Privacy Policy

Unlike tech giants who hide behind complex policies and automated systems, we believe in transparency, personal service, and putting you in control of your information.

Contents

Introduction

Amvia Limited ("we", "us", or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, share, and protect your personal information when you visit our website at amvia.co.uk, use our telecommunications services, or interact with us as a customer or potential customer.

As a human-first telecommunications provider, we understand that trust is essential in our relationship with you. This policy demonstrates our commitment to transparency and data protection, ensuring you maintain complete control over your personal information while receiving the personalized service that sets us apart from larger providers.

About Amvia

Amvia Limited is a UK-based telecommunications company registered in England and Wales (Company Number: 10267830) with our registered office at One, North Bank, Sheffield, United Kingdom, S3 8JY. We specialize in providing voice, data, and cloud business solutions, helping companies connect and collaborate better to deliver amazing customer experiences and drive growth.

Unlike the tech giants who rely on automated systems and impersonal service, we provide a human-first approach where you'll always speak to a real person who understands your business needs.

Who We Are (Data Controller Information)

Data Controller Details:

Company:

Amvia Limited

Address:

One, North Bank, Sheffield, United Kingdom, S3 8JY

Company No:

10267830

Email:

dpo@amvia.co.uk

Phone:

+44 3337338050

Website:

www.amvia.co.uk

What Personal Information We Collect

We collect different types of personal information depending on how you interact with us:

Information You Provide Directly

  • Contact Details: Name, business name, email address, telephone numbers, postal address
  • Business Information: Company size, industry sector, current telecommunications setup
  • Account Information: Username, password, account preferences
  • Payment Information: Billing address, payment method details, transaction history
  • Communication Records: Details of your enquiries, service requests, complaints, and our responses

Information We Collect Automatically

  • Service Usage Data: Call records, call duration, numbers dialed, data usage, service performance metrics
  • Technical Information: IP addresses, device identifiers, browser type, operating system
  • Website Analytics: Pages visited, time spent on site, referral sources
  • Call Recordings: Where you have consented, we may record calls for training and quality purposes

Information from Third Parties

  • Credit Reference Agencies: For account setup and credit assessment
  • Business Partners: When you engage with our authorized resellers or partners
  • Public Sources: Publicly available business information to better understand your requirements

How We Use Your Personal Information

We process your personal information for the following purposes:

Service Provision and Account Management

  • Setting up and managing your telecommunications services
  • Processing orders and managing billing
  • Providing technical support and customer service
  • Monitoring service performance and network optimisation

Business Communication and Marketing

  • Responding to your enquiries and providing quotes
  • Sending service updates and important account information
  • Marketing our services where you have consented or we have legitimate interests
  • Personalizing our communications to better serve your business needs

Legal and Regulatory Compliance

  • Meeting our legal obligations as a telecommunications provider
  • Complying with industry regulations and law enforcement requests
  • Maintaining records for regulatory reporting
  • Protecting against fraud and ensuring network security

Business Improvement

  • Analysing service usage to improve our offerings
  • Training our staff using call recordings (with consent)
  • Developing new services based on customer feedback
  • Conducting customer satisfaction surveys

Legal Basis for Processing

Under UK GDPR, we process your personal information based on the following legal grounds:

  • Contract Performance: To provide telecommunications services you have requested
  • Legitimate Interests: To improve our services, prevent fraud, and grow our business relationships
  • Legal Obligation: To comply with telecommunications regulations and tax requirements
  • Consent: For marketing communications and call recordings where required

How We Share Your Information

We may share your personal information with:

Service Partners and Suppliers

  • Network Providers: To deliver your telecommunications services
  • Microsoft and Other Technology Partners: For integrated services like Microsoft 365 and Teams
  • Payment Processors: To handle billing and transactions securely
  • Technical Support Providers: To deliver comprehensive customer support

Professional Service Providers

  • Legal Advisors: For legal compliance and dispute resolution
  • Accountants and Auditors: For financial reporting and compliance
  • IT Service Providers: For secure data hosting and system maintenance

Regulatory and Legal Requirements

  • Ofcom and Other Regulators: For telecommunications industry compliance
  • Law Enforcement: When legally required or to prevent fraud
  • Credit Reference Agencies: For credit assessment and debt collection

We do not sell your personal information to third parties for marketing purposes. Unlike larger providers who may monetize your data, we believe your information belongs to you.

