Privacy Policy

1. Introduction

VoIP Office ("VoIP Office," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy describes how we collect, use, disclose, and safeguard your information when you visit our websites (voipoffice.com, voipoffice.com/), use our cloud communication products and services, or interact with us in any way.

By using our site or services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with the terms of this policy, please do not access or use our services.

This policy applies to all personal and non-personal data collected through our operations, products, and services, including our unified communications platform, contact center solutions, and associated software and web-based platforms.

2. Information We Collect

As part of our operations, as well as service and product functionality, we may process different types of personal and non-personal information based on your use of our products, services, and our business relationship with you.

Personal Information

• Name, email address, phone number, and job title
• Billing and payment information (credit card details, billing address)
• Account credentials (username, password)
• Business name and company details
• Communication preferences and service configuration
• Information obtained from credit agencies where applicable

Non-Personal & Technical Information

• IP address and approximate geographic location
• Browser type, device type, and operating system
• Pages visited, time spent, and referring URLs
• Call logs, duration, and metadata (not call content)
• Usage patterns and feature interaction data
• Cookies and similar tracking technologies

User-Generated Content

• Profile avatars uploaded to VoIP Office Communicator GO (used internally for visual representation only)
• Voicemail messages, fax documents, and chat messages sent through our platform
• Support tickets and communications with our customer service team

3. How We Collect Information

Information may be collected in the following ways:

• Directly from you — when you give it to us with the intent to purchase or interact with us about a product or service we offer or provide
• Automatically — when we collect it automatically when you visit our websites or use our products and services (e.g., via cookies, log files, and analytics tools)
• From third parties — when we obtain it from other sources, such as credit agencies, business partners, or publicly available sources
• During service delivery — information generated in the course of providing VoIP services, including call records, billing events, and support interactions

Our website at voipoffice.com provides clear data about our policies with reference to site usage. By using our services you agree to the terms specified here, which covers data, information, and log data used to identify you, including your IP address.

4. How We Use Your Information

We use your personal data for the following purposes:

• To provide, operate, and improve our VoIP communication services
• To process transactions and send related billing information
• To contact you regarding promotions, offers, and newsletters relevant to our business and your interests
• To personalise your experience on our platform
• To respond to customer service requests and support tickets
• To send administrative and service-related communications
• To comply with legal obligations and enforce our Terms of Service
• To detect, prevent, and address fraud, security incidents, or technical issues
• To conduct analytics and improve the functionality and performance of our services
• To manage your account and user profile

We will not use your data for any purpose incompatible with those listed above without your prior consent.

5. Data Sharing & Disclosure

We do not share your personal information with third-party entities for their own marketing or commercial purposes. Your data may be shared only in the following limited circumstances:

Service Providers

We may share your Personal Data with trusted third-party vendors who help us deliver our services, including platform providers, phone companies, and vendors who assist in the delivery of communications services. These parties are contractually obligated to protect your data and may only use it for the purpose of providing services to us.

Legal Requirements

We may disclose your information when required by law, court order, or government regulation, or when we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others.

Business Transfers

In the event of a merger, acquisition, or sale of all or a portion of our assets, your personal information may be transferred as part of that transaction. We will notify you via email or prominent notice on our website of any such change in ownership.

With Your Consent

We may share your information for any other purpose with your explicit consent.

6. SMS & Text Messaging

VoIP Office provides SMS and text messaging capabilities as part of its unified communications platform. The following rules govern how we handle SMS-related data:

• We will not share your opt-in to an SMS campaign with any third party for purposes unrelated to providing you with the services of that campaign
• We may share your Personal Data, including your SMS opt-in or consent status, with third parties that help us provide our messaging services, including but not limited to platform providers, phone companies, and any other vendors who assist us in the delivery of text messages
• All of the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties
• You may opt out of SMS marketing communications at any time by replying STOP to any message or contacting us at support@voipoffice.com

7. Phonebook & Contact Data

VoIP Office’s central phonebook feature is designed with your privacy in mind. The following commitments apply:

• Our products’ central phonebook feature does not collect user data in any scenario
• The only thing the central phonebook does is download the contact list from our server to your device
• Our applications will never send any contacts from your devices to the server
• VoIP Office Communicator GO uploads users’ avatars directly to the server — avatars are only used internally for visual representation in the client

These rules apply consistently across all platforms and versions of the VoIP Office Communicator application.

8. Cookies & Tracking

We utilise cookies that are sent to your browser and are generally stored on your device’s hard disk. Cookies help us deliver and improve our services by remembering your preferences and recognising returning visitors.

• Essential cookies — required for the website and platform to function correctly
• Analytics cookies — help us understand how visitors interact with our website (e.g., Google Analytics)
• Functional cookies — remember your preferences such as language and region
• Marketing cookies — used to deliver relevant advertisements and track campaign performance

You can control cookie settings from your browser. If you reject accepting our cookies, you might not be able to access some parts of our site or platform. For full details on our cookie practices, please review our Cookie Policy.

9. Data Security

VoIP Office takes the security of your personal information seriously. We implement a variety of technical and organisational measures designed to protect your data from unauthorised access, use, alteration, or disclosure.

• Encrypted data transmission using industry-standard TLS/SSL protocols
• Secure data storage with access controls and audit logging
• Regular security assessments and vulnerability testing
• Employee training on data handling and security best practices
• Incident response procedures for data breaches

Please note: VoIP transmits your information to you, including your password, via email and the internet, and the same is always at risk of third-party interception. Therefore VoIP Office does not and cannot take responsibility for such third-party privacy infringements. We encourage you to use strong, unique passwords and enable any available security features on your account.

10. Your Rights & Choices

Depending on your location and applicable law, you may have the following rights regarding your personal information:

• Access — request a copy of the personal data we hold about you
• Correction — request correction of inaccurate or incomplete data
• Deletion — request that we delete your personal data (subject to legal obligations)
• Portability — request that we transfer your data to another service provider where technically feasible
• Opt-out of marketing — unsubscribe from promotional emails at any time via the link in any email or by contacting us directly
• Cookie preferences — manage cookie settings through your browser at any time
• SMS opt-out — reply STOP to any SMS message to unsubscribe from text campaigns

To exercise any of these rights, please contact us at support@voipoffice.com. We will respond to all requests within a reasonable timeframe in accordance with applicable law.

11. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you with our services. We may also retain and use your information as necessary to:

• Comply with our legal obligations
• Resolve disputes and enforce our agreements
• Meet regulatory, tax, and accounting requirements
• Maintain accurate billing and transaction records

When your account is closed or your data is no longer needed, we will securely delete or anonymise it in accordance with our data retention schedule and applicable laws.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:

• Update the “Effective” date at the top of this page
• Post the revised policy on our website
• Notify you by email or via a prominent notice on our platform for material changes

Your continued use of our services after any changes constitutes your acceptance of the updated policy. We encourage you to review this policy periodically. If you have any objections to changes, you must discontinue use of our services.

13. Contact Us

If you have any questions, concerns, or issues about our privacy practices or this policy, please reach out to us through any of the following channels:

• Email: support@voipoffice.com
• Phone: +1 (248) 436-3600
• Mail: VoIP Office, 525 E Big Beaver Rd, Troy, MI 48083, USA
• Helpdesk: voipoffice.freshdesk.com

We are happy to provide a clear demo of VoIP Office, discuss how we handle your data, and address any concerns about the potential benefits and privacy implications of our services for your business.