Privacy Notice

Classification: Public — last updated October 2025.

Datafon Limited (“Datafon”, “we”, “us” or “our”) is committed to protecting your privacy when you use Datafon services and their integrations with other systems (“our Services”), and when you use the Datafon website http://www.datafon.co.uk (“Website”).

This Notice sets out the basis on which any personal information or personal data (any information about you which is personally identifiable) that Datafon collects from you or that you provide to Datafon will be processed by us. Please read the following information carefully to understand Datafon’s practices regarding your personal information.

Where you subscribe to any services provided by Datafon, any personal data that is inputted into our software will be handled in accordance with the terms of our Master Services Agreement which incorporates a Data Processing Addendum. Amendments and updates to this Privacy Notice may be made from time to time. Any revisions will be posted on this page, so you will always be aware of what information we collect and how we use that information. Please review this page regularly so that you are aware of any changes.

Our services are intended to be used by organisations. If you are using our services on behalf of an organisation, you should be aware that the organisation may control and administer your use of our services as well as access and process your information, including the contents of your communications. Please direct any queries that you have regarding your organisation’s control of and access to your information to your organisation.

1. WHO ARE WE?

For the purpose of data protection legislation, the data controller is Datafon Limited, company number 14324738, whose registered address is:

2. INFORMATION WE HOLD AND USE

Datafon may collect and process the following personal information about you:

Information you provide

We will collect information relating to you that you provide when you:

• register on our Website;
• fill in a contact form on our Website;
• place an order with us for any of our services;
• subscribe to our blog;
• respond to a survey;
• request to download guides or other resources on our Website; and/or
• otherwise opt in to receive communications from us.

This information includes personal information, such as your full name, email address and telephone number, job title, department and communications with you. We may also collect payment and financial information and information relating to your organisation, such as your company name, company annual revenues, credit information or the type of industry you operate within.

Information we collect about you

For each of your visits to our Services and Website, we may automatically collect the following information:

• technical information, including the Internet Protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform; and
• information about your visit, including the full Uniform Resource Locators (URL) clickstream to, through and from our Website (including date and time); products you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page and any phone number used to call our customer service number.

We may carry out credit reference checks on you from time to time.

3. HOW WE USE YOUR INFORMATION

We may use your information in the provision and administration of the services/materials that you and/or your organisation have requested and/or to respond to your queries. Where you don’t provide us with certain information we will be unable to provide you with the services and/or materials requested.

We may also use your information to meet our legal obligations, to deal with any complaints and for the enforcement of our terms and conditions. We may use your information for our legitimate business interests which include for security purposes, making improvements to our Website to personalise or enhance the user experience, to improve our Website and our services and for general marketing purposes. We will not do so where our interests are outweighed by your interests, rights and freedoms.

We may also use your information for a particular purpose that we have made known to you, where you have consented to us doing so.

4. WHERE WE STORE YOUR INFORMATION

Datafon will take all reasonable steps to ensure that your information is treated securely and in accordance with this Privacy Notice.

5. DISCLOSURE OF YOUR INFORMATION

We will not sell your information and generally do not give your information to third parties but there are some exceptions and we may share your information in the following ways (as appropriate):

• in order to provide any services requested by you which may involve us sharing your information with our authorised partners/sub-processors;
• with any actual or prospective seller or buyer of our business and/or any assets. Information held by us about our customers and any users will be one of the transferred assets;
• with our group companies, which means our subsidiaries and holding companies;
• in order to comply with any legal obligation or as otherwise permitted by law;
• in the conduct or defence of legal claims or in order to enforce our agreements;
• for debt collection purposes;
• for security purposes or to protect our rights or those of a third party; and
• for the purposes of the prevention or detection of offences, and/or the apprehension or prosecution of offenders, we may share any information that we collect with the Police, other public or private sector agencies, governmental or representative bodies in accordance with the relevant legislation. This will include public authorities, insurance companies, finance companies and/or other agencies.

6. MARKETING COMMUNICATIONS

When you submit a contact form we will send you marketing communications that we feel may be of interest to you via email.

You can opt out of receiving marketing communications at any time. To stop receiving marketing communications, please click the link found at the bottom of each email or update your account preferences.

7. YOUR RIGHTS

You have a number of rights in relation to your personal information. You have the right to:

• request information regarding the personal data that we hold about you and the source(s) of that information. You can request a copy of any personal data we hold about you. This service is usually free of charge, although we have the right to charge a “reasonable fee” in some circumstances;
• request that we rectify any inaccuracies in relation to the personal data we hold;
• in some circumstances, request the erasure of your personal data or object to the processing of your data;
• object to any direct marketing;
• in some circumstances, request that your personal data be transferred to you or a new provider if the data is processed automatically;
• withdraw consent to us processing your personal data. This will not affect the processing already carried out with your consent; and
• lodge a complaint with a supervisory authority. In the UK, this is the Information Commissioner’s Office.

Any enquiries regarding the above rights or if you want to exercise any of these rights, please contact us by email to info@datafon.co.uk or by post to the address above.

8. HOW LONG DO WE HOLD YOUR INFORMATION?

We will hold onto your information only for as long as is necessary for the purpose for which it was provided to us or collected, e.g. for as long as is necessary to provide any services requested by you or to respond to your queries. Where processing is based on your consent, we shall only process it until such time as you withdraw your consent.

Please let us know if any of your contact details change so that we can ensure we only hold accurate and up to date information.

9. COOKIES

Our Website uses cookies to distinguish you from other users. Details of the cookies we use are set out in the Cookies Policy found here: http://www.datafon.co.uk/legal/cookie-policy.

10. LINKS

Some pages of our Website include external links to third-party websites. We have no control over and are not responsible for these websites or the use of your information by third parties. You should check the privacy notices on any third-party websites to ensure that you are satisfied regarding their privacy practices, prior to sharing any personal information.

11. BLOGS AND FORUMS

We provide users with the ability to post information in blogs and forums and to share information in a public space on the Website. Please note that anything you share will be publicly available to users and visitors to the Website. You should therefore be cautious in disclosing any personal information. You will be responsible for any personal or other information that you do choose to disclose and Datafon shall have no responsibility for the same.

12. TELEPHONE RECORDING

We use a VOIP telephone system that is capable of recording telephone calls. We may record both inbound and outbound calls for the purposes of quality monitoring, training, compliance and security purposes. We will retain the recordings for a period not exceeding 12 months. The recordings will only be used for the purposes specified in this Privacy Notice. We shall ensure that the recording of telephone calls is done in accordance with all applicable laws.

13. CONTACT

Questions, comments and requests regarding this Notice are welcomed and should be sent by email to info@datafon.co.uk or by post to: