Privacy Policy

Helping you to understand how you can manage your data how we may use the information why we collect information what information we collect how you can manage your data

Privacy Policy illustration image

Privacy Policy

Voiceflex Limited is committed to protecting information which identifies and relates to you or other individuals (personal information) and complying with data protection laws.

This privacy policy sets out Voiceflex Limited’s personal information collection and sharing practices in relation to the personal information that we collect and use for the administration of telecommunication products and services. This privacy policy also covers any personal information collected through your use of Voiceflex Limited’s website.

The persons to which this privacy policy applies:
Customers, contractors, suppliers, advisers, service providers, and enquirers.


Please read this privacy policy with care. It provides information about how we use personal information and the rights available to you under data protection laws.

This website may contain links to other third-party websites. If you follow a link to any of those third- party websites, please note that they have their own privacy policies and that we do not accept any responsibility or liability for their policies or processing of your personal information.

Layered Approach

Data protection laws require us to provide you with a lot of information about how we collect and use your personal information – and it is easy for all this information to become confusing rather than helpful.

We use a layered approach to provide you with the information required by law. This means that we may provide the information required in a number of different formats and documents. In particular, it means that in our initial contact with you, we may provide you only with the most important information about how we will use your personal information; but we will always provide you with easy access to all the further information you need about our privacy practices.

As an example, if you purchase products or services, then we may use this three-layer approach:

  • A short form privacy notice in the terms and conditions and reseller/dealer agreements that refers to this privacy policy.
  • Access to this privacy policy online or by post.
  • Additional privacy notice terms in the terms and conditions and reseller/dealer agreements tailored to specific products and services provided and data involved if required.

By using this three-layer approach, we provide you with both specific and general information about how we use personal information to provide you with the services that you require, whilst at the same time making sure that you get the most important information without overwhelming you with facts and information about all our privacy practices in one go.

How this privacy policy works

This privacy policy is intended to explain our privacy practices and covers the following areas:

  1. Information we may collect about you
  2. Why we collect information about you
  3. How we may use your personal information
  4. Consent
  5. Sharing your personal information
  6. Transmission, storage and security of your personal information
  7. Retention of your personal information
  8. Your rights
  9. Contacting us
  10. Changes to our privacy policy
  11. Cookies statement
  12. Your right to complain

1. Information we may collect about you

We can get your personal information when you:

  • Buy a product or service from us (including buying products online, over the phone and direct in person with one of the sales team)
  • Register for a specific product or service (such as registering your name and address details)
  • Subscribe to newsletters, alerts or other services from us
  • Ask us for more information about a product or service, or contact us with a question or complaint
  • Take part in a competition, prize draw or survey
  • Use our network and other products or services
  • Details of your visits to our website and information collected through cookies and other tracking technologies including, but not limited to, your IP address and domain name, your browser version and operating system, traffic data, location data, web logs and other communication data, and the resources that you access
  • Information that is available from publicly available source

We may also collect information about you from other organisations, if this is appropriate. These include fraud-prevention agencies, business directories and credit reference agencies. We may also collect information about you from other companies, our business, or joint venture partners.

2. Why we collect information about you

We may process personal information for certain legitimate or lawful purposes in some or all of the following ways:

  • to enhance the security of our network and information systems;
  • to identify and prevent fraud;
  • to maintain our accounts and records;
  • to modify, personalise or otherwise improve our services/ communications;
  • to comply with foreign law, law enforcement, court and regulatory bodies’ requirements;
  • to defend or make claims;
  • to correspond with customers and suppliers in order to facilitate the supply of services
  • to comply with a legal obligation;
  • to protect your vital interest or the interest of another individual;
  • to gather market intelligence, communicate with and tailor offers to individuals;
  • for training and quality purposes;
  • for the performance of a contract with you or to take steps to enter into a contract; and
  • for the performance of a task carried out in the public interest or in the exercise of an official authority.

3. How we may use your personal information

We may use your personal information in the following ways:

  • to make decisions on whether to provide telecommunication services;
  • to manage the supply of services
  • to monitor calls and transactions to ensure service quality, compliance with procedures, to combat fraud and ensure compliance with UK/ EU and international sanctions;
  • to identify you and to carry out any identity checks as may be required by applicable law and best practice at any given time;
  • to recover any payments due to us and where necessary to enforce such recovery through the engagement of debt collection agencies or taking other legal action;
  • to analyse data to understand the service we provide and in order to improve our business;
  • to manage our infrastructure, business operations and comply with internal policies and procedures;
  • to notify you about changes to our service; and
  • for marketing services to you by post, email, SMS, phone and fax.

