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:
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.
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.
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.
Anyone contacting Sales Team
We use Acumatica, a third party provider, to track our leads and opportunities.
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.
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.
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.
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 firstname.lastname@example.org 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
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
Fax: 01625 524 510