Privacy Policy

This Privacy Policy explains how Totelecom ("we", "us", "our") collects, uses and protects personal information when you use totelecom.com or contact us. We are committed to handling personal data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

The data controller is [Registered company name – to be confirmed], trading as Totelecom, a company registered in England and Wales with company number [Company number – to be confirmed], whose registered office is at [Registered office address – to be confirmed].

ICO registration number: [ICO registration number – to be confirmed].

For any privacy question or request, contact us at info@totelecom.com or on (+44) 3333 355540.

2. Information we collect

• Enquiry information you give us through our forms, by email or by phone: your name, company name, email address, phone number, country, the service you are interested in, your budget range (optional) and the content of your message.
• Quotation request information submitted through our commodity quotation form: your name, company, business email, phone or WhatsApp number, country of registration, and the commodity, quantity, delivery, port and pricing details of your requirement.
• Technical information processed when you visit the website, such as IP address, browser type and pages requested. This is recorded in server logs to keep the website secure and running.
• Analytics information: only if you accept analytics cookies, we use Google Analytics to collect information about how visitors use the site, such as pages visited and approximate location. See our Cookie Policy.

Please do not include sensitive personal information (for example health information) in website enquiries.

3. How we use your information and our lawful basis

• To respond to your enquiry and provide information or quotes – taking steps at your request before entering into a contract, and our legitimate interests in responding to business enquiries.
• To deliver services you have agreed to buy – performance of a contract.
• To keep our website and systems secure, including preventing spam and abuse – our legitimate interests.
• To understand and improve how our website is used – your consent (analytics cookies), which you can withdraw at any time.
• To meet legal, tax and regulatory obligations – legal obligation.

We do not sell your personal information, and we do not send marketing emails unless you have asked to receive them.

4. Who we share information with

We share personal information only where necessary, with:

• our website hosting and email service providers, who process data on our behalf;
• Google (Google Analytics), only if you accept analytics cookies;
• Cloudflare (form spam protection), if enabled on our forms;
• professional advisers, and partners involved in delivering a service you have requested; and
• authorities where we are required to by law.

Some providers may process data outside the UK. Where this happens we make sure appropriate safeguards are in place, such as UK adequacy regulations or the International Data Transfer Agreement.

5. How long we keep information

We keep enquiry information for up to [retention period (e.g. 24 months) – to be confirmed] after our last contact with you, unless you become a client, in which case we keep records for as long as needed to provide our services and meet legal requirements (typically six years for financial records).

6. Your rights

You have the right to: access your personal information; ask us to correct or delete it; ask us to restrict or object to its use; ask for a copy in a portable format; and withdraw consent at any time where we rely on consent. To make a request, email info@totelecom.com. We will respond within one month.

7. Security

We use appropriate technical and organisational measures to protect personal information, including encrypted (HTTPS) connections, access controls and regular security updates.

8. Complaints

If you have concerns about how we use your information, please contact us first. You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint, telephone 0303 123 1113.

9. Changes to this policy

We may update this policy from time to time. The latest version will always be published on this page.