We will never process your data where these interests are overridden by your interests.

4. Consent

Your consent to our processing of your personal information for certain purposes may be necessary to comply with applicable data protection laws; and where this is the case we will ask you for your consent in accordance with those laws.

You may withdraw your consent to such processing at any time. However, if you withdraw your consent in relation to supply of services provided then this is likely to impact our ability to provide those advisory services.

5. Sharing your personal information

Voiceflex Limited may make personal information available to:

Other third parties
We may also permit selected third parties and agents including suppliers, service providers, and financial organisations to access to your personal information for the purposes set out in section 2. All such exchanges will be made in accordance with applicable laws. If false or inaccurate information is provided and/or fraud is identified or suspected, details may be passed to fraud prevention and anti-money laundering agencies, law enforcement agencies and may be recorded by us or by them.

We and other organisations may also access and use this information to prevent fraud and other crime. We, and other organisations that may access and use information recorded by fraud prevention agencies, may do so from other countries including outside the EEA.

Governmental authorities and third parties involved in court actions
We may disclose your personal information to third parties, the courts and/or regulators or law enforcement agencies in connection with enquiries, proceedings or investigations by such parties anywhere in the world or in order to enable Voiceflex Limited to comply with its regulatory requirements or dialogue with its regulators as applicable.

6. Transmission, storage and security of your personal information

Unfortunately, no data transmission over the Internet or any website can be guaranteed to be secure from intrusion. However, we maintain commercially reasonable physical, electronic and procedural safeguards to protect your personal information in accordance with applicable data protection laws.

All information within our control is stored on our secure servers (or secure hard copies) and accessed and used subject to our security policies and standards.

Where Voiceflex Limited discloses your personal data to a third party, we require that third party to have appropriate technical and organisational measures in place to protect your personal data.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website or any other portal we operate, you are responsible for keeping this password confidential and for complying with any other security procedures that we notify you of. We ask you not to share a password with anyone.

Your personal information may be accessed by staff or authorised third parties and, transferred to, and/or stored at, a destination outside the European Economic Area (EEA) where the data protection laws may be of a lower standard than in the EEA. Regardless of location or whether the person is an employee or contractor we will impose the same data protection safeguards that we deploy inside the EEA.

7. Retention of your personal information

We will retain your personal information for as long as is reasonably necessary for the purposes listed in section 2 of this privacy policy. This may mean that we hold your personal information for some time where, for instance, there is a possibility that it may be needed in connection with a future claim, or where we are obliged to keep it to comply with tax, accounting, regulatory or legal requirements. Where your personal information is no longer required we will ensure it is securely deleted.

8. Your rights

Data protection laws give you rights in relation to the personal information we hold about you, which may include the right to require us to:

  • provide you with further details on the use we make of your personal information
  • provide you with a copy of the personal information we hold about you
  • update any inaccuracies in the personal information we hold about you
  • delete any of your personal information that we no longer have a lawful ground to use
  • where processing is based on consent, stop that particular processing by withdrawing your consent
  • object to any processing based on our legitimate interests unless our reasons for undertaking that processing outweigh any prejudice to your data protection rights
  • restrict how we use your personal information whilst a complaint is being investigated
  • transfer your personal information to a third party in a standardised machine-readable format

In certain circumstances, we may need to restrict your rights in order to safeguard the public interest (e.g. the prevention or detection of crime) and our interests (e.g. the maintenance of legal privilege).

9. Contacting us

We have a data protection officer who supervises how we use personal information. You can contact our data protection officer about privacy related issues by:

  • sending an email to [email protected]
  • writing to the Data Protection Officer, Unit 13 Bow Court, Fletchworth Gate, Coventry CV5 6SP

Changes to our privacy policy

We may change the content of our website or services without notice, and consequently our privacy policy may change at any time in the future. We therefore encourage you to review it from time to time to stay informed of how we are using personal information.

This privacy policy was last updated in May 2018.

Cookies statement

Our website uses cookies. If you would like to find out more about how we use cookies then please go to our

Your right to complain

If you are not satisfied with our use of your personal information or our response to any request by you to exercise your data protection rights, or if you think that we have breached any relevant data protection laws, then you have the right to complain to the authority that supervises our processing of your personal information. In the UK, this is the ICO, details of which can be found here: ICO Website.