reports and communications with our team.
- Device type, application version, configuration and diagnostic information.
- Number-porting documents and account evidence supplied to support a transfer.
- Records of changes made to your account or service configuration.
Communications information
- Call-detail records such as numbers, date, time, duration, routing and outcome.
- Voicemail, call recordings, contact lists and related content where the relevant feature is enabled.
- Information generated through apps, desk phones, browser tools and integrations.
- Fraud-prevention, service-quality and network-security information.
We may also receive information from your employer or organisation, an authorised account administrator, your existing communications provider, a number-porting provider, payment provider or another supplier involved in delivering the service.
How we use personal information
We use personal information only where we have a valid reason to do so. This includes:
- responding to enquiries and providing quotations or product advice;
- setting up and administering trials, customer accounts and user access;
- providing telephone numbers, hosted VoIP services, apps, devices and related features;
- processing payments, issuing invoices and managing account balances;
- supporting number transfers and liaising with relevant providers;
- handling support requests, diagnosing faults and maintaining service quality;
- preventing fraud, misuse, unauthorised access and security threats;
- meeting legal, regulatory, tax, accounting and record-keeping obligations;
- improving our website, systems, customer support and service design;
- sending service messages and, where permitted, relevant business communications.
Our lawful bases
Under UK data-protection law, we must have a lawful basis for using personal information. Depending on the activity, we rely on one or more of the following:
You have the right to object to processing based on legitimate interests. You also have an absolute right to object to direct marketing. See the “Your rights” section below.
Call records, recordings and customer-controlled data
Hosted communications services necessarily generate technical and usage records. These may include call-detail records, routing information, voicemail and, where enabled by the customer, call recordings.
Business customers are responsible for deciding whether recording or monitoring features are appropriate for their organisation and for providing any notices or obtaining any permissions required from employees, customers or callers.
Where a customer controls the purpose and use of recordings, contact lists or communications content, that customer will normally be the data controller and Smartvisual Ltd and its platform suppliers will process the information on the customer's instructions.
We may still act as controller for limited service-administration, billing, fraud-prevention, security, legal-compliance and support information connected with the account.
International data transfers
Some technology or communications suppliers may process information outside the United Kingdom. Where this happens, we use an approved legal transfer mechanism or rely on another lawful safeguard, such as UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to approved contractual clauses.
You can contact us for further information about the safeguards used for a particular service.
How long we keep information
We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, including service delivery, support, security, legal claims and statutory record-keeping.
We may delete information sooner where it is no longer needed, or retain it for longer where required by law, a dispute, fraud investigation or legal claim.
How we protect information
We use technical and organisational measures designed to protect personal information against unauthorised access, loss, alteration, disclosure or destruction. Measures may include access controls, account authentication, encryption in transit, monitoring, backups, supplier controls and staff procedures.
No internet or telecommunications service can be guaranteed completely secure. Customers are responsible for protecting their passwords, administrator accounts, devices, local networks and user access.
Your data-protection rights
Depending on the circumstances and the lawful basis being used, you may have the right to:
Rights are not absolute and may not apply in every case. We may need to verify your identity before responding. Where the information is controlled by your employer or another customer organisation, we may direct your request to that organisation.
Business communications and marketing
We may send service messages needed to operate your account, such as security notices, billing information, planned maintenance and support updates.
We may also send relevant business-to-business communications where permitted by law. You can opt out of marketing at any time by using the unsubscribe method provided or by contacting us. Opting out of marketing will not stop essential service communications.
Children
Our website and services are intended for businesses and authorised adult users. They are not directed at children, and we do not knowingly collect personal information directly from children for marketing or account-registration purposes.
Changes to this policy
We may update this policy when our services, suppliers, legal obligations or data-handling practices change. The latest version will be published on this page with an updated revision date. Material changes may also be communicated through the website, customer portal or service notices.
Contact us and make a complaint
Questions, rights requests and privacy concerns can be submitted through our online contact form:
Send a privacy enquiryYou can also write to:
Privacy EnquiriesSmartvisual Ltd
Ty Menter
Navigation Park
Abercynon
Rhondda Cynon Taf
Wales
CF45 4SN
We would appreciate the opportunity to address your concern first. You also have the right to complain to the UK Information Commissioner's Office. Details of how to complain are available on the ICO website.