SIPVOICE LLC ("Company," "we," "us," or "our") operates the sipvoice.io website and provides cloud-based voice over internet protocol (VoIP), telephony, messaging, and related communications services (the "Services"). This Privacy Policy explains what information we collect, how we use and share it, and the choices and rights you have. It applies to visitors of our website and to customers and end users of our Services.
By accessing our website or using our Services, you acknowledge that you have read and understood this Privacy Policy. If you do not agree with it, please do not use our website or Services.
We collect the following categories of information:
Account and contact information: name, business name, email address, telephone number, billing address, and login and authentication credentials.
Billing and payment information: payment card details and transaction records, processed through our third-party payment processors.
Communications and call data: call detail records (CDRs) such as numbers dialed, call duration, timestamps, and routing data; voicemail; text/SMS metadata; and, where enabled by the customer, call recordings and transcriptions.
Customer Proprietary Network Information (CPNI): information relating to the type, quantity, destination, technical configuration, and amount of use of the telecommunications services you purchase, as protected under Section 222 of the Communications Act.
Service usage and technical data: IP address, device and browser type, operating system, log files, and diagnostic information.
Website data: information collected through cookies and similar technologies (see Section 11).
We use the information we collect to:
Provide, operate, maintain, and route calls, messages, and other communications through the Services;
Set up accounts, authenticate users, and provide customer support;
Process payments and send billing and administrative communications;
Monitor, secure, troubleshoot, and improve the Services;
Detect and prevent fraud, abuse, and unlawful activity; and
Comply with legal, regulatory, and contractual obligations.
We do not use CPNI for marketing outside the categories of service you already purchase except with your approval as required by applicable FCC rules.
Our relationship to the data processed through the Services depends on the context. For our website and our own direct interactions with you, we act as a "controller." For content and data that our business customers transmit, store, or process using the Services — including the communications of their end users — we act as a "processor" or service provider on that customer's behalf.
We do not control, and are not responsible for, our customers' decisions about the personal data they process through the Services. We do not use customer content to develop or train artificial intelligence or machine-learning models for our own purposes, and we do not sell customer content or use it for targeted advertising. Where you are an end user of a customer's account, that customer's own privacy policy governs, and we will refer your privacy requests to that customer.
SIPVOICE LLC acts as a "Business Associate" as that term is defined under the Health Insurance Portability and Accountability Act of 1996 and its implementing regulations (collectively, "HIPAA"). Where our healthcare customers (or their business associates), acting as "Covered Entities," use the Services to create, receive, maintain, or transmit Protected Health Information (PHI), we handle that PHI in accordance with HIPAA's Privacy, Security, and Breach Notification Rules.
Business Associate Agreements: We enter into a Business Associate Agreement (BAA) with the customer before the creation, receipt, maintenance, or transmission of PHI through the Services. The terms of the applicable BAA govern our handling of PHI and control over any conflicting term in this Privacy Policy.
Safeguards: We maintain administrative, physical, and technical safeguards designed to protect the confidentiality, integrity, and availability of PHI, including access controls, encryption of data in transit and at rest, audit logging, and workforce training.
Use and disclosure: We use and disclose PHI only as permitted by the applicable BAA, as necessary to provide the Services, or as required by law, and we report breaches as required.
HIPAA compliance is a shared responsibility. Customers are responsible for configuring and using the Services in a compliant manner, including enabling available security features, restricting access to authorized personnel, and executing a BAA before transmitting any PHI. Contact us to request a BAA before sending PHI through the Services.
Where a customer enables call recording, voicemail transcription, AI summarization, or similar features, those features operate solely on the customer's behalf and on the data the customer directs us to process. Any speaker attribution is performed on a per-call basis and is not used to create or maintain voice profiles, biometric identifiers, or cross-call identification of individuals. We do not retain voice samples beyond the call except as part of a recording the customer has chosen to store, and we do not use recordings or transcripts to train AI models for our own purposes. Customers are responsible for providing any notices and obtaining any consents required by applicable recording and wiretap laws.
We do not sell your personal information. We share information only as follows:
— Service providers and subcontractors: telecommunications carriers, cloud hosting, payment processors, and support vendors who process information on our behalf under contractual confidentiality and security obligations.
— Legal and safety: when required by law, subpoena, or legal process, or to protect the rights, property, or safety of the Company, our customers, or others.
— Business transfers: in connection with a merger, acquisition, financing, or sale of assets, subject to this Privacy Policy.
— With your consent: for any other purpose disclosed to you at the time we collect the information.
We retain personal information for as long as necessary to provide the Services, comply with our legal, tax, and regulatory obligations, resolve disputes, and enforce our agreements. Certain billing and transactional records may be retained for up to seven years or longer where required by law. Call detail records and any recordings are retained per your account configuration and applicable law. PHI is retained and disposed of in accordance with the applicable BAA.
We implement commercially reasonable administrative, technical, and physical measures — including encryption in transit and at rest, access controls, and monitoring — designed to protect information against unauthorized access, disclosure, alteration, and destruction. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for maintaining the confidentiality of your account credentials. We will notify affected parties of a data breach where required by applicable law or the applicable BAA.
We operate in the United States and may process and store information there and in other countries. Where we transfer personal data from the European Economic Area, the United Kingdom, or other regions to a country that has not been recognized as providing an adequate level of protection, we rely on appropriate safeguards such as the applicable Standard Contractual Clauses.
Depending on where you live, you may have rights to access, correct, update, delete, or restrict the processing of your personal information; to data portability; to opt out of the sale or sharing of personal information and of targeted advertising; and to withdraw consent. Residents of U.S. states with comprehensive consumer privacy laws (including California, Colorado, Connecticut, Virginia, Texas, and others) and individuals protected by the EU/UK GDPR may exercise the rights available under those laws, including the right to appeal a denied request and to lodge a complaint with a supervisory authority. To exercise your rights, contact us using the details in Section 13. Where we process data on behalf of a customer, we will refer your request to that customer.
Our website uses cookies and similar technologies to operate the site, remember preferences, analyze traffic, and support marketing. You can control cookies through your browser settings and, where available, through our cookie preferences tool. We honor recognized opt-out preference signals, such as the Global Privacy Control (GPC), to opt browsers out of non-essential cookies and of any activity that may be considered a "sale" or "share" under applicable law.
Our Services are intended for businesses and are not directed to individuals under 18, and we do not knowingly collect personal information from children (under 13 in the U.S. / under 16 in the EEA). If you believe a child has provided us with personal information, please contact us and we will take appropriate steps to delete it.
We may update this Privacy Policy from time to time. We will post the revised version on our website and update the effective date above. Material changes may be communicated through additional notice. Your continued use of the Services after changes take effect constitutes acceptance of the revised policy.
If you have questions about this Privacy Policy or our privacy practices, or to request a Business Associate Agreement, contact us at:
privacy@sipvoice.io
