Privacy Policy & Terms

Last updated: 23 February 2026

Privacy Policy

1. Who We Are

Clements & Catterall Systems ("CCSystems", "we", "us", "our") is a company registered in England and Wales. Our registered office is 128 City Road, London, EC1V 2NX. We provide virtual phone agent services for small businesses.

For data protection queries, contact us at: sales@ccsystems.uk

2. Information We Collect

We may collect and process the following personal data:

  • Contact information: Name, email address, phone number, and business name when you enquire about our services or request a quote.
  • Call data: Call recordings, transcripts, and metadata when our virtual phone agent handles calls on your behalf.
  • Account information: Login credentials and dashboard usage data for registered clients.
  • Technical data: IP address, browser type, and device information collected automatically when you visit our website.
  • Communication records: Records of correspondence when you contact us by phone, email, or through our website.

3. How We Use Your Information

We use your personal data for the following purposes:

  • To provide and manage our virtual phone agent services.
  • To respond to enquiries and provide quotes.
  • To process and manage client accounts.
  • To improve our services and develop new features.
  • To comply with legal obligations.
  • To send service-related communications (not marketing, unless you opt in).

4. Legal Basis for Processing

Under the UK General Data Protection Regulation (UK GDPR), we process your data on the following bases:

  • Contract: Processing necessary for the performance of our services.
  • Legitimate interest: To improve our services and respond to enquiries.
  • Consent: Where you have given explicit consent, e.g. for marketing communications.
  • Legal obligation: Where we are required to process data by law.

5. Data Sharing

We do not sell your personal data. We may share data with:

  • Service providers: Third-party platforms that help us deliver our services (e.g. telephony providers, hosting services).
  • Legal authorities: Where required by law or to protect our legal rights.

All third-party providers are bound by data processing agreements and are required to handle your data in accordance with UK GDPR.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Call recordings and transcripts are retained for the duration of your service agreement plus 12 months, unless otherwise agreed.

7. Your Rights

Under UK GDPR, you have the right to:

  • Access your personal data.
  • Rectify inaccurate or incomplete data.
  • Erase your data ("right to be forgotten").
  • Restrict processing in certain circumstances.
  • Object to processing based on legitimate interest.
  • Data portability — receive your data in a structured format.

To exercise any of these rights, email us at sales@ccsystems.uk. We will respond within 30 days.

8. Cookies

Our website uses essential cookies only to ensure basic functionality (e.g. login sessions). We do not use tracking or advertising cookies. If this changes, we will update this policy and implement a cookie consent mechanism.

9. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. This includes encrypted connections (HTTPS), secure authentication, and access controls.

10. Complaints

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: ico.org.uk

Helpline: 0303 123 1113

Terms of Service

1. Introduction

These Terms of Service ("Terms") govern your use of the CCSystems website and virtual phone agent services. By accessing our website or using our services, you agree to these Terms. If you do not agree, please do not use our services.

2. Services

CCSystems provides virtual phone agent services including but not limited to: automated call answering, appointment booking, lead capture, message taking, and real-time notifications. Service specifics, pricing, and terms will be agreed upon individually with each client.

3. Client Obligations

As a client, you agree to:

  • Provide accurate and up-to-date business information for agent configuration.
  • Not use our services for any unlawful, fraudulent, or harmful purpose.
  • Maintain the confidentiality of your account credentials.
  • Promptly notify us of any unauthorised access to your account.

4. Intellectual Property

All content on this website — including text, design, logos, graphics, and code — is the property of Clements & Catterall Systems and is protected by copyright and intellectual property laws. You may not reproduce, distribute, or create derivative works without our written consent.

5. Limitation of Liability

To the maximum extent permitted by law:

  • CCSystems shall not be liable for any indirect, incidental, or consequential damages arising from the use of our services.
  • Our total liability for any claim shall not exceed the fees paid by the client in the 12 months preceding the claim.
  • We do not guarantee uninterrupted service and are not liable for downtime caused by third-party providers or force majeure events.

6. Service Availability

While we aim for 24/7 availability, we do not guarantee uninterrupted service. Scheduled maintenance, third-party outages, or unforeseen circumstances may occasionally affect service availability. We will endeavour to notify clients of planned downtime in advance.

7. Termination

Either party may terminate the service agreement with 30 days' written notice. We reserve the right to suspend or terminate services immediately if you breach these Terms. Upon termination, we will provide access to your data for a reasonable period.

8. Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.

9. Changes to These Terms

We may update these Terms from time to time. Material changes will be communicated to active clients via email. Continued use of our services after changes constitutes acceptance of the updated Terms.

10. Contact

For questions about these Terms or our Privacy Policy, contact us: