Privacy Policy

Clear Call Systems Ltd
Last updated: 21 February 2026

1. Introduction

Clear Call Systems Ltd (“Clear Call Systems”, “we”, “us”, “our”) provides structured inbound communication systems for service-based businesses, including missed call response automation, SMS communication systems, web chat solutions and call tracking.

We are committed to protecting personal data and handling it responsibly in accordance with UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

For data protection enquiries, please contact:
privacy@clearcallsystems.com

2. Our Role

Depending on the context, we act as either:

Data Controller – in relation to personal data collected via our website or directly from prospective clients.

Data Processor – where we process end-customer data on behalf of our clients as part of delivering communication automation services.

Where we act as a processor, our client remains the data controller.

3. Information We Collect

Website & Enquiry Data

When you contact us or submit a form, we may collect:

  • Name

  • Business name

  • Email address

  • Telephone number

  • Enquiry details

Client Account Data

If you engage our services, we may collect:

  • Business contact information

  • Billing information

  • Service configuration data

  • Account usage data

End-Customer Data (Processed on Behalf of Clients)

In delivering our services, we may process:

  • Customer names

  • Telephone numbers

  • Message content

  • Call date, time and duration data

We process this data strictly in accordance with client instructions.

Technical Data

We may automatically collect limited technical data such as:

  • IP address

  • Device and browser information

  • Website usage data via analytics tools

  • Advertising interaction data (where consent is provided)

This data may be collected through cookies or similar tracking technologies, subject to your consent where required.

4. How We Use Information

We use personal data to:

  • Respond to enquiries

  • Provide, configure and maintain our services

  • Deliver automated communications (including SMS responses)

  • Monitor system performance and reliability

  • Improve service functionality

  • Comply with legal and regulatory obligations

  • Measure advertising effectiveness and analyse website traffic (where consent has been provided)

We do not sell personal data.

5. Lawful Basis for Processing

We rely on the following lawful bases under UK GDPR:

  • Contract – where processing is necessary to provide services

  • Legitimate Interests – to operate, secure and improve our systems

  • Consent – where required (for example, marketing communications)

  • Legal Obligation – where processing is required by law

6. Data Sharing

We may share data with trusted third-party service providers where necessary to deliver our services. These may include:

  • Cloud hosting providers

  • Telecommunications and SMS infrastructure providers

  • Payment processors

  • Analytics providers

All providers are required to implement appropriate security measures and process data in compliance with applicable data protection laws.

7. International Transfers

Some service providers may process data outside the United Kingdom. Where this occurs, we ensure appropriate safeguards are in place, such as approved transfer mechanisms, to protect personal data.

8. Data Retention

We retain personal data only for as long as necessary to:

  • Fulfil contractual obligations

  • Maintain service continuity

  • Meet legal, tax or regulatory requirements

Client data retention periods are governed by contractual arrangements.

9. Data Security

We implement appropriate technical and organisational measures to safeguard personal data, including:

  • Secure cloud-based infrastructure

  • Access controls and authentication measures

  • Role-based permissions

  • Encryption where appropriate

While we take reasonable steps to protect data, no system can guarantee absolute security.

10. Your Rights

Under UK data protection law, individuals have the right to:

  • Request access to their personal data

  • Request correction of inaccurate data

  • Request erasure (in certain circumstances)

  • Request restriction of processing

  • Object to processing

  • Request data portability

Requests should be directed to:
privacy@clearcallsystems.com

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).

11. Cookies

Our website uses cookies and similar technologies to:

  • Ensure website functionality

  • Measure performance and usage

  • Analyse website traffic

  • Measure advertising effectiveness

Where cookies are not strictly necessary, we rely on your consent before placing them on your device.

Further details are available in our Cookie Policy.

12. Changes to This Policy

We may update this Privacy Policy periodically. The most current version will always be published on our website.