Privacy Policy

Last updated: 27 July 2026

That’s My Call Ltd respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, use our services or speak to us when we are answering calls on behalf of one of our clients.

1. Who we are

That’s My Call Ltd is a telephone answering, virtual receptionist and business support provider.

Company name: That’s My Call Ltd
Company number: 09593925
Registered address: Office 14, Centreline Business Hub, 136–140 Wallasey Road, Wallasey, Wirral, CH44 2AF
Telephone: 0151 650 8777
Privacy enquiries: enquiries@thatsmycall.co.uk

That’s My Call Ltd is registered with the Information Commissioner’s Office.

Depending on the circumstances, we may act as either:

  • a data controller, where we decide how and why personal information is used; or

  • a data processor, where we handle personal information on behalf of one of our clients and follow their instructions.

For example, we normally act as a controller when handling website enquiries, client account information and our own business records. When we answer calls and take messages on behalf of a client, that client will normally be the controller and That’s My Call will act as their processor.

2. Personal information we collect

The information we collect depends on how you interact with us.

It may include:

  • your name;

  • business or organisation name;

  • telephone number;

  • email address;

  • postal address;

  • details included in an enquiry or message;

  • information you provide during a telephone call;

  • call recordings;

  • client instructions and call-handling preferences;

  • account, invoicing and payment information;

  • correspondence between you and our team;

  • website usage information, including IP address, browser and device information;

  • marketing preferences; and

  • any other information you choose to provide.

When answering calls for a client, we may also collect information requested by that client, such as the reason for the call, reference numbers, appointment details or other relevant information.

Some calls may involve sensitive or special-category information, such as health information. Where this occurs, we handle the information only as required to provide the service and in accordance with the client’s instructions and applicable data-protection requirements.

3. How we collect personal information

We may collect personal information:

  • when you complete a form on our website;

  • when you telephone or email us;

  • when you enquire about or purchase one of our services;

  • when you become a client, supplier or business contact;

  • when we answer a call on behalf of one of our clients;

  • when you sign up to receive news and updates;

  • through our website cookies and analytics tools;

  • through our telephone and call-recording systems;

  • through our client relationship management system; and

  • from our clients, suppliers or professional contacts where this is relevant to providing our services.

Website contact-form submissions are stored within Squarespace and emailed to our dedicated website-contact inbox at contact@thatsmycall.co.uk.

Our website forms use Google reCAPTCHA to help protect the website from spam and automated submissions.

4. How we use your information

We may use personal information to:

  • respond to enquiries;

  • provide quotations and information about our services;

  • set up and manage client accounts;

  • provide telephone answering, virtual receptionist, AI answering and business support services;

  • answer calls and take messages in accordance with client instructions;

  • forward messages to the appropriate person;

  • manage call-handling instructions;

  • maintain records of calls and communications;

  • arrange appointments or update client systems where agreed;

  • process invoices and payments;

  • manage our business relationship with clients and suppliers;

  • provide customer support;

  • investigate complaints or service issues;

  • maintain the security of our website, systems and services;

  • comply with legal, regulatory, accounting and tax obligations;

  • improve our services and website; and

  • send marketing emails where you have chosen to receive them.

We will not sell your personal information.

5. Our lawful bases for using personal information

Under UK data-protection law, we must have a lawful reason for using personal information.

Depending on the circumstances, we may rely on:

Contract

We may use information where it is necessary to enter into or perform a contract with you, such as providing telephone answering services or managing your account.

Legitimate interests

We may use information where it is reasonably necessary for our legitimate business interests, including:

  • responding to business enquiries;

  • managing client and supplier relationships;

  • providing and improving our services;

  • maintaining accurate business records;

  • protecting our systems and preventing fraud or misuse; and

  • dealing with complaints and service issues.

We consider the impact on individuals before relying on legitimate interests.

Legal obligation

We may use and retain information where this is necessary to comply with legal, regulatory, tax or accounting obligations.

Consent

We rely on consent where you actively choose to receive marketing emails or where consent is otherwise required.

You may withdraw your consent at any time.

6. Telephone calls and call recordings

Calls handled through our telephone system may be recorded.

Recordings may be used for:

  • service delivery;

  • message verification;

  • quality monitoring;

  • staff training;

  • investigating complaints or queries; and

  • protecting the legitimate interests of our clients and our business.

Call recordings held through our current telephone system are normally retained for one year and are then deleted in accordance with the system’s retention arrangements, unless a recording needs to be retained for longer because of a complaint, legal issue or other justified reason.

When answering calls on behalf of a client, the client is normally responsible for determining the purpose for which the recording and caller information are used.

7. Website forms and Squarespace

Our website is hosted through Squarespace.

When you submit a website form, the information may be:

  • stored within Squarespace;

  • added to Squarespace Contacts;

  • emailed to our website-contact inbox; and

  • accessed by authorised members of our team.

Our forms are not currently connected to Google Drive, Zapier or Mailchimp.

Squarespace and its service providers may process technical and form-related information to provide and secure the website.

8. Email marketing and newsletters

Our website contact form includes an optional, unticked box allowing you to sign up for news and updates.

Where you choose to sign up, we may use your email address to send occasional:

  • business news;

  • service updates;

  • useful information;

  • newsletters; and

  • relevant offers from That’s My Call.

