Privacy Policy

How we collect and use your information

This Privacy Notice tells you what to expect when Better Comms (VOIP) Ltd collects personal information in respect of:

Visitors to our websites or social media channels (including Facebook and LinkedIn).
Website traffic / visitors / activity on our website
Complainants and other individuals in relation to a Data Protection or Freedom of Information complaint or enquiry
People who use our services e.g. sign into an agreement to use our services or enquire about using our services
Job applicants and current and former employees
Detail on the areas of the Privacy Notice

We have Google Analytics on our website, which collects basic standard log information and behaviour patterns. This is used to ensure our customer service and customer facing functions are as efficient as possible by using the data to determine which areas of the website are being used. The information that we use does not identify anyone individually, but looks at behaviour, Better Comms (VOIP) and basic demographics. In any instance where personal information may be collected, this will be made clear, such as a contact, quotation, or enquiry form, and any such information will not be passed outside of the organisation. In cases where a form is used on our website, we may track the last click information to see if the enquiry, quote or contact came via a campaign or search.

The information collected and stored securely via online enquiries include:

Contact name
Organisation name
Contact number/email
Address and postcode
Content of the enquiry
The use of cookies and widgets

Small text files called cookies are used by our website to improve online service and to ultimately improve and enhance a visitor’s experience. This will always be subject to you accepting cookies via a notice. Cookies are small files placed on a device such as a computer or mobile phone, that cannot be used to identify you personally. An example of the application of a cookie would be using the cookie to recognise your device to save you completing a form with the same information several times.

Our website may use third-party widgets, such as Trustpilot, YouTube, Facebook and Google Analytics. In the event these widgets set cookies, this privacy policy does not cover the behaviour of the third-party widgets.

Recommended Links / Partners / Lines to External Websites

Due to the nature of our business, we ,may provide information, images and other resources which may link to external websites. While these links will be chosen with care, we cannot control the content of external sites and as such it would be your responsibility to read and understand any respective privacy policies.

How is the information we collect used and secured?

Enquiry information and data is used to contact you by phone or email.

If the enquirer becomes a customer, then the information will remain on file for the duration of the customer’s relationship with Better Comms (VOIP) Ltd, including any periods after the relationship has ended, such as 6 years. If the enquirer does not become a customer, then the information will be held for 2 years.

If the enquirer does not become a customer, then their information will only be used to respond to the specific reason for the enquiry and not for any marketing or other purposes when consent is otherwise given. If the enquirer does become a customer, then they may receive marketing in relation to the contracts and services.

All information collected is solely used by us, it will not be shared, sold or in any way given or provided to a third party.

All data from Web Forms is sent via HTTPS (Hypertext Transfer Protocol for Secure Communications) over SSL technology (Secure Socket Level).

In the event we wished to send offers via incoming web enquiries, an opt out check box would be provided.

Business to Business Telephone Marketing

We use a telemarketing function which utilises data collected from third parties where consent is collected at source. All data is screened for TPS and CTPS prior to calling. This is done at source when acquired and done via ad-hoc TPS and CTPS downloads where data is over 28 days old. Telemarketing calls are recorded and stored for training and monitoring purposes. Call records can be deleted or stopped as requested. If a deletion is requested, then this will take place within 28 days of the request subject to the request authorised.

Contact using social media (Inc. Facebook, LinkedIn, Twitter)

Access to social media is restricted within the organisation and any messages sent via social media will be held within the respective platform and will not be shared with any other organisations by us.

Inbound telephone calls to us

Inbound calls are recorded and stored for training and monitoring purposes. The call information such as CLI (Calling Line Identification) would be captured for reporting purposes. Calls will be stored for the duration of the relationship, along with the associated contracts. Notification of call recording will be held within the Auto Attendant and other materials. Call records can be deleted or stopped as requested. If a deletion is requested, then this will take place within 28 days of the request subject to the request authorised.

Inbound emails

While all reasonable checks for viruses and malware are made, you have a responsibility to ensure that emails are sent within the restrictions / scope of the law.

Receiving and recording a customer complaint

Any complaints we receive will be recorded on the CRM system and information contained within the complaint, such as the identity of the complainant, are stored against your account. Any information provided during this process will be use strictly for administering the complaint. Complaint information will be held on your account in the CRM system for the duration of your relationship and held on a ‘need to know’ basis.

Job applicants, current and former employees

For questions relating to how we handle and process your information, please contact Support@better-comms.co.uk

We are the data controller for any details and information communicated during the employment process. The information you provide to us will only be used for the administration of your application, or to fulfil legal or regulatory requirements. This information will not be shared with third parties for marketing purposes.

The information we collect is limited to the information we require to assess suitability for the employment and recruitment process. The data will not be held longer than is necessary. You have the right to refuse to provide any requested information, but please note, this may impact any application or recruitment process.

If the event we make a conditional offer, pre-employment checks are made to satisfy the following:

The identity of potential staff
The potential staffs right to work in the UK
Assessment of reliability, integrity and trustworthiness

The pre-employment checks would include:

Proof of identity
Proof of qualifications and awards and any certifications and training being relied upon
Qualification and checking of references
Driving licence and convictions if a vehicle is required
Additional information required or a final offer
Banking information for payroll
Emergency contact details
Medical documentation

All information collected during this process will be kept for 6 years following the termination or end of employment or 6 months if unsuccessful.

Your Rights

Under the Data Protection Act 1998, you have rights as an individual which you can exercise in relation to the information, we hold about you. You can read more about these rights https://icosearch.ico.org.uk.

Requesting personal information

We will use our best endeavours to fulfil any ‘subject access request’ under the Data Protection Act 1998. If a request is made, we will provide as much information as possible regarding why we hold the information, what data has been stored, who we can provide it to and provide a copy of the information.

We will do this in a timely manner.

To make a subject access request, you can either email us or write to:

Better Comms (VOIP) Limited

Bourne Gardens,

Exeter Park Road,

Bournemouth, England,

BH2 5BD