1. Introduction

Clear Ring Ltd (“Clear Ring”, “we”, “our”, “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, store, and protect personal data relating to visitors of our website and customers of our services, in compliance with UK data protection laws, including the UK GDPR and Data Protection Act 2018.

2. Data We Collect

We may collect and process the following categories of data:

• Website Visitors: Cookies, IP addresses, device/browser information, contact form details, and marketing preferences.
• Customers: Account registration details, billing information, subscription details, support enquiries.
• Service Data: Call recordings, transcripts, chat logs, form submissions, and event data generated via the Clear Ring platform.

3. How We Use Your Data

Your data may be used to:

• Deliver and operate the Clear Ring service.
• Provide AI-driven features such as transcription, lead scoring, tagging, and analytics.
• Improve and optimise the platform, reporting, and integrations.
• Respond to enquiries and provide support.
• Process billing, invoicing, and account management.
• Meet legal and regulatory obligations.

4. Lawful Basis for Processing

We rely on the following lawful bases for processing:

• Contract: To provide services under your subscription agreement.
• Legitimate Interests: To improve our services, secure our systems, and prevent misuse.
• Consent: Where required (e.g. marketing communications, cookies).

5. AI and Transcription Processing

Our Intelligence Suite provides optional AI-powered features including transcription, sentiment analysis, and outcome tagging. These process personal data using a combination of Clear Ring infrastructure and approved sub-processors. While we strive for accuracy, AI outputs may contain errors. Customers remain responsible for reviewing AI outputs before relying on them for business decisions.

6. Sub-Processors

We engage trusted third parties (“Sub-Processors”) to support delivery of our services, including but not limited to:

• Amazon Web Services (UK data centres) – hosting, storage, and backups
• OpenAI, Whisper, and Mistral AI – AI processing and transcription (fallback where applicable)
• DigitalOcean – infrastructure hosting

The list of Sub-Processors may be updated from time to time. We ensure that Sub-Processors meet appropriate contractual and security standards.

7. Data Retention and Deletion

Unless otherwise agreed, personal data is retained for 24 months. Customers may purchase an add-on to retain data for up to six (6) years. Upon termination, numbers are retained for 10 days before release. Data is then archived and permanently deleted within 30 days. Once deleted, data cannot be recovered.

8. Data Transfers

Your data is primarily processed within the UK. Where data is transferred outside the UK or EEA, appropriate safeguards such as standard contractual clauses or equivalent protections are applied in compliance with UK GDPR.

9. Security Measures

We apply multiple layers of security to protect personal data, including:

• Encryption in transit (HTTPS/TLS) and at rest (database protections).
• Restricted access and multi-factor authentication for authorised personnel.
• Daily off-site encrypted backups.
• ISO 9001 certification and ICO registration.

10. Customer Responsibilities

Where Clear Ring processes personal data on behalf of Customers, the Customer acts as the Data Controller and Clear Ring as the Data Processor. Customers are responsible for ensuring they have a lawful basis for processing, including obtaining appropriate consents for call recording, chat logging, and form submissions.

11. Your Rights

Under data protection law, you have rights including:

• Right of access to the data we hold about you.
• Right to rectification of inaccurate data.
• Right to erasure (“right to be forgotten”).
• Right to restrict or object to processing.
• Right to data portability.

To exercise these rights, please contact us using the details below.

12. Cookies

We use cookies to improve site performance, personalise content, and analyse traffic. You can manage your cookie preferences at any time. For more detail, please see our Cookie Policy.

13. Policy Updates

We may update this Privacy Policy from time to time to reflect changes in our services or legal obligations. Updates will be published on this page with a revised “last updated” date. Where changes are significant, we will provide advance notice by email.

14. Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your data, please contact us at:

Clear Ring Ltd
17 Boundary Street
Liverpool, L5 9UB
Email: support@clearring.co.uk