1. Introduction
This Privacy Policy describes how Team‑Connect Limited ("Team‑Connect", "we", "us", "our") processes personal data when you:
- Use our AI phone system and UK business landline services.
- Visit our website or use our web or mobile apps.
- Communicate with our support or sales teams.
Our privacy promise
We comply with UK GDPR, EU GDPR and the Data Protection Act 2018. We only collect the data we need, keep it secure, and give you clear choices about how it is used.
2. Data Controller
Team‑Connect Limited is the data controller for personal data processed in connection with our services.
In some cases, such as when you configure our AI to process your own customers’ data, we may act as a data processor on your behalf. In that scenario, you remain the data controller and we follow your documented instructions.
3. Data We Collect
The data we collect depends on how you use our services. It typically includes:
3.1 Account and contact data
- Name, email address, phone number.
- Business name, address and industry.
- Login credentials (securely hashed).
- Subscription details and plan information.
3.2 Billing and transaction data
- Billing contact details and invoicing information.
- Partial payment information (full card data is stored by our payment providers).
- Transaction history and payment status.
3.3 Technical and usage data
- IP address, device type, browser type and version.
- Pages visited, features used, and time spent in the app.
- Log files for security and troubleshooting.
Special category data
Our platform is not designed to collect sensitive special category data (for example health, political or biometric data). If you intend to process such data, you must contact us first to agree appropriate safeguards.
4. Voice and Call Data
Because Team‑Connect is an AI phone and landline platform, we process call data on your behalf.
4.1 Types of call data
| Data Type | Examples | Why we process it |
|---|---|---|
| Call metadata | Caller ID, called number, timestamps, duration | Routing calls, billing, analytics, fraud prevention |
| Call recordings | Audio of calls handled by AI or humans | Quality assurance, dispute resolution (optional / configurable) |
| Transcripts | Text version of call content | Search, analytics, improving AI accuracy |
Configuring recording and retention
You can usually choose whether calls are recorded and how long they are retained, depending on your plan and regulatory obligations in your sector.
5. How We Use Your Data
We use personal data to:
- Provide, maintain and improve our AI phone and landline services.
- Authenticate users and secure access to your account.
- Process payments and manage subscriptions.
- Monitor system performance and prevent fraud or abuse.
- Support you through our helpdesk and success teams.
- Send important service updates, security notices and legal information.
- Send marketing communications where you have consented (you can opt out at any time).
6. Legal Basis for Processing (UK/EU GDPR)
We rely on the following legal bases:
| Purpose | Legal Basis |
|---|---|
| Providing the AI phone system and business landline service you subscribe to | Performance of a contract |
| Improving call accuracy, reliability and security | Legitimate interests |
| Sending marketing emails about new features | Consent |
| Accounting, tax, and regulatory obligations | Legal obligation |
7. Third‑Party Services
We share limited data with trusted processors who help us deliver the service. They may only process data strictly according to our instructions.
| Provider | Role | Data Shared |
|---|---|---|
| Firebase / Google Cloud | Hosting, authentication, database | Account data, usage data |
| Telecom partners (e.g. Twilio) | Voice connectivity, phone numbers | Call metadata, audio, numbers |
| Payment providers (e.g. Stripe) | Billing and payments | Billing details, transaction data |
| Analytics & error tracking | Product analytics, crash reporting | Usage and technical data (pseudonymised) |
8. Data Storage and Security
We use modern security practices to keep your AI calls and business landline data secure:
- Encryption in transit (HTTPS/TLS) and at rest (industry‑standard ciphers).
- Access controls, role‑based permissions and multi‑factor authentication for staff.
- Regular backups and tested disaster recovery procedures.
- Audit logging and monitoring for suspicious activity.
Data location
Wherever possible we store and process data within the UK or EU. Where data is transferred outside these regions, we use appropriate safeguards such as Standard Contractual Clauses or adequacy decisions.
9. Data Retention
We retain data only for as long as necessary for the purposes set out in this policy, or as required by law. Typical retention periods include:
| Data Type | Typical Retention |
|---|---|
| Account profile and subscription records | For the life of the account + up to 12 months |
| Billing and invoicing data | Up to 7 years (for tax and accounting) |
| Call recordings and transcripts | Configurable; commonly 6–24 months depending on your settings |
| Support emails and chat logs | Up to 36 months |
10. Your Data Protection Rights
You have the right to:
- Access the personal data we hold about you.
- Rectify inaccurate or incomplete data.
- Erase data in certain circumstances ("right to be forgotten").
- Restrict processing in limited scenarios.
- Object to processing based on legitimate interests or for direct marketing.
- Port your data in a commonly used, machine‑readable format.
- Withdraw consent where we rely on consent (for example marketing emails).
How to exercise your rights
You can exercise your rights by contacting us using the details in the "Contact Us" section. We may need to verify your identity before actioning your request.
11. Cookies and Similar Technologies
We use cookies and similar technologies on our website to:
- Keep you signed in securely.
- Remember your preferences (for example cookie choices).
- Measure site performance and improve our content.
- Run optional marketing and remarketing campaigns (only with consent where required).
You can manage your cookie preferences via your browser settings or our on‑site cookie banner.
12. International Data Transfers
When we transfer personal data outside the UK or EEA, we ensure one of the following is in place:
- An adequacy decision by the UK government or European Commission.
- Standard Contractual Clauses and any required supplementary measures.
- Other lawful transfer mechanisms under applicable data protection laws.
13. Changes to This Policy
We may update this Privacy Policy from time to time. When we make significant changes, we will:
- Update the "Last Updated" date at the top of this page.
- Notify you via email or in‑app message where appropriate.
Continued use of our services after a change comes into effect means you accept the updated policy.
14. Contact Us
If you have questions about this Privacy Policy or how we handle your data, please contact:
Data Protection Contact
Email (privacy & data requests): support@team-connect.co.uk
Telephone: +44 (0)161 524 8417 (Mon–Fri, 9am–5pm UK time)
Post: Data Protection Officer, Team‑Connect Limited, 7 Chelford Road, Handforth, SK9 3SQ, United Kingdom
You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) or your local supervisory authority if you are in the EU.