Pearl Lemon Voice respects your privacy and is committed to protecting your personal data.
This Privacy Policy explains how we collect, use, store, share, and protect personal information when you visit our website, contact us, use our services, book a consultation, make an enquiry, or communicate with us by phone, email, WhatsApp, form submission, or any other channel.
This policy is intended to meet transparency requirements under UK data protection law. In the UK, personal data is governed by the UK General Data Protection Regulation and the Data Protection Act 2018. GOV.UK confirms that UK data protection legislation controls how personal information is used by organisations, including businesses.
Please read this Privacy Policy carefully so you understand how we handle your information.
Pearl Lemon Voice provides business communication services for UK businesses, including business phone systems, call routing, VoIP-related services, WhatsApp communication support, missed-call recovery, number setup, call handling configuration, and related communication solutions.
For the purposes of this Privacy Policy, “Pearl Lemon Voice”, “we”, “us”, or “our” refers to the business operating this website and providing the services described on it.
If you have questions about this Privacy Policy or how your personal data is handled, you can contact us using the contact details displayed on our website.
We may collect personal data when you visit our website, complete a contact form, book a call, request information, use our services, speak with our team, or communicate with us through phone, email, WhatsApp, SMS, online forms, or other channels.
The personal data we may collect includes:
|
Type Of Data |
Examples |
|
Identity data |
Name, job title, company name, business role |
|
Contact data |
Email address, phone number, business address, WhatsApp contact details |
|
Business data |
Company size, sector, communication needs, current phone setup, service requirements |
|
Enquiry data |
Information submitted through website forms, consultation requests, call-back requests, support messages |
|
Communication data |
Emails, call notes, WhatsApp messages, SMS messages, voicemail messages, support conversations |
|
Technical data |
IP address, browser type, device type, operating system, website usage data |
|
Marketing data |
Communication preferences, newsletter preferences, campaign response data |
|
Service data |
Call routing preferences, business number information, call flow requirements, team access details |
|
Billing data |
Payment details, invoice details, transaction references, billing contact information |
We only collect data that is relevant to the purpose for which it is being collected.
We may collect personal data directly from you when you:
Complete a website contact form.
Book a consultation.
Request a quote.
Call us.
Send us an email.
Message us through WhatsApp or SMS.
Subscribe to updates or marketing material.
Become a client.
Use our business phone or communication services.
Ask for support.
Provide call routing, phone system, or team setup information.
We may also collect technical data automatically when you use our website through cookies, analytics tools, server logs, and similar technologies.
In some cases, we may receive information from third parties, such as referral partners, business directories, advertising platforms, analytics providers, CRM systems, payment processors, or communication service providers.
We use personal data to operate our business, provide our services, respond to enquiries, manage customer relationships, improve our website, and communicate with prospects and clients.
We may use your personal data to:
Respond to enquiries.
Book consultations.
Provide quotes.
Set up business phone systems.
Configure call routing.
Support WhatsApp communication workflows.
Manage missed-call recovery processes.
Provide customer support.
Process payments and invoices.
Manage service delivery.
Improve our website and user experience.
Send service updates.
Send relevant marketing communications where permitted.
Measure campaign performance.
Maintain records.
Comply with legal, regulatory, tax, and accounting obligations.
Prevent fraud, misuse, or unauthorised access.
The ICO states that organisations must provide people with information about purposes for processing, retention periods, and who personal data is shared with. (ICO) This Privacy Policy is designed to explain those points clearly.
We only process personal data where we have a lawful basis to do so. The ICO confirms that organisations must have a valid lawful basis to handle personal information.
Depending on the situation, we may rely on one or more of the following lawful bases:
|
Lawful Basis |
How It May Apply |
|
Contract |
To provide services you have requested or to take steps before entering into a contract |
|
Legitimate interests |
To respond to business enquiries, manage client relationships, improve services, prevent fraud, and market relevant services to business contacts |
|
Consent |
Where you have given clear permission, such as for certain marketing communications or optional cookies |
|
Legal obligation |
To comply with tax, accounting, regulatory, legal, or compliance duties |
|
Vital interests |
Rarely, where processing is necessary to protect someone’s life |
|
Public task |
Unlikely to apply to our usual business activities |
Where we rely on legitimate interests, we consider whether our business interest is balanced against your rights, freedoms, and expectations.
We may send marketing communications to business contacts, prospects, and clients where permitted by law.
This may include information about Pearl Lemon Voice services, business phone systems, VoIP solutions, WhatsApp communication, missed-call recovery, service updates, offers, and related communication services.
You can opt out of marketing communications at any time by using the unsubscribe link in our emails, replying to the communication, or contacting us directly.
Opting out of marketing does not stop us from sending important service-related communications, such as account updates, billing notices, support responses, or operational messages relating to services you use.
Because Pearl Lemon Voice provides business communication services, some services may involve call logs, call routing data, voicemail, call recordings, missed-call data, SMS data, WhatsApp-related communication data, or similar communication records.
Where call recording or communication logging is used, it may be used for purposes such as:
Service delivery.
