Privacy Policy

Privacy Policy

Last Updated: 26.02.2026

Welcome to Pantom ("we," "our," or "us"). We are committed to protecting your privacy and ensuring that your personal information is handled in a safe and responsible manner. This Privacy Policy outlines how we collect, use, process, and protect your information when you use our website (pantom.co.uk), software, applications, and related services (collectively, the "Services").

1. Information We Collect We collect information that you provide directly to us, as well as information generated automatically through your use of our Services.

Account Information: When you register for an account, we collect your name, email address, phone number, company name, and billing information (processed securely via Stripe).

Integration Data: If you connect third-party accounts (e.g., Google Business Profile, Facebook, Instagram, WhatsApp) to our Unified Inbox, we collect the necessary authentication tokens and data required to provide the messaging service.

Client Data (End-User Data): As a CRM and communication platform, you may input data about your own clients into our system. We act strictly as a Data Processor for this information, and you remain the Data Controller.

Usage and Device Data: We automatically collect IP addresses, browser types, device information, and usage metrics to monitor and improve system performance.

2. How We Use Your Information We use the collected data to:

Provide, maintain, and improve our Services.

Process your payments and manage your subscription.

Send you technical notices, security alerts, and administrative messages.

Respond to your customer support requests.

Facilitate automated communications (e.g., missed call text backs, invoice reminders) as configured by you within the platform.

3. SMS Consent and Data Sharing (Important Telecom Compliance) We respect your privacy regarding mobile communications. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will strictly not be shared with any third parties.

By providing your phone number, you consent to receive account-related and system notification texts from Pantom. You can opt out at any time by replying "STOP."

4. How We Share Your Information We do not sell your personal data. We only share your information in the following circumstances:

Service Providers: We share data with trusted third-party vendors who help us run our business (e.g., GoHighLevel for software infrastructure, Stripe for payment processing, Twilio for telecommunications, and AWS/Google Cloud for secure hosting). These providers are bound by strict data processing agreements.

Legal Compliance: We may disclose your information if required to do so by law, or in response to a valid request by public authorities.

5. Data Retention and Security We employ industry-standard security measures, including 256-bit encryption, to protect your data from unauthorized access, alteration, or destruction. We retain your personal information only for as long as necessary to fulfill the purposes outlined in this policy, or as required by legal and regulatory obligations.

6. Your UK GDPR & Data Protection Rights If you are a resident of the UK or the European Economic Area (EEA), you have specific rights regarding your personal data:

The Right to Access: You can request copies of your personal data.

The Right to Rectification: You can request that we correct inaccurate or incomplete information.

The Right to Erasure: You can request that we erase your personal data, under certain conditions.

The Right to Restrict Processing: You can request that we limit how we process your data.

The Right to Data Portability: You can request that we transfer your data to another organization.

To exercise any of these rights, please contact us at the email address below.

7. Cookies and Tracking Technologies Our website uses cookies to enhance user experience, analyze site traffic, and track user sessions for security purposes. You can set your browser to refuse all or some browser cookies, but this may affect the functionality of our software dashboard.

8. Changes to This Privacy Policy We may update our Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by posting the new Privacy Policy on this page and updating the "Last Updated" date.

9. Contact Us If you have any questions, concerns, or requests regarding this Privacy Policy, please contact us at:

Email: [email protected]

Address: 71-75 Shelton Street, Covent Garden, London, WC2H 9JQ.