Privacy policy

Nature and purposes of processing

AIOC Services is a telephony platform providing communication and collaboration services for the customer. AIOC Services processes the personal data of the individuals who participate in these communications.

Information we process

Through your use of AIOC Services, we process different kinds of information. Some of it is personally identifiable, and some is non-identifying or aggregated. The types of information we collect or receive include:

Personal information

This includes all the information associated with your extension. It includes names and full contact details for the individual or business that created the account. This is vital for administrative purposes and basic call functions.

Trunk

These are the telephone numbers of the trunks you created and used by the system for basic call functions.

Call detail records (CDRs)

A record of the communication that has traversed AIOC. It typically includes source and destination name, source and destination number, and other metrics. CDRs allow you to review call detail records.

Call recordings

Call recordings are disabled by default and are opt-in only. Stored information includes phone numbers of the call parties, IP address, and the recorded conversation. The system supports a custom prompt to notify both parties that the call is being recorded, and call parties can stop or interrupt a recorded call. Recording files are encrypted and stored securely, and can only be accessed from the management portal or via API.

Voicemail

This includes the called party’s name, phone number, and all data left in the voicemail. This feature can be disabled. The system also supports a custom prompt to notify the party leaving a voicemail about the data processing.

Voicemail transcription

When enabled, this feature uses an authenticated speech-to-text service to transcribe a voicemail to text.

Speed dial, AutoCLIP, blocked and allowed numbers

These optional features store the relevant party’s phone number and, where applicable, name. You can choose not to use these features.

Conferencing

This includes the name and phone number of all participants in the conference call. You can choose not to use this feature. If call recording is enabled and opted in, the recorded conversation is also included.

Company and personal contacts

Contacts are empty by default. Administrators can manage company contacts, and each extension can manage its own private personal contacts. Contact records may include name, company, email, and phone numbers.

Instant messaging

Instant messaging is disabled by default. Any content submitted through the service is the sole responsibility of the person from whom it originated. AIOC does not store the data you submit to the messaging service.

Web audio and video call

Based on WebRTC, this supports one-to-one audio or video calls from a browser. Communication is transmitted over an encrypted connection, and media streams are encrypted. The communication is only visible to participants and is not recorded or stored on any server unless recording is enabled.

Video conferencing

A unique URL is generated for participants to join a meeting via a browser. Communication is transmitted over an encrypted connection and media streams are encrypted. Communication is only visible to participants and is not recorded or stored on any server.

Integrations and APIs

Interfaces such as CRM integration, API access, database grant, and popup URL are disabled by default. When you enable and authorize them, an authorized third-party application may access call data such as names, phone numbers, CDRs, and recordings. That application is solely responsible for how the data is secured, operated, and stored.

Reports and logs

The system can provide visual call and agent reports. Debug and operation logs may capture call party name and number for troubleshooting; debug logging is disabled by default.

How we use your information

Provide communication services: To deliver telephony and communication services, the processing of personal data is a natural part of AIOC Services.

Email messages: AIOC may send you notification and administrative emails, such as when you request a password reset.

Data retention

Call recordings, call detail records, and voicemails, including transcribed text, can be deleted permanently through the management portal.

Sharing and disclosure

There are times when communications, related content, and other user information may be shared by AIOC: with your consent, to comply with legal process, or to protect AIOC and our users. If we receive a law enforcement or other third-party request for information, we will provide prior notice to the subject of the request where we are legally permitted to do so.

Security

AIOC takes reasonable steps to protect the information you provide from loss, misuse, and unauthorized access or disclosure. When you enter sensitive information such as sign-in credentials, we encrypt the transmission using secure socket layer technology (SSL) and encrypt data at rest. We follow generally accepted standards to protect personal data both during transmission and after we receive it.

Changes to this privacy policy

AIOC may change this policy from time to time. If you continue to use AIOC after those changes are in effect, you agree to the revised policy. If the changes are material, we may provide more prominent notice or seek your consent to the new policy.