Privacy Policy

Notice Regarding Data Privacy

Your data and privacy are essential to us, and we will always treat them safely, fairly, and lawfully. Tri-line complies completely with the General Data Protection Regulation (GDPR), and the information below details the types of data we collect, retain, and utilise.

What Types of Data Do We Collect?

We retain any information that you provide us with when you register with us. This information is accessible through your account, and much of it may be modified at any time. These include your name, address, email address, and telephone number.

We just keep the last four numbers of your payment card in order to identify which card was used to purchase your services. We DO NOT STORE OR VIEW YOUR CVV security code.

If you contact us, we will record the call in order to have a record of what was said. Likewise, we maintain a record of every correspondence with you via email and LiveChat.

When you make a phone call, we gather information about the call so that we may bill you and provide you with an itemised history – the time of the call, the called number, and the duration of the conversation. We maintain comparable records for SMS and faxes.

We keep audio files – voicemail greetings, music on hold, and interactive voice response (IVR) prompts – that you have provided us with for upload to your service.

We save the IP address assigned to your phone when it registers with us, as well as the device’s kind.

If you use our Broadband Service, we keep track of the quantity of data you consume but not the substance of that data.

What Data Do We Refuse to Collect?

We do not view or save your credit/debit card security number, and so do not store or use it (CVV).

We do not save the content of any websites you visit, nor do we keep track of the websites you visit or the times and days on which you visit them.

Unless you select the ‘call record’ button on your phone, utilise our Call Recording Care, Virtual PA Service, or make or receive a call from customer service, we do not record the content of your conversations.

We frequently remove voicemails, faxes, and text messages that have been saved.

Where We Store Your Information – Security

We take the security of your personal data extremely seriously. We are legally required to keep it secure and manage it with care, and the consequences for failing to do so are severe.

We securely store and back up your personal data in two geographically distinct places to ensure that it is never lost in the event of a catastrophic failure of our data centres or systems.

How Do We Make Use of Your Data?

According to the GDPR, we are permitted to use and distribute your personal data only when we have a legitimate cause to do so.

Article 6 of the GDPR specifies the permissible legal bases for processing. When we process your personal data, at least one of the following must apply:

  • You have expressly consented to our use of your personal data for a specific purpose (for example, marketing).
  • Contractual obligations: the processing is essential for the performance of our contract with you or because you have requested that we take specified actions prior to entering into a contract.
  • Legal requirement: the processing is required to ensure that we comply with the law (not contaning contractual obligations).
  • Vital interests: processing is essential to safeguard an individual’s life.
  • Processing is essential for us to carry out a job in the public interest or to carry out our official responsibilities, and the task or function is clearly defined by law.
  • Legitimate interests: the processing is essential for our or a third party’s legitimate purposes, unless a compelling reason to safeguard your personal data outweighs those legitimate interests.

The following is a summary of the methods in which we may use your personal information, together with the Legal Bases on which we depend.

Whom We Share Your Data With and Why

Tri-line collaborates with a variety of reputable vendors to deliver the high-quality services you expect from us. In all situations, our providers have been thoroughly verified and only the very minimum amount of personal data necessary to fulfil your orders or offer the services you have requested is shared.

Your information may be shared with the following third parties:

  • Telecommunications and Internet providers: to ensure that you have access to our products and services.
  • If you purchase VoIP telephones, networking equipment, or accessories from us, hardware vendors and delivery firms may contact you.
  • Payment processors: to allow you to pay for our products and services online.
  • Professional voice artists: when you place an order with us for professional sound recordings.
  • Telephone directories: when you request that your phone numbers be included in a directory.
    Emergency services: Contact information for each of your UK phone numbers must be supplied to the Emergency Services.
  • Website analytics: We use Google Analytics to collect data about how our website is used.

Additionally, we are required by law to release data in response to legitimate demands from

  • Law enforcement agencies: to prevent and detect crime, to protect national security, or when the law compels us to, such as in response to a court order or other valid demand or while exercising legislative authorities.
  • Regulatory agencies such as the Office of the Information Commissioner and Ofcom.

How Long Do We Keep Your Personally Identifiable Information?

We retain your data for the duration of your account with us, and occasionally for a longer period, depending on the legal or regulatory requirements.

