Communications Systems Integration Specialists

Data Privacy Policy

Your data and privacy are important and we will handle them securely, fairly and legally at all times. Inotec Solutions complies fully with the United Kingdom General Data Protection Regulation (UK GDPR) and below we tell you about what data we collect and how we store and use it.


What information do we collect?


We keep all the data that you give us when you contact us. Similarly, we keep a record of all contact with you via email.


Where do we keep your data?


The security of your personal data is very high on our priority list and we have a legal obligation to keep it safe and handle it with care.  The penalties for non compliance with UK GDPR are rightly significant, therefore, we store your personal data securely and it is regularly backed up and is stored in two geographically separated locations so that it cannot be lost in the event of a catastrophic failure in our data centres or systems.


How do we use your information?


The UK GDPR says that we are allowed to use and share your personal data only where we have a proper reason for doing so.

The permitted Legal Bases for processing are set out in article 6 of the UK GDPR.  At least one of these must apply whenever we process your personal data:


  • Consent: You have given clear consent for us to process your personal data for a specific purpose (for example, marketing).
  • Contract: The processing is necessary for a contract that we have with you, or because you have asked us to take specific steps before entering into a contract.
  • Legal Obligation: The processing is necessary for us to comply with the law (not including contractual obligations).
  • Vital Interests: The processing is necessary to protect someone's life.
  • Public Task: The processing is necessary for us to perform a task in the public interest or for our official functions, and the task or function has a clear basis in law.
  • Legitimate Interests: The processing is necessary for our legitimate interests or the legitimate interests of a third party unless there is a good reason to protect your personal data which overrides those legitimate interests.  Under this heading the following instances apply:


Ordered Services:  To provide you with customer services and technical support via phone, email or LiveChat.

Service Notifications:  Informing you of regulatory changes, service changes, maintenance periods.  Informing you of new products, services and offers

Website Analytics:  To obtain statistics on the usage of our website.


Who we share your information with and why


Inotec Solutions works with a number of trusted suppliers to provide the high quality services you expect from us.  In all cases our suppliers have been carefully vetted and only the minimum personal data is shared in order to fulfil your orders or provide the services you have requested.


Your data may be shared with the following categories of third parties:


  • Telecoms and broadband providers: so that we can provide you with access to our products and services.
  • Hardware suppliers and delivery companies: if you order VoIP telephones, networking equipment or accessories from us.
  • Payment processors: to enable you to make online payments for our products and services.
  • Website analytics: We use Google Analytics to supply statistics on the usage of our website.


We also have a legal obligation to share data in response to properly made requests from:


  • Law enforcement agencies: for the prevention and detection of a crime, for the purpose of safeguarding national security or when the law requires us to, such as in response to a court order or other lawful demand or powers contained in legislation.
  • Regulatory bodies such as the Information Commissioner's Office and Ofcom.


How long do we keep your personal data?


We keep your data while you have an account with us, and sometimes for a longer period, depending on whether there are legal or regulatory reasons for doing so.  Contact details, account details and payment history must be retained for seven years.  We have a legal obligation to keep your communications data for 12 months.  This includes the number calling, the number called and the time, date and duration of the call, text or fax.  Law enforcement agencies have the right to access this data to support the investigation and prosecution of serious crime.


Note: communications data records will be automatically deleted after 12 months.


Transfers to third countries


At Inotec Solutions your data is stored in our secure data centres which are located in the United Kingdom. Your information will not be transferred to a third country (defined under the UK GDPR as a country outside of the European Economic Area).


Keeping in touch with you


We want to keep you updated about our new products, services and any special offers that may become available. We promise to never share your personal information with any third party marketing company.  You can opt-in or opt-out of receiving these messages at any time, by using the 'unsubscribe' link contained in our marketing emails.


What are your rights?


You have the following rights under the UK GDPR:


  • The right to be informed.  Individuals have the right to be informed about the collection and use of their personal data. This privacy notice fulfils that requirement.
  • The right of access.  All of the information we have about you can be requested.
  • The right to rectification.  Please contact us on 01833600929
  • The right to erasure.  In certain circumstances, you have the right to request that we delete your personal data.  This does not apply if we have a legal reason for retaining it.
  • The right to restrict processing.  In certain circumstances, you have the right to ask us to 'restrict processing of data'.
  • The right to data portability.  You have a right to obtain some of the personal data we hold on you in a 'structured machine-readable' format.  This information is available as a spreadsheet from us.
  • The right to object.  You have the right to opt-out of any marketing communications that we may send you.  You can change your 'marketing preferences' at any time by using the 'unsubscribe' link contained in our marketing emails.
  • Rights related to automated decision-making including profiling.  Voipfone does not apply any automated decision-making or profiling to any of your personal data.


If you have any questions about how Inotec Solutions uses your personal data that are not answered here, or if you want to exercise your rights regarding your personal data, please contact our Customer Services team on 01833600929


You have the right of complaint and can do so with the Information Commissioner's Office (ICO). Further information, including contact details, are available at https://ico.org.uk/


Data Controller


The UK GDPR makes a distinction between organisations that process personal data for their own purposes, known as 'Data Controllers', and organisations that process personal data on behalf of other organisations, known as 'Data Processors'.


Inotec Solutions Ltd is a Data Controller, registered in England at the address below:


7 Black Horse Terrace
Woodland, Bishop Auckland, County Durham.
DL13 5RN


Changes to this privacy notice


We recognise that transparency is an ongoing commitment, so we will keep this privacy notice under regular review.  This privacy notice was last updated on 18th July 2024.


Got a question?


New technology can seem confusing at first, but don't worry, we are here to help!

Your call, email or chat will be handled by one of our real live customer services representatives - no AI, no bots.  You can speak to one of our Customer Service representatives by calling our dedicated Customer service line on 01833600929 and we will be happy to answer any questions you have.


Share by: