Privacy Policy

The data we collect

When you use a form on this website we collect what you enter. Depending on the form, that can include your name, company, work email, phone number, the number of staff, mobile lines or sites, the services you're interested in, your postcode, your current provider and contract end date, your answers to our free checks (the IT health check, the Cyber Essentials readiness check and the PSTN switch-off check), any message you write, and whether you'd like marketing emails. We also record which page you sent the form from and, if you arrived from one of our campaigns, the campaign tags in the web address.

If you upload a mobile bill for a bill review, we collect the file. Bills can contain names, phone numbers and usage details.

When you become a customer, a supplier or a business partner we collect the contact and account details we need to provide or receive services, including invoices, service agreements and support records.

When you apply for a job we collect the information in your application.

When you visit this website our server keeps standard technical logs to keep the site secure. If you accept analytics cookies, Google Analytics also collects information about how you use the site (see Cookies below).

How we use personal data, and our lawful basis

• Replying to your enquiry and providing what you asked for, such as a quote, an availability check, a bill review or your free check results. Lawful basis: our legitimate interest in responding to business enquiries, or taking steps at your request before entering into a contract.
• Providing our services to customers, including support, billing and account management. Lawful basis: contract.
• Marketing emails, including our monthly newsletter, only if you ticked the opt-in box or signed up to the newsletter. You can unsubscribe at any time using the link in every email or by contacting us. Lawful basis: consent.
• Website analytics, only if you accept analytics cookies. Lawful basis: consent.
• Keeping the website and our systems secure, including stopping spam and repeated form submissions. Lawful basis: legitimate interests.
• Recovering unpaid or disputed accounts, where we may pass details to our appointed debt recovery agents or legal representatives. Lawful basis: legitimate interests.
• Meeting our legal obligations, such as keeping accounting records. Lawful basis: legal obligation.

When an enquiry arrives we give it a priority score, based on things like the services you're interested in and when your contract ends, so the right person calls you back in good time. This only decides the order and urgency of our follow-up; it doesn't make any decision that has a legal or similarly significant effect on you.

We only use your personal data for the purpose we collected it for, unless the new purpose is compatible with it or you have agreed.

Who we share it with

We don't sell personal data. We share it only with organisations that help us run our business, under contracts that require them to protect it:

• Microsoft, for email (Microsoft 365) and our customer relationship management system (Dynamics 365), where your enquiry and our follow-up are recorded.
• Our website hosting provider, which stores the website and the enquiries sent through it.
• Google, for Google Analytics, only if you accept analytics cookies.
• Suppliers we use to deliver your services, such as network operators and mobile and connectivity partners, when you become a customer and only as needed to provide the service.
• Debt recovery agents and legal representatives, as described above.
• Regulators, law enforcement or other authorities, where the law requires it.

Some of these providers may process data outside the UK. Where they do, we make sure appropriate safeguards are in place, such as UK adequacy regulations or the UK International Data Transfer Agreement or Addendum.

How long we keep it

• Website enquiries are kept in the website for 2 years and then deleted automatically. If you become a customer, your details move to our customer records.
• Uploaded mobile bills are stored privately, can only be opened by our staff, and are deleted automatically 30 days after you send them.
• Newsletter and marketing consent is kept until you unsubscribe or withdraw consent.
• Customer and supplier records are kept for as long as we work together and afterwards for as long as the law requires, for example for tax and accounting.
• Job applications are kept for as long as needed for the recruitment process, unless you agree to us keeping them longer.
• Security records used to stop repeated form submissions are kept for 10 minutes and don't store your IP address itself.

Cookies

Cookies are small files a website saves in your browser. This website uses as few as possible and only sets analytics cookies if you agree.

Analytics is off until you choose "Accept analytics" on the cookie banner. If you choose "Reject analytics", no analytics cookies are set and any set earlier are removed. You can change your mind at any time using "Cookie settings" at the bottom of every page. Analytics data is kept in Google Analytics for no more than 14 months.

The website's fonts are hosted on our own server, so loading a page doesn't send your details to font providers. Links to other websites, such as LinkedIn, Microsoft Bookings or Google Maps, are covered by those websites' own privacy policies.

Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal data we hold about you
• ask us to correct data that's wrong or incomplete
• ask us to delete your data
• ask us to restrict how we use your data, or object to us using it, including for direct marketing at any time
• ask us to transfer data you gave us to another organisation
• withdraw your consent at any time, where we rely on consent

To use any of these rights, email gethelp@indigocomms.co.uk with "Data protection" in the subject line. We'll respond within one month. There's normally no charge, but we may charge a reasonable fee or refuse a request that is clearly unfounded or excessive.

If you're unhappy with how we've handled your data, please contact us first so we can try to put it right. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.

Keeping your data safe

We hold Cyber Essentials Plus and ISO 27001:2022 certification. Access to personal data is limited to staff who need it, uploaded bills are stored privately, and our website forms are protected against spam and misuse.

Our services are for businesses and organisations and aren't aimed at children.

Keeping your data up to date, and changes to this policy

If any of the personal data we hold about you changes, please let us know so our records stay accurate.

We may update this policy from time to time. The date at the top shows when it was last changed.