Contact information, account information, and payment history must all be preserved for a period of seven years.

We are required by law to retain your communications data for a period of 12 months. This comprises the caller number, the recipient’s number, and the time, date, and length of the call, text, or fax. Law enforcement authorities have the right to access this information in order to assist them in investigating and prosecuting major crimes. Nota bene: After 12 months, communications data records will be automatically destroyed.

Unless you have activated our Call Recording Service, we do not retain the content of phone calls; nevertheless, you may erase your recordings at any time.

After 30 days, the contents of fax and SMS communications are destroyed. After 12 months, voicemail messages are automatically destroyed.

Transfers to Third-Party States

At Tri-line, your data is securely stored in our United Kingdom-based data centres. There will be no transmission of your information to a third nation (defined under the GDPR as a country outside of the European Economic Area).

Maintaining Contact With You

We’d want to keep you informed about new goods and services, as well as any special deals that may become available. We guarantee that your personal information will never be shared with any third-party marketing business.

You may opt-in or opt-out of receiving these messages at any time by visiting the marketing choices page in your Control Panel or by clicking on the ‘unsubscribe’ link included in our marketing emails.

Which Rights Do You Have?

Under the GDPR, you have the following rights:

  • The right to information. Individuals have a right to be informed about how their personal data is collected and used. This notice satisfies that criterion.
  • The access right. You may download all of the information we have about you from your Control Panel. Your personal information is available in a spreadsheet format via the Data Portability website, and your other data (communications records, broadband use, uploaded sound recordings, and so on) may be accessed via the appropriate areas of the Services menu.
  • The right to be rectified. The majority of your data is editable and correctable via your Control Panel. If you discover an issue in your data that you are unable to correct, call Tri-line Customer Services at 0113 256 4313.
    The right to be forgotten. You have the right to request that we remove personal data about you in certain circumstances. This does not apply if we retain it for a legal purpose.
  • The right to impose processing restrictions. You have the right to request that we’restrict data processing’ in certain instances. This implies we would need to protect your data but not utilise it in any other way. In effect, this means suspending your account and hence your ability to use our services.
  • Data portability is a fundamental right. You have the right to request a copy of certain of your personal data that we store in a’structured machine-readable’ format. This information is available in a spreadsheet format via the Control Panel’s Data Portability page.
  • The privilege of objecting. You have the right to opt-out of receiving marketing messages from us. You may modify your marketing selections at any time through your Control Panel or using the ‘unsubscribe’ link included in our marketing mailings.
  • Automated decision-making rights, including profiling. Tri-line does not use automated decision-making or profiling to make any decisions about you or your personal data.

If you have any concerns about how Tri-line handles your personal data that are not addressed here, or if you wish to exercise any of your data protection rights, please contact our Customer Services team at 0113 256 4313.

You have the right to file a complaint with the Office of the Information Commissioner. Additional information, including contact information, may be found at https://ico.org.uk.

Controller of Personal Data

The GDPR distinguishes between organisations that handle personal data for their own purposes (referred to as ‘Data Controllers’) and organisations that process personal data on behalf of other organisations (referred to as ‘Data Processors’).

Tri-line is a Data Controller, registered in England as Tri-line® Ltd under registration number Z2w2324 and with its registered office at

30 Church Lane

Pudsey, West Yorkshire

7RF LS28

Notice Regarding Cookies

As with everyone else, we rely on cookies to ensure the proper operation of our services. According to Wikipedia, cookies are

“a little bit of data delivered from a website and kept on the user’s machine as the user browses. Cookies were created to provide a dependable way for websites to remember information (such as products added to an online store’s shopping cart) or to track a user’s browsing activities (including clicking particular buttons, logging in, or record visited pages in past). Additionally, they can be used to recall random bits of information supplied by the user into form fields, such as names, addresses, passwords, and credit card numbers.”

They’re quite handy, however some privacy issues have been raised regarding them. More information about our cookie policy and how we handle cookies may be found here.

Modifications to This Privacy Notice

We recognise that openness is a continuous process, and as such, we will evaluate our privacy notice on a regular basis.

This privacy statement was most recently updated on May 22, 2018.