The defined terms in this Policy have the same meaning as in our Terms of Service , which You should read together with this Policy. By accessing our Website and using our Service, You consent to the terms of this Policy and agree to be bound by it and our Terms of Use.
Data we collect
Billingbooth is a provider of billing and invoicing services specialising in the telecommunications industry.
The Service involves the storage of Data about a company or individual. That Data can include personal information. “Personal information” is information about an identifiable individual, and may include information such as the individual’s name, email address, telephone number, and accounting and financial information.
Billingbooth may collect personal information directly from You when You:
- register to use the Service,
- use the Service,
- contact the Billingbooth support team, and
- visit our Website.
You can always choose not to provide Your personal information to Billingbooth, but it may mean that we are unable to provide You with the Service.
Billingbooth as a Data Processor
Through Your use of the Service, Billingbooth may also collect information from You about someone else. If You provide Billingbooth with personal information about someone else, You must ensure that You are authorised to disclose that information to Billingbooth and that, without Billingbooth taking any further steps required by applicable data protection or privacy laws, Billingbooth may collect, use and disclose such information for the purposes described in this Policy.
Unless you are using legitimate interests as the legal basis for processing data, this means that You must take reasonable steps to ensure the individual concerned is aware of and/or consents to the various matters detailed in this Policy, including the fact that their personal information is being collected, the purposes for which that information is being collected, the intended recipients of that information, the individual's right to obtain access to that information, Billingbooth’s identity, and how to contact Billingbooth.
Where requested to do so by Billingbooth, You must also assist Billingbooth with any requests by the individual to access or update the personal information You have collected from them and entered into the Service.
How we use data
Billingbooth collects Your personal information so that we can provide You with the Service and any related services You may request. In doing so, Billingbooth may use the personal information we have collected from You for purposes related to the Services including to:
- verify Your identity,
- administer the Service,
- notify You of new or changed services offered in relation to the Service,
- assist with the resolution of technical support issues or other issues relating to the Service,
- comply with laws and regulations in applicable jurisdictions, and
- communicate with You.
By using the Service, You consent to Your personal information being collected, held and used in this way and for any other use You authorise. Billingbooth will only use Your personal information for the purposes described in this Policy or with Your express permission.
It is Your responsibility to keep Your password to the Service safe. You should notify us as soon as possible if You become aware of any misuse of Your password, and immediately change your password within the Service or via the “Forgotten Password” process.
Aggregation of non-personally identifiable data
By using the Service, You agree that Billingbooth can access, aggregate and use non-personally identifiable data Billingbooth has collected from You. This data will in no way identify You or any other individual.
Billingbooth may use this aggregated non-personally identifiable data to:
- assist us to better understand how our customers are using the Service,
- provide our customers with further information regarding the uses and benefits of the Service,
- enhance small business productivity, including by creating useful business insights from that aggregated data and allowing You to benchmark Your business’ performance against that aggregated data, and
- otherwise to improve the Service.
Security
Billingbooth is committed to protecting the security of Your personal information and we take all reasonable precautions to protect it from unauthorised access, modification or disclosure. Your personal information is stored on secure servers that have SSL Certificates issued by leading certificate authorities Go Daddy, and all Data transferred between You and the Service is encrypted.
However, the Internet is not in itself a secure environment and we cannot give an absolute assurance that Your information will be secure at all times. Transmission of personal information over the Internet is at Your own risk and You should only enter, or instruct the entering of, personal information to the Service within a secure environment.
We will advise You at the first reasonable opportunity upon discovering or being advised of a security breach where Your personal information is lost, stolen, accessed, used, disclosed, copied, modified, or disposed of by any unauthorised persons or in any unauthorised manner.
How we disclose data
Billingbooth will only disclose the personal information You have provided to us to entities outside the Billingbooth group of companies if it is necessary and appropriate to facilitate the purpose for which Your personal information was collected pursuant to this Policy, including the provision of the Service.
