Privacy Policy for Website Visitors

1. Introduction

Clear Ring Ltd (“Clear Ring”, “we”, “our”, “us”) is a call tracking and analytics provider. Our software gives website owners (“our Clients”) the ability to track calls and form submissions, record calls where they choose to enable it, and measure how their marketing performs.

This policy explains how Clear Ring collects and processes your personal data when you visit the website of one of our Clients. If you want to know how we process data collected through the Clear Ring website itself, or how we handle the data of our own customers, please read our main Privacy Policy instead.

2. About us and the services we provide

Clear Ring Ltd is registered in England and Wales (Company No. 12866676), with its registered office at 17 Boundary Street, Liverpool, United Kingdom, L5 9UB.

We have appointed a data protection officer who is responsible for overseeing questions about this notice. If you have any questions about this policy or how we process your data, please use the contact details in section 14.

3. Information we collect and how we use it

Personal data means any information about an individual from which that person can be identified. It does not include data where the identity has been removed.

When you visit the website of a Clear Ring Client, Clear Ring acts as a service provider to that Client. We track activity on the Client’s website so that the Client can understand the journey a visitor takes through their site. To do this we use cookies, set through the Client’s website, to collect certain information from your device.

The information we may collect on the Client’s behalf includes your telephone number, IP address, information about your operating configuration such as screen resolution, and cookie identifiers. Where the Client has enabled call recording, we may also process recordings of calls you make to that Client, and transcripts produced from those recordings. Transcripts are machine generated and are accurate enough to read, search and summarise rather than word perfect.

The Client determines the purpose for which this information is used and is responsible for establishing the lawful basis for processing it. Clear Ring processes the information on the instruction of, and on behalf of, the Client. We will only process your personal data to provide our services to that Client and as required under applicable law. You should refer to the Client’s own privacy policy to find out how they use your personal data.

We may collect, use and share aggregated data, such as statistical or demographic data, for any purpose. Aggregated data may be derived from your personal data but is not personal data, because it does not directly or indirectly identify you. For example, we may aggregate information about the number of people using a particular website feature. If we combine aggregated data with your personal data so that it can identify you, we treat the combined data as personal data under this policy.

4. Our lawful basis for processing your personal data

We process personal data only where we have a lawful basis for doing so. In general that basis will be:

• that the processing is necessary for the purposes of our legitimate interests or the legitimate interests of our Clients, as described above; or
• that the processing is necessary for compliance with our legal obligations.

We may also process personal data with your consent.

5. Disclosure of your personal data

We will never sell your data to third parties.

We may share your personal data with:

• Suppliers and service providers we use to deliver the services, including providers of cloud storage and telecommunications. We require our suppliers to respect the security of your personal data and to treat it in accordance with the law. We do not allow them to use your personal data for their own purposes, and we permit them to process it only to the extent needed to provide the services.
• Our legal and other professional advisers, our insurers and insurance brokers.
• Government agencies, regulators and other authorities.

We may also choose to buy or sell business assets. In transactions of that kind, user information is typically one of the assets transferred. If Clear Ring, or substantially all of its assets, were acquired, user information is likely to be one of the assets transferred, and the acquirer may continue to use your personal data for the purposes set out in this policy.

5.1 Release of your information for legal purposes

We may disclose personal data about you:

• when required to do so in order to comply with applicable laws, regulations or an enforceable request from a government or public authority; or
• where disclosure is reasonably necessary to enforce applicable terms of service, including investigating potential breaches; to detect, prevent or address fraud, security or technical issues; to respond to support requests; or to protect our rights, property or safety, our users and the public. This includes exchanging information with other organisations for fraud protection and for spam and malware prevention.

6. Your rights over your information

The UK GDPR and the Data Protection Act 2018 give you rights over your personal data in certain circumstances:

• the right to request access to the personal data we hold about you;
• the right to have personal data we hold about you rectified, or its processing restricted;
• the right, in some circumstances, to have personal data we hold about you deleted, although we may not always be able to comply with a request for erasure for specific legal reasons, which we will explain to you at the time;
• the right, in some circumstances, to receive your personal data or ask for it to be transferred to a third party;
• the right to object to how we process your personal data in certain circumstances; and
• where we process personal data with your consent, the right to withdraw that consent at any time. Withdrawing consent does not affect the lawfulness of processing carried out beforehand.

When you ask for access to personal data we hold about you, we may ask you to verify your identity before we provide it or make any changes, and we may contact you for further information about your request. You will not have to pay a fee. We may charge a reasonable fee, or refuse to act, if a request is clearly unfounded, repetitive or excessive.

