Privacy and Customer Data Retention Policy
This privacy policy is here to help you understand what information we collect and how
we use it. This policy only describes how Sota | Easykall treats your information, not how
other organisations treat your information. If you are using Sota | Easykall in a workplace
or on a device or account issued to you by your employer or another organisation, that
company or organisation likely has its own policies regarding storage, access,
modification, deletion, and retention of communications and content which may apply to
your use of any Sota | Easykall service. Content that would otherwise be considered
private to you or to a limited group of people may, in some cases, be accessible by your
account owner or administrator. Please check with your employer or account
administrator about the policies it has in place regarding your communications.
Fair and Lawful Processing
Many of the current regulations and processes Sota | Easykall adhere to require a person
to be named as the subscriber for the service. An example of this may be a telephone
number or broadband service that cannot be anonymous or unnamed or without an
address for installation or emergency services purposes. Person(s) wishing to continue
with services should, therefore, offer an alternative to allow Sota | Easykall to continue
being able to continue providing existing services.
Information we collect
Sota | Easykall collects different kinds of information. Some of it is personally identifiable
and some are non-identifying or aggregated. Here are the types of information we collect
or receive:
1. Account Information – This includes all the information under your account details
within our web portal. It includes names and full contact details for the individual or
business that created the account. This is vital for accounting purposes and
conforming to our regulatory provisions for providing accurate access to the
emergency services.
2. Call detail records (CDRs) – This is a record of the communication that has
traversed the Sota | Easykall network. It typically includes a source, destination and
duration although it can also include quality metrics and fraud prevention data
too. CDRs allow us to create an itemised bill for you which forms part of our
accounting procedures.
3. Payment Records – Sota | Easykall retains a transaction history of purchases
made for products and services. This is fundamental to our accounting processes.
4. Websites and portals – Our websites use cookies in order to offer users
functionality. We also use cookies for analytical and service improvements. Sota |
Easykall monitors login data for fraud and security protection.
5. Communicating with Sota | Easykall – We operate systems which log details of
calls, emails and web chat correspondence. This allows us to deal with our
customers effectively.
6. Call Recordings – Call recordings are disabled by default and are opt-in only.
Cookies
Cookies enable you to use shopping carts and to personalize your experience on our sites.
Sota | Easykall websites’ use cookies to function:
How we use your information (Processing your data)
Sota | Easykall uses your information for the following:
1. Providing the Sota | Easykall service and improving our products – To make the
product better we have to understand how users are using it.
2. Investigating and preventing bad stuff from happening – We work hard to keep
Sota | Easykall secure and to prevent abuse and fraud. This may also include
requests from the authorities or courts.
3. Communicating with you – Solving your problems and responding to your
requests. If you contact us with a problem or question, we will use your information
to respond to that request and address your problems or concerns.
4. Email messages – We may send you service and administrative emails, such as
when we notice that you are nearing credit limits. We may also contact you to
inform you about changes in our services, our service offerings and important
service-related notices, such as changes to this policy or security and fraud
notices. These messages are considered part of the service and you may not opt-
out of them.
Data Retention
5. Call Recordings – If activated are stored for 30 calendar days unless specified to
be longer by you.
6. Call Detail Records (CDRs) – Are stored for 12 calendar months and then deleted.
7. Account Data – If the authorised account holder chooses to deactivate the
account. The data will be archived for no more than 15 years.
8. Correspondence – This includes but is not limited to: emails, call-recordings, CDRs,
webchats, Fax transmissions and post. The data may be kept for no more than 15
years.
9. Payment Data – Sota | Easykall does not process nor retain card payment data. All
sensitive transactional payment data is processed and stored in accordance with
PCI-DSS regulations by payment providers as Stripe or PayPal. Sota | Easykall.
Sharing and Disclosure
There are times when communications and related content and other user information
may be shared by Sota | Easykall. With consent, to comply with legal process, or to protect
Sota | Easykall and our users. When we have your consent or if we believe that disclosure
is reasonably necessary to comply with a law, regulation or legal request; to protect the
safety, rights, or property of the public, any person, or Sota | Easykall; or to detect, prevent,
or otherwise address fraud, security or technical issues. If we receive law enforcement or
other third-party request for information, we will provide prior notice to the subject of the
request where we are legally permitted to do so.
Security
Sota | Easykall takes reasonable steps to protect the information you provide to us as part
of your use of the Sota | Easykall service from loss, misuse, and unauthorised access or
disclosure. These steps take into account the sensitivity of the information we collect,
process and store and the current state of technology. When you enter sensitive
information (such as sign-in credentials) we encrypt the transmission of that information
using secure socket layer technology (SSL) and encrypt all data at rest. We follow
generally accepted standards to protect the personal data submitted to us, both during
transmission and once we receive it. All Sota | Easykall staff are trained and partake in
refresher training in data protection.
Data Storage and Transfers
Sota | Easykall does not store or process data outside of the United Kingdom.
Data Subjects Rights & Data Protection Officer
Data Subjects have the rights in relation to their personal data under the Privacy
Legislation. Those rights include;
The right to be informed
The right of access
The right to rectification
The right to erasure
The right to restrict processing
The right to data portability
The right to object
Rights in relation to automated decision making and profiling
Changes to this Privacy Policy
Sota | Easykall may change this policy from time to time, and if we do, we’ll post any
changes on this page. If you continue to use Sota | Easykall after those changes are in
effect, you agree to the revised policy. If the changes are material, we may provide more
prominent notice or seek your consent to the new policy.
This privacy policy does not cover third party websites that you can link to through the
Website. We accept no liability for these sites. If you have any complaints, questions or
comments about this privacy policy or Sota | Easykall Limited’s use of your personal
information, you can contact Sota | Easykall here support@easykall.co.uk
