Privacy policy | Khaltrix

This policy explains how Khaltrix handles personal information in connection with this website (https://khaltrix.com), the enquiry and quote forms on it, and emails you send to us. It does not cover the provision of our voice services to customers, which is addressed in the relevant service agreement and any data processing terms agreed with each customer.

Who we are

The organisation responsible for personal information described in this policy (the “controller”) is [To be confirmed: registered company name], registered under number [To be confirmed: company registration number], with its registered address at [To be confirmed: registered address]. In this policy, “we”, “us” and “our” refer to that organisation, trading as Khaltrix.

Where the law that applies to us requires it, we will appoint a data protection officer or a local representative. Details: [To be confirmed: data protection officer or representative, if required].

Information we collect

Enquiry and quote forms

Our contact and quote forms ask for your name, business email address, company name and country, and may ask for a contact telephone number, the service you are interested in, your existing PBX or telephony platform, estimated concurrent calls, expected calling volume, the destinations you need and a free-text description of your requirements. We also record that you ticked the consent box. Please do not include passwords, payment details or other sensitive information in these fields.

How the form is delivered depends on how the website is configured:

Email application (mailto). When no form service is configured, submitting the form opens the email application on your device with a pre-filled message addressed to sales@khaltrix.com. Nothing is sent to us until you choose to send that email, and the information then reaches us as an ordinary email.
Form processing service. When a form service is configured, the form data is sent over an encrypted connection to a third-party form processor chosen by us, which passes it to us by email or makes it available in its account dashboard.

The website currently uses the email application method; no form processor receives your information.

Emails and correspondence

If you email us, we receive your email address, the content of your message and any attachments, together with the routine technical information that email systems add, such as dates and server headers. We keep a record of our correspondence with you.

Server logs

Like most websites, the server that hosts this site records basic technical information each time a page or file is requested. This typically includes your IP address, the date and time, the page requested, the referring page, your browser type and the response status. These logs are generally held by our hosting provider and are used for security and troubleshooting.

Information we do not collect

The website does not use analytics, advertising or tracking scripts, does not set cookies of its own and does not use your browser’s local storage. Fonts and images are served from our own hosting, so loading a page does not send requests to third-party font or image services.

Purposes and lawful bases

We use the information described above for the following purposes:

to reply to your enquiry, prepare a quote and discuss your requirements;
to enter into, and take steps before entering into, a service agreement with you or your organisation;
to keep records of our business communications;
to operate, secure and troubleshoot the website, including detecting misuse; and
to comply with legal obligations and to establish, exercise or defend legal claims.

Where data protection law requires a lawful basis, we expect to rely on the following, subject to confirmation: [To be confirmed: lawful bases confirmed by legal review]. As a draft for review, the bases typically used for these activities under the GDPR and similar laws are: steps taken at your request before entering into a contract (responding to quote requests); our legitimate interests in responding to business enquiries, keeping business records and keeping the website secure; compliance with a legal obligation; and, where it is required, your consent. You can withdraw consent at any time without affecting processing that took place before you did so.

We do not sell personal information or use it for automated decision-making that produces legal or similarly significant effects.

We share personal information only with service providers who help us run the website and our business, and only as far as they need it:

Hosting provider, which hosts the website and holds server logs: [To be confirmed: hosting provider].
Email provider, which hosts our mailboxes and processes the emails you send us: [To be confirmed: email provider].
Form processor, only if one is configured for the website forms: [To be confirmed: form processor, if used].

We may also disclose information to professional advisers, to a buyer or successor if our business is sold or reorganised, or where we are required to do so by law or by a competent authority.

International transfers

Our service providers may store or process information in countries other than the one in which you are located, which may not offer the same level of data protection. Where the law requires it, we put appropriate safeguards in place for such transfers, such as contractual clauses approved by the relevant authority. Details of the countries involved and the safeguards used: [To be confirmed: transfer locations and safeguards]. You can ask us for more information using the contact details below.

How long we keep information

We keep personal information only for as long as we need it for the purposes described in this policy, including any period required by law or needed to deal with disputes.

Enquiries and quote requests that do not lead to an agreement: [To be confirmed: retention period].
Correspondence with customers: [To be confirmed: retention period].
Server logs held by our hosting provider: [To be confirmed: server log retention period].

When information is no longer needed, we delete it or anonymise it.

Security

The website is served over an encrypted (HTTPS) connection, and we use reasonable technical and organisational measures to protect personal information against loss, misuse and unauthorised access. Access to enquiries and correspondence is limited to people who need it. No method of transmission or storage is completely secure, and email may pass through systems outside our control.

Your rights

Depending on the law that applies to you and to us, you may have some or all of the following rights in relation to your personal information:

to be told how we use it and to obtain a copy (access);
to have inaccurate or incomplete information corrected (rectification);
to have it deleted in certain circumstances (erasure);
to ask us to limit how we use it in certain circumstances (restriction);
to object to our use of it, including where we rely on legitimate interests and for direct marketing (objection);
to receive information you provided in a portable format, or have it sent to another organisation (portability); and
to withdraw consent where we rely on it.

To exercise any of these rights, contact us using the details below. We may need to verify your identity before responding. These rights are not absolute and their availability depends on your jurisdiction and the circumstances. You may also have the right to complain to a data protection supervisory authority, in particular in the country where you live or work; we would appreciate the opportunity to address your concern first. Our lead supervisory authority, where applicable: [To be confirmed: supervisory authority].

Cookies

The website does not currently set any cookies or use tracking technologies. Our cookie policy explains this in more detail.

Children

The website and our services are intended for businesses and are not directed at children. We do not knowingly collect personal information from children. If you believe a child has provided information to us, please contact us and we will delete it.

Changes to this policy

We may update this policy from time to time, for example if we add a form processor, analytics or another service that handles personal information. The date at the top of this page shows when it was last updated. Where changes are significant, we will take reasonable steps to bring them to your attention.

Contact us

For questions about this policy or to exercise your rights, email sales@khaltrix.com or write to us at [To be confirmed: registered address]. See also our website terms and contact page.