To exercise any of these rights in respect of our processing, please contact us at hello@clearring.co.uk. If you want to access, correct, amend or delete data held by one of our Clients, or you no longer want to be contacted by one of our Clients, please contact that Client directly, because the Client is the data controller.

You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection. We would appreciate the chance to address your concerns first, so please contact us before you approach the ICO.

7. Security measures

We use technical and organisational measures to protect our website and the Clear Ring service, and our data storage facilities have detection and protection systems in place. You can read more on our Security and Compliance page, and further detail is available on request.

8. International transfers

Clear Ring stores and processes personal data within the United Kingdom and the European Economic Area. We do not transfer personal data outside the United Kingdom or the EEA.

9. Children and special categories of personal data

We do not knowingly collect, seek to collect, or anticipate collecting any personal data from children, or any data falling within the special categories defined by data protection law. Those categories cover data about race or ethnicity, religious or philosophical beliefs, sexual orientation, sex life, trade union membership, political opinions, health, and genetic or biometric data.

10. Cookies

Cookies are small data files placed on your device by the websites you visit, and they can be used to recognise you when you return. Among other things, cookies can measure activity, personalise your experience or remember your preferences. For some of these purposes, cookies may be linked to personal data.

The Clear Ring service uses first-party cookies to analyse a visitor’s session across multiple pages of a Client’s website. These cookies do not track the same person across unrelated domains, and Clear Ring does not attempt to identify the same person across unrelated domains.

You can set your browser to reject cookies, or to alert you when a website sets or reads one. You can also delete cookies individually or all at once by following your browser’s instructions. For more detail, please see our Cookie Policy.

11. Retention of data

We retain your personal data only for as long as necessary to provide the services to our Client, or to satisfy a legal or reporting requirement.

12. Links to third party websites

Our Clients’ websites may include links to and from third party websites. Those websites have their own privacy policies, and we do not accept responsibility or liability for them. Please check a site’s policy before submitting any personal data to it.

13. Changes to this policy

We may amend this policy from time to time. When we do, we will update this page and revise the date shown below.

14. Contact us

If you have any questions or concerns about the way we process personal data, please contact us at hello@clearring.co.uk or by post at:

Clear Ring Ltd
17 Boundary Street
Liverpool, United Kingdom
L5 9UB

15. Information for Clear Ring customers and partners

This section is written for the businesses and agencies that use Clear Ring, rather than for website visitors. It answers the question we are asked most often: if Clear Ring handles information about my customers, do I need to change my own privacy policy?

The short answer is yes.

15.1 You are the data controller, we are the data processor

When you run Clear Ring on your website, you decide what is collected and why. That makes you the data controller. Clear Ring processes that information on your instructions and only in order to provide the service to you, which makes us your data processor. The same split applies to your clients if you are an agency running Clear Ring on their behalf.

Because you are the controller, your own privacy policy is the one your visitors will read, and it needs to tell them that call tracking is in use and that a processor handles the data for you. You are welcome to link to this page as the processor’s notice.

15.2 Wording you can adapt

The following is an example you can copy into your own privacy policy and edit to match your setup. It is a starting point rather than legal advice, and you should have your own adviser check it.

We use Clear Ring, a call tracking and analytics service, to understand how visitors find and contact us. When you use our website, Clear Ring may collect your IP address, device and browser information, cookie identifiers, and, if you call us, your telephone number. Where we have enabled call recording, Clear Ring may also record and transcribe the call. Clear Ring processes this information on our behalf and on our instructions. We remain the data controller for it. Clear Ring’s notice for website visitors is available at https://clearring.co.uk/customer-privacy-policy/.

15.3 Telephone numbers shown on your site

Clear Ring replaces each number already published on your page with a tracking number from a dynamic number pool, using the same area code as the number it replaces for that branch. Calls connect through to you as normal. Tracking numbers are never shared between live accounts.

15.4 Integrations pass data to systems you control

If you connect Clear Ring to another system through one of our integrations, such as Xero or your CRM, the data you have chosen to send flows into a system that you control and that you have your own agreement with. What happens to it there is governed by that agreement and by that provider’s own terms, not by this policy. List those providers in your own privacy policy alongside Clear Ring.

15.5 If you are not sure what applies to you

Setups differ, and so does the wording that suits them. If you are unsure what your privacy policy needs to say, contact us at hello@clearring.co.uk and we will talk it through with you.

Last updated: 16 September 2026.