Billingbooth will not otherwise disclose Your personal information to a third party unless You have provided Your express consent. However, You should be aware that Billingbooth may be required to disclose Your personal information without Your consent in order to comply with any court orders, subpoenas, or other legal process or investigation including by tax authorities, if such disclosure is required by law. Where possible and appropriate, we will notify You if we are required by law to disclose Your personal information.
No Financial information is stored
If You choose to pay for the Service by Direct Debit mandate, Your bank account details are not stored by the Service and cannot be accessed by Billingbooth staff. Your bank account details are encrypted and securely stored by GoCardless Limited to enable Billingbooth to automatically bill your bank account on a recurring basis. You should review GoCardless Limited’s Privacy Policy to ensure you are happy with it.
In the case where You pay for the Service by credit card, Your credit card details are securely stored and managed by Stripe Payments Europe Ltd. You should review Stripe Payments Europe Ltd’s Privacy Policy to ensure you are happy with it.
Access to your data
It is Your responsibility to ensure that the personal information You provide to us is accurate, complete and up-to-date. You may request access to the information we hold about You, or request that we update or correct any personal information we hold about You, by setting out Your request in writing and sending it to us at [email protected].
Billingbooth will process Your request as soon as reasonably practicable, provided we are not otherwise prevented from doing so on legal grounds. If we are unable to meet Your request, we will let you know why. For example, it may be necessary for us to deny Your request if it would have an unreasonable impact on the privacy or affairs of other individuals, or if it is not reasonable and practicable for us to process Your request in the manner You have requested. In some circumstances, it may be necessary for us to seek to arrange access to Your personal information through a mutually agreed intermediary (for example, the Subscriber).
We’ll only keep Your personal information for as long as we require it for the purposes of providing You with the Service. However, we may also be required to keep some of Your personal information for specified periods of time, for example under certain laws relating to corporations, money laundering, and financial reporting legislation.
Use of cookies
In providing the Service, Billingbooth utilises "cookies". A cookie is a small text file that is stored on Your computer for record-keeping purposes. A cookie does not identify You personally or contain any other information about You but it does identify Your computer.
We and some of our affiliates and third-party service providers may use a combination of “persistent cookies” (cookies that remain on Your hard drive for an extended period of time) and “session ID cookies” (cookies that expire when You close Your browser) on the Website to, for example, track overall site usage, and track and report on Your use and interaction with ad impressions and ad services.
You can set your browser to notify You when You receive a cookie so that You will have an opportunity to either accept or reject it in each instance. However, You should note that refusing cookies may have a negative impact on the functionality and usability of the Website.
We do not respond to or honour “Do Not Track” requests at this time.
Opt-out of communications
Billingbooth sends billing information, product information, Service updates and Service notifications to You via email. Our emails will contain clear and obvious instructions describing how You can choose to be removed from any mailing list not essential to the Service. Billingbooth will remove You at Your request.
You are responsible for transfer of Your data to third-party applications
The Service may allow You, the Subscriber, or another Invited User within the relevant subscription to the Service to transfer Data, including Your personal information, electronically to and from third-party applications. Billingbooth has no control over, and takes no responsibility for, the privacy practices or content of these applications. You are responsible for checking the privacy policy of any such applications so that You can be informed of how they will handle personal information.
Our complaints process
If You wish to complain about how we have handled Your personal information, please provide our Privacy Officer with full details of Your complaint and any supporting documentation:
- by e-mail at [email protected], or
- by letter to The Privacy Officer, Voicebooth Limited, Ashbourne House, The Guildway, Old Portsmouth Road, Guildford, Surrey, GU3 1LR, United Kingdom.
Our Privacy Officer will endeavour to:
- provide an initial response to Your query or complaint within 10 business days, and
- investigate and attempt to resolve Your query or complaint within 30 business days or such longer period as is necessary and notified to you by our Privacy Officer.
This policy may be updated from time to time
Billingbooth reserves the right to change this Policy at any time, and any amended Policy is effective upon posting to this Website. Billingbooth will make every effort to communicate any significant changes to You via email or notification via the Service. Your continued use of the Service will be deemed acceptance of any amended Policy.
Last Updated: April 2018
