Privacy Policy

Who are we?

Hostcomm is a provider of cloud hosted contact centre and telephony, based in Devon. Hostcomm has a registered office at The Old Convent. Ottery St Mary, Devon, EX11 1BZ and company number of 05113945.

Hostcomm complies with the UK General Data Protection Regulation (GDPR) and EU GDPR. The security of your data is extremely important to Hostcomm and we guarantee to respect your privacy rights and conduct your data fairly and legally at all times.

What information do we collect?

Contact Information:

  • Name
  • Address
  • Email
  • Phone Numbers

Payment Information:

  • Payment preference
  • Bank details
  • Paypal address

Service usage data:

  • Pages viewed
  • Links clicked
  • Visit duration
  • Time visited
  • Referring / forwarding web site

Device information:

  • IP address
  • Browser type
  • Operating system
  • Unique ID

We may keep details about your visit to our site, but not limited traffic data, location data, weblogs and other communication data.

We retain records of your queries and correspondence any time you contact Hostcomm.

Why do we need to collect and store personal data?

In order for us to provide you with a service, we need to collect personal data for such reasons as, low balance alerts, service issue notification, accounts.

We also collect your information, so we can contact you if you show interest to one of our products.

In any event, we are committed to ensuring that the information we collect, and use is appropriate for this purpose, and does not constitute an invasion of your privacy.

In terms of being contacted for marketing purposes, Hostcomm would contact you for additional consent.

Where we keep your data.

The security of our customer data is a significant concern to Hostcomm. Hostcomm has a legal obligation to keep your data safe and to handle it with care. Hostcomm stores your personal data securely in UK data centres, primarily Amazon AWS (eu-west london)

How do we use your information?

The UK GDPR says that Hostcomm can use and share your personal data only where Hostcomm have a proper reason for doing so.

The permitted Legal Bases for processing are set out in article 6 of the GDPR. Hostcomm applies to the following;

  • Consent: you have given clear consent for Hostcomm to process your personal data for a specific purpose (for example, marketing newsletters or contact forms)
  • Contract: the processing is necessary for a contract Hostcomm have with you, or because you have asked Hostcomm to take specific steps before entering into a contract.

In regards to the situations where you have given clear consent for Hostcomm to process your personal data for a specific purpose, we may use your information to:

  • To fulfil your requests for articles, newsletters or other content.
  • For surveys or research questionnaires.
  • To contact you for marketing purposes where you have agreed to this.

Use of your data for Large Language Models, AI and/or machine learning (ML) purposes

With respect to the use of personal data in the development, training, and improvement of large language models, artificial intelligence (AI), and machine learning systems, Hostcomm adheres to the following practices:

  1. General Models: Hostcomm does not use personal data, inputs and outputs for the purposes of training, improving, fine tuning or developing generalised, publicly available AI models, large language models, or machine learning systems without the explicit consent of the data provider.
  2. Private Models: In cases where Hostcomm develops non-generalised, private AI models, premises-based LLMs, large language models, or machine learning systems for specific clients or purposes, personal data may be used only with the express permission and consent of the data provider. Such models will not be made publicly available or used for any purpose other than that which has been explicitly agreed upon with the data provider.
  3. Data Protection: Hostcomm employs robust data protection measures to ensure the security, confidentiality, and integrity of personal data used in the development of AI and machine learning models. These measures include, but are not limited to, data encryption, access controls, and regular security audits.
  4. Transparency: Hostcomm maintains transparency regarding the use of personal data in AI and machine learning models. Data providers will be informed about the specific purposes for which their data will be used, the duration of data retention, and their rights under the UK GDPR.
  5. Data Subject Rights: Data providers maintain the rights granted to them under the UK GDPR, including the right to access, rectify, erase, and restrict the processing of their personal data. Hostcomm will promptly address any requests or concerns raised by data providers in relation to their personal data.

By adhering to these practices, Hostcomm ensures that the use of personal data in the context of large language models, AI, and machine learning complies with the UK GDPR and respects the privacy rights of our users and customers.

Who we share your information with and why

We may pass your personal data on to third-party service providers contracted to Hostcomm in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide to Hostcomm. When they no longer need your data to fulfil this service, they will dispose of the details in line with Hostcomm’s procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.

Google API Services User Data Policy

Any information we obtain from Google APIs, which includes Gmail, Dialogflow, Google Speech and Large Language Models is strictly managed in accordance with the Google API Services User Data Policy. This includes stringent adherence to the Limited Use requirements. If we ever transfer this data to another application, the same rigorous standards and policies will apply.

Use of AI and/or machine learning (ML) models

The CXCortex application interacts with the Google Workspace API for the sole purpose of allowing the users to read and reply to Gmail emails. Google Workspace APIs are not used to develop, improve, or train generalised, non-personalised, public AI and/or machine learning (ML) models.

How long do we keep your personal data?

Hostcomm will keep your data for up to three months after the end of the contract. If you wish for this data to be deleted before you can do so by logging a ticket with our ticket system or emailing us at [email protected]

Under what circumstances will Hostcomm contact me?

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

If you have given us consent to contact you by subscribing to the e-Newsletter, then you will receive occasional Hostcomm news and marketing material. You can opt-out at any time by clicking the unsubscribe link in an email, or emailing [email protected].

Can I find out the personal data that Hostcomm holds about me?

Hostcomm at your request, can confirm what information we hold about you and how it is processed. If Hostcomm does hold personal data about you, you can request the following information:

  • Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
  • Contact details of the data protection officer, where applicable.
  • The purpose of the processing as well as the legal basis for processing.
  • If the processing is based on the legitimate interests of Hostcomm or a third party, information about those interests.
  • The categories of personal data collected, stored and processed.
  • Recipient(s) or categories of recipients that the data is/will be disclosed to.
  • If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
  • How long the data will be stored.
  • Details of your rights to correct, erase, restrict or object to such processing.
  • Information about your right to withdraw consent at any time.
  • How to lodge a complaint with the supervisory authority.
  • Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
  • The source of personal data if it wasn’t collected directly from you.


Please refer to our Cookie Policy for information on how we use Cookies on the website.

What are your rights

You have the following rights under the GDPR:

  • Right of access – you have the right to request a copy of the information that we hold about you.
  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
  • Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
  • Right to judicial review: in the event that Hostcomm refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain.

If you have any questions about how Hostcomm uses your personal data that are not answered here, or if you want to exercise your rights regarding your personal data, please contact 0808 168 4400

You have the right to lodge a complaint with the Information Commissioner's Office. Further information, including contact details, is available at

ICO Organisation name: Hostcomm Limited
ICO Reference: ZA113198

Changes to this privacy notice.

We recognise that transparency is an ongoing commitment, so we will keep this privacy notice under regular review.

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