Who we are
Registered company name, e.g. We Know VoIP Limited, trading as We Know VoIP (Companies Office of Jamaica reg. no.), of 8 Lady Musgrave Road, Kingston, Jamaica is the data controller for the personal data described here. Questions about this notice or your data go to [email protected], or our Data Protection Officer, [name], at [email] — confirm whether a DPO is required.
Registration with the Information Commissioner: [registration number and date]
What we collect on this website
- Contact form: your name, company, email address, phone number, the topic and your message, plus the date, the IP address the form was sent from, and which page on this site you sent it from (including any campaign tag in that page's address, so we can tell which of our own adverts actually help). We don't follow you across pages to work that out, and we don't record which site sent you here.
- Abuse protection: a one-way hash of your IP address, and of your email address, so the form can't be used to send floods of messages or emails. These are deleted after a day.
- Technical data: like every website, the servers that deliver it see your IP address, browser and the pages requested, to keep the site secure and working.
We don't set cookies for advertising. Cloudflare, which protects the site, may set strictly necessary security cookies, and Google reCAPTCHA sets cookies when the contact form loads.
We also use Google Analytics to count visits and see which pages are read. It sets cookies and sends your visit to Google, so we ask first and load nothing until you agree — if you decline, or ignore the bar, no analytics script runs at all.
You can change your mind at any time. The Analytics choice link at the bottom of every page reopens the question and shows you where you stand. Switching it off deletes the cookies Google set and stops the tag straight away — the page reloads once to make sure of it. Your choice is kept in your own browser, not in an account, so clearing your site data will also make us ask again.
Google's handling of what it receives is covered by Google's privacy policy. Analytics 4 does not log or store full IP addresses.
What we collect as your phone provider
Customer data: account and billing contacts, users and extensions, call detail records, voicemail, call recordings where you switch recording on, emergency service addresses, and support tickets. Say how long each is kept and point to the customer agreement.
Why we use it
- To reply to your enquiry and, if you ask, to prepare a quote or readiness assessment.
- To provide, bill for and support the services you buy from us.
- To protect the website and our network from abuse and fraud.
- To meet legal and regulatory duties, including emergency calling and lawful requests from authorities.
We don't sell personal data, and we don't use enquiries for marketing unless you ask us to keep in touch. You can tell us to stop marketing to you at any time.
The legal basis we rely on
- Replying to an enquiry: steps taken at your request before entering a contract — confirm with your lawyer
- Providing, billing for and supporting the service: performance of the contract with you — confirm
- Protecting the website and network from abuse and fraud: our legitimate interests in keeping the service available and unabused — confirm, and record the balancing test
- Emergency calling, lawful requests and record keeping: compliance with a legal obligation — confirm which enactment
- Marketing to you after you ask us to keep in touch: your consent, which you can withdraw at any time — confirm
Children
Our services are sold to businesses and are not directed at children. Say what happens if you learn you hold a child’s data, and from what age — confirm with your lawyer.
Cameras at our premises
Whether CCTV operates at the office, who can see the footage, how long it is kept, and who to ask about it. Delete this section if there are no cameras.
Who we share it with
Only with service providers who process it on our behalf and under our instructions:
- Cloudflare, which delivers and protects the website.
- Google reCAPTCHA, which checks the contact form for spam. It collects information about your device and how you use the page, may set cookies, and is covered by Google's privacy policy.
- TKG Voice, which runs the call button in the corner of every page. Loading the page tells them your IP address and browser. Your microphone is only used if you start a call, and your browser will ask you first — nothing is listened to before that, and nothing is recorded by this website.
- Our website hosting provider, DigitalOcean — data centre location.
- Our email delivery provider, which sends form messages and replies.
- Carriers, number porting partners, payment and accounting providers used for the phone service
Some of these providers are outside Jamaica. Where personal data leaves Jamaica we rely on the safeguards your lawyer confirms meet the Act, e.g. contractual protections.
How long we keep it
- Contact form copies on our web server: deleted automatically after 12 months. If we delete one sooner, it can be restored for 7 days and is then removed for good.
- Enquiry emails in our mailbox: period.
- Customer records: periods, e.g. for the contract plus the time tax law requires.
How we protect it
The website is only served over encrypted connections. Copies of contact form messages stored on the web server are encrypted, and the key to read them is not kept on the server. The email that tells our team about a new enquiry doesn't include your details: they're read in our secured admin system instead. Our admin system requires a password and an authenticator code, and records who did what. Access to customer systems is limited to staff who need it. If a breach affects your personal data, we'll tell you and the Information Commissioner as the Act requires, within the time limit the Act sets — confirm the deadline. To report a suspected breach or a security problem, write to [email protected], or see security.txt.
Your rights
Under the Data Protection Act, 2020 you can:
- ask what personal data we hold about you and get a copy;
- ask us to correct data that's wrong, or to block, erase or destroy it;
- tell us to stop processing that is causing, or likely to cause, you damage or distress;
- tell us to stop using your data for direct marketing;
- object to decisions about you being made only by automated means.
Email [email protected] to use any of these. We can send you a copy of everything our website holds about your email address, or erase it. We'll reply within 30 days — confirm the time limit. If you're unhappy with how we handle your data, you can complain to the Office of the Information Commissioner.
Changes
If we change this notice we'll update the date at the top of this page.