Our privacy notice explains how we collect, use, share and protect your personal information. It also explains your rights in relation to your personal data and how to contact us or make a complaint.

We regularly review and, where necessary, update our privacy information and post changes on our websites. If we plan to use personal data for a new purpose, we will update our privacy information and communicate the changes to the individuals concerned before starting any new processing

Who We Are

The data controller of your personal data is 4Com Technologies Limited (“we”, “us”, or “our”). We can be contacted at datacompliance@4com.co.uk One Lansdowne Plaza, 24 Christchurch Road, Bournemouth, BH1 3NE; 0330 444 4444. This Notice applies to you if you use our services (“our Services”) and if you contact us or we contact you about our Services. We are committed to protecting your privacy. We will only use the information that we collect about you lawfully and in accordance with the current Data Protection Act 2018.

Collecting Your Personal Data

The type of information we will collect about you includes (but is not limited to):

your name
address
phone number
email address
your business type
payment information such as bank details, direct debit, debit or credit card details that you provide us
information about financial associates in the case of partnerships
information about how you use our Services (including but not limited to call traffic and location data and billing information)
your activity on our Websites when you log in as a user
phone records including the numbers you call and send messages to and receive calls and messages from, the date, time length and cost of these communications including the broad location at the time of these communications; call recordings
roaming information (such as the country you were in and the network used including dates and times)
your communications with us
information you give to us when entering customer surveys
information about your online browsing behaviour on our Websites and information about when you click on one of our adverts
your activity on our Websites when you log in as a user

For our customers, this personal data is required to provide our Services to you. If you do not provide the personal data information we ask for, it may delay or prevent us from providing our Services to you.

How your personal data is collected

We collect personal data:-

Directly from you (for our customers, this is when you enquire about a product or service, when you make a purchase or during the subsequent processing stages of an order)
Indirectly through the usage of our Services e.g. when you make calls

How and Why We Use Your Personal Data

Under Data Protection Law, we can only use your personal data if we have a proper reason for doing so, for example:

for the performance of our contract with you or to take steps at your request before entering into a contract;
for our legitimate interests or those of a third party;
to comply with our legal obligations; or
where you have given consent.

A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests. The list below explains what we use your personal data for and our lawful basis for doing so.

To provide our Services to our customers including checking your eligibility for our Services, managing your account, applications and ordersThis is necessary for the performance of our contract with our customers or to take steps at our customer’s request before entering into a contract.
For billing and payment purposes, financial or management forecasts and to collect debt
This is necessary for our legitimate interests or those of a third party i.e. In the event that we are forced to pass your information to a debt recovery service.
To verify your identity or to perform any other authentication that we need
This is necessary to comply with our legal obligations.
To find and stop criminal activity, misuse of, or damage to, our Services or network and other assets. Also to defend our rights or property and protect the rights and interests of our customers and website users.
This is necessary for our legitimate interests or those of a third party i.e. to minimise fraud that could be damaging for us and for you.
To carry out credit checks
This is necessary for the performance of our contract with our customers or to take steps at our customers’ request before entering into a contract.
To tell you about the products and services you use and let you know if we make changes to them (please note that you will not be able to opt-out of receiving essential service communications)
This is necessary for the performance of our contract with our customers or to take steps to advise customers of new products that could have a material bearing on the performance of their telephony solutions.
To market and advertise our products and services to you – if you have chosen to receive these
This is necessary for our legitimate interests or those of a third party i.e. To ensure that customers are being offered the latest technology or information about end of life of a product which could detrimentally affect their business.
For internal purposes such as management, research, analytics, corporate reporting, credit scoring and to improve business efficiencies
This is necessary for our legitimate interests or those of a third party i.e. to make sure we are following our own internal procedures so we can deliver the best service to you.
To analyse trends in call types, phone usage and undertake industry-specific research
This is necessary for our legitimate interests or those of a third party i.e. to be in a position to offer better tariffs, products and services to customers.
To provide effective security and technical support of our products and services and help maintain service quality (this also means that we may monitor or record calls to our customer services for authentication, security, quality and training purpose)
This is necessary for the performance of our contract with our customers or to take steps to alert a customer to breaks in service usually from third-party suppliers
Other processing necessary to comply with legal and regulatory obligations that apply to our business e.g. under health and safety regulations
This is necessary to comply with our legal obligations.
Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies
This is necessary to comply with our legal obligations.
Ensuring business policies are adhered to (e.g. policies covering security and internet use)
This is necessary for our legitimate interests or those of a third party i.e. to make sure we are following our own internal procedures so we can deliver the best service to you.
Operational reasons, such as improving efficiency, training and quality control
This is necessary for our legitimate interests or those of a third party i.e. to be as efficient as we can so we can deliver the best service for you at the best price.
Ensuring the confidentiality of commercially sensitive information
This is necessary for our legitimate interests or those of a third party i.e. to protect trade secrets and other commercially valuable information and to comply with our legal obligations.
Preventing unauthorised access and modifications to systems
This is necessary for our legitimate interests or those of a third party i.e. to prevent and detect criminal activity that could be damaging for us and for you. It is also necessary to comply with our legal obligations.
Updating and maintaining customer records
This is necessary for the performance of our contract with you or to take steps at your request before entering into a contract and to comply with our legal obligations. It’s also necessary for our legitimate interests or those of a third party e.g. making sure that we can keep in touch with our customers about existing orders and new products.
Statutory returns
This is necessary to comply with our legal obligations.
Ensuring safe working practices, staff administration and assessments
This is necessary to comply with our legal and regulatory obligations and for our legitimate interests or those of a third party e.g. to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you.
The audit of our accounts
This is necessary to comply with our legal obligations.
To administer and protect our business and our Website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)
This is necessary to comply with our legal obligations Necessary for our legitimate interests e.g. for running our business, provision of administration and IT services and networking security.
To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you
This is necessary for our legitimate interests i.e. to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy.
To use data analytics to improve our Website, products/services, marketing, customer relationships and experiences
This is necessary for our legitimate interests i.e. to define types of customers for our products and services, to keep our Website updated and relevant, to develop our business and to inform our marketing strategy.

