Effective Date: [Insert Date]
Company: Honest Comms Ltd
Registered Address: [Insert Address]
Contact Email: privacy@honestcomms.co.uk

Honest Comms Ltd (“we”, “us”, “our”) is committed to protecting your privacy and handling your data in a transparent and secure way.
This Privacy Policy explains how we collect, use, store, and share your personal data when you interact with our website, our telecom services, and our AI voice systems.

We comply fully with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

We may collect and process the following information:

• Contact Details – name, business name, email address, phone number, job title.
   
• Account Information – billing addresses, payment details, lease agreements.
   
• Call Data – caller ID, timestamps, call duration, recordings (where applicable).
   
• Technical Data – IP addresses, browser type, device identifiers, and cookies.
   
• Usage Data – how you interact with our website and services.
   
• AI & Voice Interaction Data – when using our “Hey Ava” or similar systems, we may collect transcriptions or recordings of calls to improve service accuracy and compliance.
   

We collect personal data through:

• Our website forms (e.g. contact or quote requests).
   
• Telephone calls handled by our VoIP or AI systems.
   
• Emails, contracts, and account creation processes.
   
• Cookies and analytics tools (e.g. Google Analytics).
   

We process your data for the following legitimate purposes:

• To provide and maintain telecom services and customer support.
   
• To set up and manage VoIP, SIP, UCaaS, or AI assistant accounts.
   
• To handle billing, leasing, and finance applications.
   
• To improve our services and website experience.
   
• To meet legal and regulatory obligations.
   
• To communicate important updates or service notifications.
   

We will never sell your data to third parties.

We rely on the following legal bases under the UK GDPR:

• Contractual necessity – to provide telecom services you’ve requested.
   
• Legitimate interest – to improve our services and prevent fraud.
   
• Legal obligation – to comply with financial, telecom, and data protection laws.
   
• Consent – for marketing communications or optional call recordings.
   

We may record or monitor calls for:

• Training and quality purposes.
   
• Verifying information or transactions.
   
• Ensuring compliance with legal and regulatory obligations.
   

You will be notified where call recording applies.

We only share data with trusted third parties necessary for our operations, including:

• VoIP and telecom partners (e.g. PBX, SIP, or UCaaS platforms).
   
• Finance and leasing partners (for equipment funding).
   
• IT hosting and cloud providers.
   
• AI processing platforms (used to enhance Hey Ava’s accuracy).
   
• Payment processors and accounting systems.
   

All third parties are bound by data protection agreements and cannot use your data for their own purposes.

Some partners may store or process data outside the UK.
Where this occurs, we ensure appropriate safeguards are in place, such as UK-approved standard contractual clauses (SCCs).

We retain personal data only as long as necessary:

• Account and billing data: up to 7 years (for legal and tax compliance).
   
• Call recordings: typically 6–12 months, unless required longer.
   
• Marketing data: until you opt out.
   

You have the following rights under UK GDPR:

• To access a copy of your data.
   
• To correct inaccurate information.
   
• To request deletion (“right to be forgotten”).
   
• To restrict or object to processing.
   
• To request data portability.
   
• To withdraw consent at any time (for marketing or recordings).
   

To exercise any of these rights, contact privacy@honestcomms.co.uk.

Our website uses cookies to improve your browsing experience and analyse site performance.
You can manage or disable cookies via your browser settings.
A full cookie notice is available on our website.

We use strong technical and organisational measures to protect your data, including:

• Encrypted communication (SSL/TLS).
   
• Secure cloud storage and limited access controls.
   
• Regular system audits and staff training.
   

We may update this Privacy Policy from time to time. The latest version will always be published on our website with a revised “Effective Date”.

If you have any questions about this Privacy Policy or how we handle your data, please contact:
📧 privacy@honestcomms.co.uk
📮 Honest Comms Ltd, [Insert Address]

If you’re not satisfied with our response, you can raise a complaint with the Information Commissioner’s Office (ICO) via www.ico.org.uk.