Privacy Policy

Last updated: 4 May 2026

This Privacy Policy explains how OfficeNumber ("we," "us," "our") collects, uses, and protects your personal data when you use our service. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who we are

OfficeNumber provides UK virtual phone numbers for business use, including WhatsApp Business numbers and landlines. We are the data controller for personal data collected through our service.

Contact us:
Email: privacy@officenumber.co.uk
For general support: support@officenumber.co.uk

2. What data we collect

2.1 Information you give us

Account details: your name and email address, collected during signup via our payment provider Stripe.
Forwarding mobile number: the UK mobile number you provide for call and SMS forwarding.
Payment information: card details are collected and processed by Stripe; we never see or store your full card number.
Optional account information: business name, password (if you choose to set one), and any feedback you submit.

2.2 Information collected automatically

Usage data: log entries when you sign in, IP addresses, browser type, and timestamps for security and abuse prevention.
Call and SMS metadata: when calls are made to or SMS sent to your business number, we record the time, duration, caller number, and forwarding status. We do not record call content unless you explicitly enable call recording (not currently offered).
Cookies: see our Cookie Policy for details.

3. How we use your data

We process your personal data on the following legal bases:

3.1 To provide our service (contractual necessity)

Provisioning your virtual phone number with our telephony infrastructure providers.
Forwarding calls and SMS to your nominated mobile.
Processing payments through Stripe.
Sending service-related emails (welcome, account changes, billing).

3.2 For our legitimate interests

Preventing fraud, abuse, and security incidents.
Improving our service through aggregated analytics.
Reading feedback you submit, to make our service better.

3.3 To meet legal obligations

Maintaining records required by HMRC and UK accounting law (typically 6 years).
Responding to lawful requests from regulators or law enforcement.

4. Who we share your data with

We share data only with the following processors, who are bound by contract to protect your data:

Telephony & SIP infrastructure providers — required to provision and route your phone number, calls, and SMS. UK and EU data centres.
Payment processor — required to charge your subscription and handle invoices.
Hosting and infrastructure provider — required to operate the platform.
Email delivery providers — required to send notifications, confirmations, and support replies.

The current list of named sub-processors and the country where each operates is maintained at officenumber.co.uk/sub-processors. We may add, change, or remove sub-processors as our infrastructure evolves; the page above is updated when we do, and material changes are notified by email at least 30 days in advance where required by law.

We do not sell your personal data, and we do not share it with advertisers.

5. International transfers

Some of our processors are based outside the UK or EEA (notably in the US). These transfers are protected by appropriate safeguards, including the UK International Data Transfer Addendum and Standard Contractual Clauses, where applicable.

6. How long we keep your data

Active accounts: for as long as your subscription is active.
Closed accounts: billing and account records retained for 6 years for tax and accounting purposes.
Call/SMS logs: retained for 12 months, then deleted.
Marketing emails: we do not currently send marketing emails. If we begin to, you may unsubscribe at any time.

7. Your rights

Under UK GDPR, you have the right to:

Access the personal data we hold about you.
Correct inaccurate data.
Request erasure ("right to be forgotten") subject to legal retention requirements.
Restrict or object to certain processing.
Receive your data in a portable format.
Withdraw consent (where consent is the legal basis).
Lodge a complaint with the Information Commissioner's Office (ICO): ico.org.uk.

To exercise any of these rights, email privacy@officenumber.co.uk. We will respond within 30 days.

8. Security

We use industry-standard measures to protect your data, including TLS encryption in transit, password hashing (bcrypt), and access controls. No system is perfectly secure; if we become aware of a breach affecting your data, we will notify you and the ICO as required by law.

9. Children

Our service is not intended for use by anyone under 18. We do not knowingly collect data from children.

10. Changes to this policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page reflects the most recent change. Material changes will be notified to you by email at least 30 days before they take effect.

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