Privacy Policy

At VirPhone ("we," "us," or "our"), we respect your privacy and are committed to protecting the personal data you share with us. This Privacy Policy describes how we collect, use, and safeguard your information when you access our website (www.virphoneusa.com), use our Unified Communications as a Service (UCaaS), VoIP, or cloud PBX solutions, or interact with our hardware and rental services (collectively, the "Services").

1. Information We Collect

We collect information about you in a variety of ways when you use our Services:

Personal Information

When you register for an account, request a quote, make a purchase, or contact our support team, we may collect personally identifiable information ("Personal Information") such as your name, email address, physical address, phone number, payment details, and company information.

Usage and Device Data

As you interact with our website and UCaaS platform, we automatically collect data regarding your device, IP address, browser type, operating system, network routing information, call logs (excluding call recordings unless explicitly enabled by you), and usage patterns.

Cookies and Tracking Technologies

We use cookies, web beacons, and similar tracking technologies to enhance user experience, analyze website performance, and deliver relevant marketing. You can manage your cookie preferences through your browser settings.

2. How We Use Your Information

We use the collected information to:

• Provide, operate, and maintain our UCaaS platform and hardware fulfillment.
• Process transactions and send related billing information.
• Provide customer support, technical assistance, and system updates.
• Comply with the Telephone Consumer Protection Act (TCPA) when sending transactional or marketing communications (with your consent).
• Detect, prevent, and address fraud, security breaches, or technical issues.
• Comply with legal obligations, including E911 emergency routing requirements.

3. Sharing and Disclosure

We do not sell your Personal Information. We may share your data under the following circumstances:

• Service Providers: We share data with trusted third-party vendors (e.g., payment processors, shipping partners, leading telecom infrastructure providers) who assist in operating our Services.
• Legal Compliance: We may disclose information when required by law, subpoena, or to protect the rights, property, or safety of VirPhone, our customers, or others.
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of the transaction.

4. Data Security & Retention

We implement industry-standard security measures, including encryption and SOC-2 compliant data centers, to protect your personal data from unauthorized access, alteration, or destruction. However, no internet-based service can guarantee 100% security. We retain your information only as long as necessary to fulfill the purposes outlined in this policy or as required by law (e.g., telecom tax and billing records).

5. State-Specific Privacy Rights (CCPA/CPRA)

If you are a resident of California or other states with comprehensive privacy laws, you may have the right to:

• Request access to the specific pieces of personal information we have collected about you.
• Request deletion of your personal information.
• Opt-out of the sharing of personal information for cross-context behavioral advertising.
• Not receive discriminatory treatment for exercising your privacy rights.

To exercise these rights, please contact us using the information provided below.

6. Children's Privacy

Our Services are intended for business use and are not directed to individuals under the age of 18. We do not knowingly collect personal information from children.

7. International Data Transfers

VirPhone operates primarily in the United States. If you access our Services from outside the US, your data may be transferred to and processed in the US. By using our Services, you consent to this transfer.

9. ConnectOne™ Mobile App Privacy

9a. About ConnectOne™

• ConnectOne™ is the official VirPhone mobile application, available on Apple App Store and Google Play Store.
• It is proprietary software owned and operated by VirPhone.
• ConnectOne™ extends the VirPhone cloud communications platform to your mobile device, enabling VoIP calling, messaging, voicemail management, and account access on the go.

9b. Data We Collect Through ConnectOne™

The VirPhone mobile application, ConnectOne™, collects the same categories of information described above, plus additional mobile-specific data:

• Device Information: Includes hardware model, operating system and version, screen resolution, language settings, time zone, available storage, and battery status for performance optimization, along with unique device identifiers and mobile network information.
• Push Notification Tokens: Platform-specific tokens (APNs for iOS, FCM for Android) are collected when you enable push notifications, used solely to deliver call alerts, voicemail notifications, and service updates. They are not used for advertising.
• Camera and Microphone: ConnectOne™ may request access to your device camera (for video calls and QR code scanning for device provisioning) and microphone (for voice calls). ConnectOne™ does NOT record or store audio/video data on VirPhone servers unless the user has explicitly enabled call recording through their VirPhone account settings.
• Local Storage: ConnectOne™ stores session tokens, user preferences, call history cache, contact directory sync data, voicemail metadata, and encrypted authentication tokens locally on your device.
• Location Data: Approximate location may be used to display local area code information and for E911 compliance. Precise GPS is never collected for marketing.
• Analytics: We collect crash logs (via Crashlytics or similar), session duration, feature adoption metrics, and network quality metrics (jitter, latency, packet loss) to improve call quality. All analytics are anonymized and aggregated.
• Third-Party SDKs: ConnectOne™ may include third-party analytics and crash reporting SDKs. Data shared with these providers is governed by their respective privacy policies.

9c. Permissions Requested

ConnectOne™ may request the following device permissions and for these reasons:

• Microphone: Required for making and receiving VoIP calls.
• Camera: Optional, used for video calls and QR code scanning during device setup.
• Notifications: Optional, used for incoming call alerts, voicemail notifications, missed call alerts, and system maintenance notices.
• Contacts: Optional, used to match your device contacts with your VirPhone directory for caller ID; contact data is processed locally and not uploaded to VirPhone servers.
• Phone State: (Android only) Used to detect active cellular calls to avoid conflicts with VoIP calls.
• Storage/Photos: Optional, used only if you choose to share files or images within the app.

9d. Data Sharing from ConnectOne™

• Call metadata (timestamps, duration, caller/callee numbers) is transmitted to VirPhone servers for billing, call routing, and service delivery.
• Audio/video streams are transmitted in real-time via encrypted channels (TLS/SRTP) during active calls and are NOT recorded unless call recording is enabled by the account administrator.
• Crash reports and anonymized analytics may be shared with third-party analytics providers (e.g., Firebase Crashlytics, Google Analytics for Firebase).
• ConnectOne™ does NOT share your personal data with advertisers or sell your data to third parties.
• ConnectOne™ does NOT display ads.

9e. Data Retention and Deletion

• Call logs and voicemail are retained in accordance with your VirPhone account settings and the data retention policies described in Section 4.
• Local data stored on your device (cache, tokens, preferences) can be cleared by uninstalling ConnectOne™ or clearing the app's data through your device settings.
• To request complete deletion of your ConnectOne™ data from VirPhone servers, contact us at the address provided at the bottom of this page or delete your VirPhone account through the account settings.

9f. Children's Use

• ConnectOne™ is designed for business use and is not intended for children under 18.
• We do not knowingly collect personal information from children through ConnectOne™.

9g. Security Measures

• All data transmitted between ConnectOne™ and VirPhone servers is encrypted using TLS 1.2 or higher.
• Voice and video streams use SRTP (Secure Real-time Transport Protocol) encryption.
• Authentication tokens stored on your device are encrypted.
• ConnectOne™ supports biometric authentication (Face ID, Touch ID, fingerprint) where available on your device for additional security.

10. Changes to this Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or regulatory requirements. We will notify you of material changes by updating the "Last Updated" date at the top of this page or via email for significant changes.