CircleLoop

CircleLoop is designed to be a fast, self-service cloud-based phone system, making implementation refreshingly simple and quick. Here's what the typical process looks like:

Implementation Process

1. Sign Up & Trial
   • Start with a 7-day free trial—no credit card required.

   • Choose your plan starting from £5/month.

2. Download the App
   • Install CircleLoop on desktop or mobile devices.

   • No hardware setup needed unless you opt to sync with deskphones.

3. Configure Your System
   • Add users and assign numbers (Bronze, Silver, Gold, or Platinum).
   • Set up call menus, greetings, voicemail, and routing rules.

   • Port existing numbers if needed—CircleLoop’s team assists with this.

4. Integrate with Tools

   • Connect with CRMs like Hubspot, Pipedrive, Capsule, and productivity tools like Zapier and Office365.

5. Go Live
   • Begin making and receiving calls immediately.

   • Use features like call recording, conferencing, and analytics.

Timeframe

• Setup Time: Most users are up and running within minutes.

• Number Porting: May take a few days depending on your previous provider.

• Team Rollout: Can be scaled instantly as needed—ideal for startups to enterprises.

CircleLoop offers a range of features that allow businesses to tailor the system to their operational style:

• User & Team Management
  • Add/remove users instantly.
  • Assign users to teams and allocate numbers.

  • Configure call routing based on team or individual needs.

• Call Handling Customization
  • Set up call menus, greetings, and voicemail rules.

  • Use call forwarding, call recording, and voicemail-to-text to streamline workflows.

• CRM & Tool Integrations
  • Native integrations with HubSpot, Pipedrive, Capsule, Zoho, and more.
  • Zapier support for custom automation.

  • Syncs with Office365 and Google Workspace for contact management.

• Analytics & Reporting
  • Real-time call analytics and user activity dashboards.

  • Helps managers monitor performance and optimize communication strategies.

• Security & Permissions
  • Encrypted calls and messages.

  • Admins can set user permissions and access levels without needing IT support.

• Industry Fit
  • Used across sectors like financial services, accounting, trades, nonprofits, startups, and enterprises.

• Monthly Subscription: CircleLoop offers a pay-as-you-go plan starting at £5 + VAT per user per month. If you prefer unlimited UK and international calls to key destinations, the Unlimited Plan is £15 + VAT per user per month.

• Setup Fees: There are no setup or activation fees—getting started is completely free.

• Maintenance Costs: All updates and system maintenance are included in your subscription, so there are no extra charges.

• Support Charges: CircleLoop provides support via email, phone, and live chat at no additional cost.

• Phone Numbers: Standard UK numbers (including 01, 02, 03, and 07) are available from £2 per month. VIP numbers are slightly higher, starting at £3 per month.

• International Calling: Rates vary by destination, but calls typically start from 3p per minute.

• SMS Messaging: Sending SMS messages costs 4p per message.

• Number Porting: If you want to bring your existing number over to CircleLoop, porting is free.

CircleLoop provides a comprehensive Help Centre and Quick Start Guide to help new users get up and running smoothly:

• Quick Start Guide: Walks users through setting up teams, assigning numbers, and configuring call menus.

• Video Tutorials: Includes setup walkthroughs and feature explanations like call recording and integrations.

• Knowledge Base: Offers detailed articles on installation, CRM integrations (e.g., HubSpot, Capsule), and troubleshooting.

• Live Support: Users can contact support directly through the Help Centre for personalized assistance.

• 7-Day Free Trial: Gives new users a chance to explore the platform before committing.

CircleLoop takes data protection seriously, especially given its role in business communications:

• Encrypted Communications: Calls and messages are encrypted to prevent unauthorized access.

• GDPR Compliance: Fully compliant with EU data protection regulations, ensuring user data is handled responsibly.

• Permission Controls: Admins can manage user access levels and restrict sensitive features.

• Secure Hosting: Data is hosted in secure UK-based data centers with redundancy and failover protocols.

CircleLoop keeps its apps fresh and secure with regular updates:

• Automatic Updates: Desktop apps (Mac & Windows) include a built-in updater that prompts users to install new versions as they’re released.

• Manual Update Option: Users can manually reinstall the latest version if needed.

• Release Notes Page: CircleLoop maintains a changelog so users can track new features, bug fixes, and improvements.

CircleLoop aligns with GDPR standards, which means you retain ownership of your data:

• User Control: You have full control over your personal and organizational data. CircleLoop acts as a data processor, not the owner.

• Portability: You can port your existing phone numbers into CircleLoop or out of it, making transitions seamless if you ever switch providers.

• Data Retention: If you cancel your account, CircleLoop retains your data for up to 90 days, after which it is securely deleted.

• Transparency: Their GDPR policy page outlines how data is collected, stored, and protected, giving users clear visibility into their rights.

CircleLoop is designed to be flexible and scalable, ideal for growing or downsizing teams:

• No Long-Term Contracts: You can add or remove users at any time without being locked into rigid agreements.

• Pay-As-You-Go Option: Start with a low-cost plan (£5/user/month) and scale as needed. Outbound calls are billed separately, so you only pay for what you use.

• Instant Provisioning: New users and numbers can be added instantly via the admin dashboard—no waiting for hardware or technician visits.

• Cloud-Based System: Because it’s hosted in the cloud, scaling doesn’t require infrastructure changes. You can expand across locations or remote teams effortlessly.

Cancellation Terms

• No Long-Term Contracts: CircleLoop operates on a non-contract basis, meaning users are not locked into fixed-term agreements.

• Cancel Anytime: Account owners can cancel their subscription at any time directly from the web or desktop app:
  • Navigate to Admin Settings > Subscription
  • Scroll to the bottom and select Cancel Subscription

  • Choose a reason and confirm cancellation

• Service Continuation: After cancellation, the account remains active until the end of the billing cycle.

• Reversal Option: If you change your mind, you can contact support via email or phone to stop the cancellation before the end date.

Renewal Terms

• CircleLoop uses a monthly auto-renewal model unless the user cancels.

• There are no setup or activation fees, and pricing is per user per month, making it easy to scale up or down.

• Users are responsible for managing renewals through their account dashboard—there’s no manual contract renegotiation required.

GDPR Compliance

• Fully compliant with the General Data Protection Regulation (GDPR)

• Treats users as data controllers, while CircleLoop acts as a data processor

• Offers transparency on data collection, usage, and retention

• Users can request access to their data and have it deleted upon cancellation (retained for up to 90 days)

Security Standards

• Hosted on Amazon Web Services (AWS) in London and Dublin
• Implements:
  • Network firewalls via Amazon VPC
  • Web application firewall (WAF)
  • Data encryption protocols

  • Strict access controls—only authorized employees can access personal data

Data Portability

• While not explicitly detailed, GDPR compliance implies support for data portability, allowing users to export their data in a structured format upon request