Customer support.
Quality monitoring.
Training.
Compliance.
Dispute resolution.
Security.
Call handling improvement.
Lead follow-up and missed-call recovery.
Where call recording is enabled, clients are responsible for ensuring they have appropriate notices, consents, policies, and lawful bases in place for their own staff, customers, prospects, and callers.
If Pearl Lemon Voice processes call data on behalf of a client, the client may act as the data controller and Pearl Lemon Voice may act as a data processor, depending on the circumstances.
In some cases, Pearl Lemon Voice may process personal data on behalf of business clients as part of providing communication services.
This may include caller data, customer contact details, call logs, routing information, voicemail data, WhatsApp messages, SMS details, or other communication records.
Where we process personal data on behalf of a client, we will process that data only in accordance with applicable data protection law, relevant contractual terms, and the client’s lawful instructions.
Clients are responsible for ensuring that their own privacy notices, customer notices, staff policies, and consent mechanisms are suitable for their use of Pearl Lemon Voice services.
Our website may use cookies and similar technologies to operate properly, improve performance, analyse traffic, remember preferences, and support marketing activity.
Cookies may collect information such as:
IP address.
Device type.
Browser type.
Pages visited.
Time spent on the website.
Referral source.
Interaction with forms, buttons, or campaigns.
Some cookies are necessary for the website to function. Others may be used for analytics or marketing where permitted.
You can usually manage cookies through your browser settings. Where required, we will ask for consent before using non-essential cookies.
We may share personal data with trusted third parties where necessary to operate our business and provide our services.
This may include:
Telecom and VoIP service providers.
Hosting providers.
CRM providers.
Email service providers.
Payment processors.
Analytics providers.
Marketing platforms.
Customer support systems.
Cloud storage providers.
Professional advisers, such as accountants, lawyers, and consultants.
Regulators, authorities, or law enforcement where required by law.
Business partners or subcontractors involved in service delivery.
We only share personal data where there is a valid reason to do so and where appropriate safeguards are in place.
We do not sell your personal data.
Some of our service providers may process personal data outside the UK.
Where personal data is transferred outside the UK, we will take steps to ensure that appropriate safeguards are in place in accordance with applicable data protection law. These safeguards may include adequacy regulations, standard contractual clauses, international data transfer agreements, or other legally recognised transfer mechanisms.
We keep personal data only for as long as necessary for the purpose it was collected.
Retention periods may vary depending on the type of data, the reason it was collected, legal obligations, contractual needs, tax requirements, accounting rules, dispute risks, and service requirements.
For example:
|
Data Type |
Typical Retention Approach |
|
Enquiry data |
Kept for as long as needed to respond and manage follow-up |
|
Client account data |
Kept while services are active and for a reasonable period afterwards |
|
Billing and invoice records |
Kept as required for tax and accounting purposes |
|
Marketing data |
Kept until you opt out or the data is no longer useful |
|
Call logs and communication records |
Kept according to service requirements, client instructions, and legal needs |
|
Website analytics data |
Kept according to analytics and cookie settings |
When personal data is no longer needed, we will delete it, anonymise it, or securely archive it where appropriate.
We take reasonable technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, disclosure, or destruction.
These measures may include:
Access controls.
Password protection.
Secure systems.
Data minimisation.
Staff access limitations.
Cloud security measures.
Supplier due diligence.
Secure communication tools.
Internal policies and procedures.
No method of transmission or storage is completely secure, so we cannot guarantee absolute security. However, we take data protection seriously and work to reduce risk wherever reasonably possible.
Under UK data protection law, you may have rights in relation to your personal data.
These may include:
The right to be informed about how your data is used.
The right to access your personal data.
The right to correct inaccurate data.
The right to request deletion of your data.
The right to restrict processing.
The right to object to processing.
The right to data portability.
The right to withdraw consent where processing is based on consent.
The right to complain to the ICO.
The ICO explains that individuals have the right to access and receive a copy of their personal data, often referred to as a subject access request. In most circumstances, organisations should respond without delay and within one month.
To exercise your rights, contact us using the details provided on our website.
We may need to verify your identity before responding to a request.
If you are concerned about how we handle your personal data, please contact us first so we can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.
The ICO provides guidance for organisations and individuals on UK data protection rights, privacy notices, lawful bases, and complaints.
Our website may contain links to third-party websites, platforms, tools, or services.
We are not responsible for the privacy practices, content, security, or policies of third-party websites. You should read the privacy policies of any third-party site or service you use.
Pearl Lemon Voice services are intended for businesses and professional users. We do not knowingly collect personal data from children.
If we become aware that we have collected personal data from a child without appropriate permission, we will take reasonable steps to delete it.
We may update this Privacy Policy from time to time to reflect changes in our services, website, legal obligations, suppliers, or data handling practices.
The updated version will be posted on this page with a revised “last updated” date.
You should check this page periodically to stay informed about how we handle personal data.
For questions about this Privacy Policy, your personal data, or your rights, please contact Pearl Lemon Voice using the contact details displayed on our website.