We will only use the sign-up information for marketing where you have actively opted in or where another lawful marketing basis applies.

You can unsubscribe or change your preference at any time by:

  • using the unsubscribe option included in a marketing email; or

  • emailing enquiries@thatsmycall.co.uk.

We will stop sending marketing communications where you withdraw your consent or object to receiving them. We may retain limited information on a suppression or “do not contact” list to ensure that we respect your preference in future.

People must be able to withdraw marketing consent, and organisations must stop the relevant marketing when someone unsubscribes or objects.

9. Who we share personal information with

We may share information where necessary with:

  • our employees and authorised team members;

  • the client on whose behalf we answered a call;

  • our website and hosting providers;

  • our telephone and communications providers;

  • our CRM and IT support providers;

  • email and cloud-storage providers;

  • accounting, invoicing and payment providers;

  • professional advisers, including accountants, solicitors and insurers;

  • regulators, courts, law-enforcement bodies or public authorities where required; and

  • other service providers acting on our instructions.

We only share information where there is a legitimate reason to do so and only share the information reasonably required for that purpose.

When we use suppliers to process personal information on our behalf, we expect them to protect the information and use it only in accordance with our instructions and applicable law.

10. International transfers

Some of our technology providers may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we take steps to ensure appropriate safeguards are used in accordance with applicable data-protection law.

These safeguards may include UK adequacy regulations, approved contractual safeguards or other lawful transfer mechanisms.

11. How we protect personal information

We take reasonable technical and organisational measures to protect personal information against loss, misuse, unauthorised access, alteration or disclosure.

These measures include:

  • individual computer logins;

  • individual CRM logins;

  • restricting access to authorised team members;

  • password-protected systems;

  • appropriate access controls;

  • secure business email accounts;

  • staff confidentiality requirements;

  • data-protection procedures; and

  • working with established technology and service providers.

No method of electronic storage or transmission is completely secure, but we take reasonable steps to protect the information entrusted to us.

12. How long we keep personal information

We retain personal information only for as long as it is reasonably required for the purpose for which it was collected.

Our general retention approach is:

Call recordings

Normally retained for one year, unless there is a justified reason to retain a particular recording for longer.

Website enquiries

Retained for as long as necessary to respond to the enquiry and manage any resulting business relationship. Older enquiries will be reviewed periodically and deleted when they are no longer required.

Client and CRM records

Retained while the client relationship is active and reviewed periodically after the relationship ends.

Information may be retained for longer where it is required for legal, contractual, insurance, complaint-handling, accounting or regulatory purposes. Records that are no longer needed will be deleted or anonymised where appropriate.

Accounting and transaction records

Normally retained for at least six years, where required for company, tax and accounting purposes. UK government guidance states that limited companies generally need to keep accounting records for six years from the end of the relevant financial year.

Marketing records

Retained while you remain subscribed.

Where you unsubscribe, we may keep limited details on a suppression list so that we do not accidentally contact you again.

Complaints and legal matters

Retained for as long as necessary to investigate and resolve the matter and to establish, exercise or defend legal claims.

13. Cookies and website analytics

Our website may use cookies and similar technologies to:

  • make the website work correctly;

  • remember preferences;

  • maintain website security;

  • understand how visitors use the website; and

  • measure and improve website performance.

Some cookies are essential for the website to function. Other cookies, such as analytics or marketing cookies, may require your consent.

Further information about cookies and how to manage them is available through our cookie banner or Cookie Policy.

Businesses that use personal information need an accessible privacy notice, and websites may also need to explain their use of cookies.

14. Your data-protection rights

Depending on the circumstances, you may have the right to:

  • ask for access to the personal information we hold about you;

  • ask us to correct inaccurate or incomplete information;

  • ask us to delete your information;

  • ask us to restrict how we use your information;

  • object to certain uses of your information;

  • withdraw consent;

  • receive certain information in a portable format; and

  • complain about how your information has been handled.

These rights do not apply in every situation, and legal exemptions may apply. The ICO recognises rights including access, rectification, erasure, restriction, objection and data portability.

To exercise a right, contact:

Email: enquiries@thatsmycall.co.uk
Post: That’s My Call Ltd, Office 14, Centreline Business Hub, 136–140 Wallasey Road, Wallasey, Wirral, CH44 2AF

We may need to ask for information to confirm your identity before responding.

15. Complaints

Please contact us first if you have a concern about how we have handled your personal information.

Email: enquiries@thatsmycall.co.uk
Telephone: 0151 650 8777

We will investigate your concern and try to resolve it.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection.

16. Links to other websites

Our website may contain links to websites operated by other organisations.

We are not responsible for the privacy practices or content of third-party websites. You should review their privacy information before providing personal information to them.

17. Changes to this Privacy Policy

We may update this Privacy Policy when our services, systems, suppliers or legal responsibilities change.

The latest version will be published on this page with the updated date shown at the top.

18. Contact us

For questions about this Privacy Policy or how we use personal information, contact:

That’s My Call Ltd
Office 14
Centreline Business Hub
136–140 Wallasey Road
Wallasey
Wirral
CH44 2AF

Email: enquiries@thatsmycall.co.uk
Telephone: 0151 650 8777
Company number: 09593925