International Data Transfers

Some of our service providers may process your data outside the UK. Where this occurs, we ensure appropriate safeguards are in place:

  • Adequacy Decisions: We may transfer data to countries with adequate data protection standards
  • Standard Contractual Clauses: We use approved contractual protections for other transfers
  • Binding Corporate Rules: Where our partners have approved internal data protection policies

Data Retention

We retain your personal information for as long as necessary to:

  • Provide ongoing telecommunications services
  • Meet our legal and regulatory obligations
  • Resolve disputes and enforce our agreements
  • Maintain business records for tax and accounting purposes

Specific retention periods include:

  • Customer Account Data: For the duration of our relationship plus 7 years for financial records
  • Call Records: As required by telecommunications regulations (typically 12 months)
  • Marketing Data: Until you withdraw consent or we no longer have legitimate interests
  • Website Analytics: Typically 26 months unless deleted sooner

Your Rights Under UK GDPR

You have the following rights regarding your personal information:

Right to Be Informed

You have the right to clear information about how we use your data (this Privacy Policy fulfils this obligation).

Right of Access

You can request a copy of the personal information we hold about you, free of charge.

Right to Rectification

You can ask us to correct inaccurate or incomplete personal information.

Right to Erasure

You can request deletion of your personal information in certain circumstances.

Right to Restrict Processing

You can ask us to limit how we use your information in specific situations.

Right to Data Portability

You can request your data in a portable format to transfer to another provider.

Right to Object

You can object to processing based on legitimate interests or for marketing purposes.

Rights Related to Automated Decision-Making

You have rights regarding any automated decisions that significantly affect you.

To exercise any of these rights, please contact us using the details provided below. Unlike tech giants who make it difficult to exercise your rights, we will respond within one month of receiving your request, and you'll speak with a real person—not an automated system.

Cookies and Website Analytics

Our website uses cookies to enhance your browsing experience and provide personalized content. We use:

  • Essential Cookies: Required for website functionality
  • Analytics Cookies: To understand how you use our website
  • Marketing Cookies: To deliver relevant content and measure campaign effectiveness

You can manage your cookie preferences through your browser settings or our cookie consent tool.

Security Measures

We implement robust security measures to protect your personal information:

  • Encryption: All sensitive data is encrypted in transit and at rest
  • Access Controls: Strict role-based access to personal information
  • Network Security: Advanced firewalls and intrusion detection systems
  • Staff Training: Regular data protection training for all employees
  • Regular Audits: Periodic security assessments and compliance reviews

Call Recording and Monitoring

Where we record calls for training and quality purposes:

  • We will inform you at the beginning of the call that recording is taking place
  • Recordings are stored securely with restricted access
  • Recordings are retained only for as long as necessary for their stated purpose
  • You have the right to request access to recordings of your calls

Marketing Communications

We may send you marketing communications about our services if:

  • You have given explicit consent, or
  • We have legitimate interests and you are an existing customer

You can opt out of marketing communications at any time by:

  • Clicking the unsubscribe link in emails
  • Contacting our customer service team
  • Updating your preferences in your online account

Data Protection Officer

Given our size and the nature of our processing activities, we have appointed a Data Protection Officer who can be contacted at:

Email:

dpo@amvia.co.uk

Address:

Data Protection Officer, Amvia Limited, One, North Bank, Sheffield, S3 8JY

Children's Privacy

Our services are intended for business use only. We do not knowingly collect personal information from individuals under 16 years of age. If you believe we have inadvertently collected such information, please contact us immediately.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by:

  • Posting the updated policy on our website
  • Sending email notifications to registered users
  • Providing notice during your next service interaction

The date of the last update will always be shown at the top of this policy.

How to Contact Us

If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us:

Email:

privacy@amvia.co.uk

Phone:

+44 3337338050

Post:

Privacy Team, Amvia Limited, One, North Bank, Sheffield, S3 8JY

For the fastest response to privacy-related queries, we recommend using email or our online contact form.

Making a Complaint

If you are unhappy with how we have handled your personal information, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

ICO Helpline:

0303 123 1113

Email:

casework@ico.org.uk

Address:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF

Website:

www.ico.org.uk

However, we would appreciate the opportunity to address your concerns directly, so please contact us first using the details above.

Last Updated: 26th June 2025