Automated Decision Making

4Com shares customer personal data with third-party financiers where a customer requests funding to lease a telephone system. Customer personal data may be used by 4Com Technologies Limited or third-party financiers for credit, fraud and anti-money laundering checks in accordance with the lawful bases set out in the above table. You have the right to contest any decision based solely on automated decision making that produces legal effects concerning you or similarly significantly affects you – see below: ‘Your rights’ for information about how you can exercise this right.

Social Share Buttons

If you click on one of the social share buttons on our Website, personal information will be transmitted to the relevant social media provider. By clicking on a social share button, the provider will receive information that your browser has accessed a specific page on our Website. This occurs even if you do not have an account with the provider or are currently not logged into your account with the provider. This information will be directly transmitted by your browser to the provider’s server (which may be located in countries such as the US) and stored there. If you are logged into an account with the provider, they can directly assign your visit to our Website to your account. If you interact with the share dialogue window (e.g. by leaving a comment), this information will also be directly transmitted to the provider’s server and stored there. This information will also be published on the provider’s page and shown to your contacts. If you do not want the provider to assign the data collected during your visit to our Website to your user account, you must first log out of your account before using the plug-in. To find out more about how the social media providers collect, process and use personal data, as well as how to protect your privacy, please refer to the providers’ privacy policies.

Below is a list of the providers whose social share buttons are on our Website with a link to their privacy policies:

Twitter
YouTube
LinkedIn
Facebook
Instagram

Marketing Communications

We may use your personal data to send you periodic communications (by email or direct mail) about future product launches.

We have a legitimate interest in processing your personal data for marketing purposes. This means we do not usually need your consent to send you information about features, products, services, events and special offers. However, where consent is needed, we will ask for this consent separately and clearly.

We will always treat your personal data with the utmost respect and never sell or share it with other organisations for marketing purposes.

You have the right to opt-out of receiving marketing communications at any time by:

Emailing datacompliance@4com.co.uk or writing to us at One Lansdowne Plaza, 24 Christchurch Road, Bournemouth, BH1 3NE (for the attention of the Compliance Team) or calling us on 0330 444 4444 or using the ‘unsubscribe’ link in our emails.

We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.

Third-party marketing

We will get your express opt-in consent before we share your personal data with any other company for marketing purposes

Welcome Guide

Welcome to Mi4Com