Last updated: 3 October 2026
This policy explains what personal information Simplify Networks Ltd collects, why we collect it, how we look after it and what your rights are. We keep it in plain English. If anything is unclear, email us at hello@simplifynetworks.co.uk.
Who we are
Simplify Networks Ltd is the controller of the personal information described in this policy. We are a company registered in England and Wales, company number 15453961, with our registered office at 3rd Floor, 86-90 Paul Street, London EC2A 4NE.
Email: hello@simplifynetworks.co.uk
Phone: 0333 307 3500
Information we collect
When you contact us or ask for a quote
Your name, business name, email address, phone number, postcode and anything you tell us about your phone system or IT needs. This includes the free switch-off check form, our contact forms, emails and phone calls.
When you refer someone
Your details, plus the name, business and contact details of the person you are referring. You must only refer someone who is happy for you to share their details with us.
When you apply to join our engineer network
Your name, contact details, location, skills, experience, certifications, working preferences and your CV.
When you use live chat
The messages you send and any contact details you give us in the chat.
When you become a customer
Contact and billing details for your business and its users, the numbers and services you use, and the technical information we need to run and support your phone system. For phone system customers this can include call records and, if you switch it on, call recordings. Where we process call data on your behalf, we do so as your processor under our service agreement.
When you visit our website
Technical information such as your IP address, browser and device type, pages visited and how you arrived. Some of this is collected using cookies, and non-essential cookies are only used if you agree. See Cookies below.
How we use your information and our lawful basis
- To reply to enquiries, give quotes and carry out switch-off checks, because you have asked us to (steps before entering a contract) or because it is in our legitimate interest to respond to business enquiries.
- To provide and support our services, because it is necessary to perform our contract with you.
- To contact a business you have referred, once, to introduce our services. This is in our legitimate interest. They can ask us not to contact them again at any time.
- To consider job applications, based on your consent, which you can withdraw at any time.
- To send invoices and keep financial records, because we are legally required to.
- To keep our website secure and understand how it is used, based on our legitimate interests for security, and your consent for analytics cookies.
- To send you updates about our services, only where you have agreed or where the law allows us to contact business customers. Every message lets you opt out.
Who we share it with
We never sell your personal information. We share it only where needed with:
- Service providers who help us run the business, such as our website host, email provider, website analytics (Google Analytics) and live chat software. They may only use it to provide their service to us.
- Telecoms carriers and number providers, when we set up services or transfer your numbers.
- Engineers who carry out work for us, who receive only the details needed for the job and are bound by confidentiality.
- Professional advisers, and authorities where the law requires it.
International transfers
Some of our providers, such as Google, may process information outside the UK. Where they do, we rely on UK adequacy regulations or approved safeguards such as the UK International Data Transfer Agreement or Addendum.
How long we keep it
- Enquiries and quotes that do not lead to an order: up to 2 years after our last contact.
- Customer records: for the life of the contract and up to 6 years afterwards, for legal and tax reasons.
- Job applications and CVs: up to 12 months, unless you ask us to delete them sooner.
- Referral details: up to 12 months if the referred business does not become a customer.
- Website analytics: for the retention period set in our analytics tool.
Your rights
Under UK data protection law you can ask us to:
- give you a copy of the personal information we hold about you
- correct information that is wrong
- delete your information
- restrict or object to how we use it, including for direct marketing
- move your information to another organisation
- withdraw your consent at any time, where we rely on consent
Email hello@simplifynetworks.co.uk to use any of these rights. We will reply within one month. There is normally no charge.
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
Cookies
Cookies are small files stored on your device. We use:
- Essential cookies that make the website work and keep it secure. These do not need your consent.
- Analytics cookies (Google Analytics) that help us understand how visitors use the site. These are only set if you accept them.
- Functional cookies for features such as live chat, set only with your consent where required.
When you first visit, a banner asks for your choice. You can change your mind at any time using the cookie settings link at the bottom of every page.
Keeping your information safe
We use secure, encrypted connections, access controls and reputable providers to protect your information. Only people who need it for their work can see it.
Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last changed.