Privacy Notice

Smartnumbers respects your privacy and is committed to protect the personal information that you share with us. Generally, you can browse through our website without giving us any information about yourself. When we do need your personal information to provide services that you request or when you choose to provide us with your personal information, this policy describes how we collect and use your personal information.

What personal data we collect and why

This privacy notice tells you what personal data Smartnumbers collects, when, why and what you can do if you’re not happy with that.

We collect information when you:

  • visit our website;
  • leave us your contact details via the website;
  • subscribe to our newsletter;
  • use our services;
  • contact our sales team;
  • contact our service desk;
  • send us your CV as a job applicant.

More detail on each category is provided below:

Website Visitors

When you visit our website, we collect some standard internet log details using a third-party service, Google Analytics. We do this to find out things such as the number of visitors to the numerous parts of the site. This information is processed in a way which does not identify you. We also use cookies to control what information is presented to a visitor, trying to make your browsing easier. More information on our use of cookies can be found on our Smartnumbers Cookie Policy.

In order to better understand your needs and optimize your service and experience we use a Third Party service, Hotjar. Through Hotjar we will monitor how much time you spend on which pages, which links you chose to click, what you do and don’t like. This enables us to build and maintain our services based on user feedback. We use cookies and other technologies to collect data on your behaviour and your device’s IP address (which is captured and stored in an anonymized form), device screen size, device type (unique device identifiers), browser information, geographic country, and your preferred language used on our website. All of this data is stored on a psuedonomized user profile. Neither Hotjar nor we will ever use this information to identify individual you or to match it with further data on any individual user. For further details, please see Hotjar’s privacy policy by clicking on this link.

You can opt-out to the creation of a user profile, Hotjar’s storing of data about your usage of our site and Hotjar’s use of tracking cookies on other websites by following this opt-out link.

Contact  and demo request form

We have a number of “Contact Me” forms on our site. Information you provide when you fill out a form, such as your name, email address and smartnumbers service of interest will be stored so we can keep you informed of product updates. Information is retained by us in order to be able to get in touch with you and will not be automatically deleted.

We use a third-party provider, HubSpot, to store this information. HubSpot is a company operating out of the United States, so your information will be transferred to, stored, and processed in the US, in accordance with the conditions of the following Data Processing Agreement. For more information, you can also refer to HubSpot Privacy Policy.


When you subscribe to our e-newsletter, we’ll store your name and email address in order to send and personalise the newsletter. We also gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve the e-newsletter.

We use a third-party provider, HubSpot, to deliver our e-newsletters. HubSpot is a company operating out of the United States, so your information will be transferred to, stored, and processed in the US, in accordance with the conditions of the following Data Processing Agreement. For more information, you can also refer to HubSpot Privacy Policy.

You can unsubscribe or update your communications preferences at any stage by following the links at the bottom of any of the emails we send. 

Users of our services

In order to provide our services we collect and securely store technical data related to the calls (calling and called numbers, times and durations). We also store personal data relevant to the operations of our services (names, telephone numbers and email addresses). For the users of our compliance services – we store encrypted media (calls, text messages, audio recordings). All data is encrypted in transit and at rest, and is stored in UK/EU data centres.

Additionally, to improve our services and better understand which capabilities and features are utilised by our customers we use the following Third Party analytical tools: Google Analytics, Hotjar, Amplitude. 

These tools are used to collect information on how often certain product features are used and how much time you spend in certain areas of Smartnumbers Hub (our customer-facing portal). They also create a very basic and restricted, anonymised user profile with your device type, screen size, region and language to help us understand how different features are used in different scenarios.

We never store any personal or sensitive data in these analytical tools and they are specifically configured to prevent both us and the third parties from identifying individual you or matching it with further data on any individual user. More information on Data Privacy and Security in Google Analytics can be found here. Hotjar’s Privacy Policy is available via this link. You can find the Privacy Notice for Amplitude by clicking this link.

Anyone contacting Sales Team

We use Acumatica, a third party provider, to track our leads and opportunities.
If you contact our sales team – we will store your contact details: your name, company you are contacting us on behalf of, email address and telephone number. This information is retained by us in order to be able to get in touch with you, will not be automatically deleted and will not be shared with third parties. All the data is stored securely within our Acumatica instance served from a datacentre located in the UK.   You can find Acumatica’s Privacy Policy via this link.

Anyone contacting Customer Support

We use a third party provider, Zendesk, to supply our Customer Support portal and email ticketing service, which we use to handle customer enquiries in real time.
When you get in touch with us via the Customer Support portal or email, we will store your contact details: your name, email address and telephone number as well as the contents of your free typed request. This information will be retained by us in case we will need to contact you on anything related to your request and will not be shared with any other organisations. All the information is stored within EU datacentres used by Zendesk. You can find more information in Zendesk’s Privacy Policy.

Job Applicants

We collect a range of data about you during a recruitment process which will include:

  • Your name, contact details and address;
  • Details of your skills, qualifications, experience and employment history;
  • Information regarding your right to work in the UK; and
  • Details regarding your current level of remuneration and any work benefit entitlements.

We may also collect personal data about you from third parties, such as references obtained from former employers, background checks or criminal record checks, as applicable.
All the data provided by you will be stored internally on our IT systems. Your information may be shared internally for recruitment purposes with our directors, HR and managers strictly for decision making purposes. We do not share your data with any third parties. If your application is unsuccessful we may keep your personal data on file for six months for any suitable employment opportunities and will securely dispose of it after that period.
We always protect everything you’ve provided us with to ensure that your data is not lost, accidently destroyed, misused or disclosed, and is not accessed by our employees except in the proper performance of their duties.
You are under no statutory or contractual obligation to provide your data to us. If you elect not to do so however, we might not be able to process your application properly, if at all.

Data Retention

We will hold data only for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us. We will always follow your instructions when dealing with retaining personal data, as long as these instructions do allow us to comply with (and demonstrate compliance with) legal obligations.

Data Subject Rights

Under the GDPR, you have rights as an individual which you can exercise in relation to the information we hold about you.
You can read more about your rights on the website of the Information Commissioner’s Office, here.
If you’d like to contact us about exercising your rights – please use the contact information in the section below
Finally, if you’d like to access to your personal data, our SAR form can be downloaded here.

Contact Details

If you have any questions about this notice, would like to get in touch with us or if you’re seeking to exercise any of your statutory rights – please write directly to our Data Protection Officer or at our address below:

FAO: Data Protection Officer
25-27 Shaftesbury Avenue

Data Protection Authority

As a UK-based company, our lead supervisory authority is ICO. If you are a resident of the European Economic Area and believe we maintain your personal data you may direct your questions and complaints to our primary supervisory authority:

Information Commissioner’s Office
Wycliffe House
Water Lane
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Fax: 01625 524 510

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