Voipcom

Privacy Policy

Effective and last updated: June 12, 2026

Voipcom ("Voipcom," "we," "us," or "our") provides business communications, managed IT, and AI call intelligence services from offices in Gilbert, Arizona and Greenwood Village, Colorado. Privacy is not a footnote in that business: our services carry our clients' phone calls, messages, and files every day, and this policy explains plainly what we collect, why, who sees it, and what your choices are.

On this page

1. Who we are and what this policy covers

This Privacy Policy applies to:

  • This website (voipcom.network), including its contact, demo booking, and SMS signup forms.
  • Our services: business VoIP phone service and related unified communications (voice, SMS/MMS, fax, voicemail), managed IT and cybersecurity services, Microsoft 365 management, and hardware services.
  • The Voipcom AI platform, which transcribes, analyzes, and reports on phone calls for the business clients who enable it, including its web apps and email reports.

Two narrower documents supplement this policy and control within their scope: the SMS / MMS Content Policies for our text messaging programs, and the Click-to-Dial Privacy Policy for our Chrome browser extension. Use of our services is governed by our Terms of Service and, for subscribed clients, the signed agreements for those services.

2. Two roles: your data vs. your customers’ data

It matters whose information we are handling, because our obligations differ:

  • When we act as a "controller" (it is your data). When you browse this site, fill out a form, call us, or become a client, we decide how that information is used, and this policy governs it directly. This covers your contact details, account and billing records, and support history.
  • When we act as a "processor" or "service provider" (it is your customers’ data). Our platform carries the calls, messages, recordings, transcripts, and faxes of our clients and the people who communicate with them. For that content, our client is the controller: they decide what is recorded, analyzed, retained, and shared, and we process it only to deliver the services they purchased, under their direction and our service agreements. We do not own that content, we do not sell it, and we do not use it to build advertising profiles.

If you are a caller, patient, customer, or employee of a business that uses Voipcom and you have questions about how that business handles your communications, your first stop is that business. We will assist them in honoring valid requests; Section 13 explains how.

3. Information we collect

Information you give us

  • Contact and inquiry details: name, company, email address, phone number, and the contents of your message when you submit a form, book a demo, email us, chat with us, or call.
  • Account and billing information: business name and addresses, authorized contacts, service configuration, tax status, and payment records for clients. Payment card processing is handled by payment processors; we do not store full card numbers on our systems.
  • Support information: tickets, emails, call notes, and, where you grant it, remote access sessions to the systems we support for you.

Information collected automatically on this website

  • Standard web log and device data: IP address, browser type, pages viewed, referring page, and approximate (city-level) location derived from IP.
  • Analytics events (via Google Analytics) such as which pages are visited and which buttons are clicked, used in aggregate to improve the site. See Section 7.

Information processed when delivering services

  • Communications metadata: call detail records (numbers, time, duration, routing), message logs, and fax transmission records. Telecommunications law requires us to create and retain certain records of this kind, and we also use them for billing, troubleshooting, and fraud prevention.
  • Communications content: call recordings, voicemails, transcripts, AI-generated summaries and analyses, SMS/MMS message content, and fax content, where the client has enabled those features.
  • Managed IT telemetry: for IT clients, device inventory, software and patch status, security alerts, backup status, and user account information from the systems we manage.
  • CRM data the client connects: when a client links their CRM (for example Zoho, Salesforce, AccuLynx, AgencyBloc, or Jobber), we look up and write call-related records in that CRM on the client's behalf, using credentials the client authorizes.

4. How we use information

  • To provide, operate, secure, troubleshoot, and bill for the services you request.
  • To respond to inquiries and provide support.
  • To send service communications (outage notices, maintenance windows, security alerts, billing notices). These are part of the service and not marketing.
  • To send marketing about our own products and services where permitted, always with the ability to opt out.
  • To detect and prevent fraud, abuse, toll fraud, robocalling, and network attacks.
  • To comply with law, including lawful requests from regulators and law enforcement (see Section 8).
  • To improve our services using aggregated or de-identified information that does not identify any person or client.

We do not sell personal information, and we do not process personal information for targeted advertising. We also do not use our clients' call content to train our own or third-party foundation AI models.

5. AI features and how communications are processed

Voipcom AI is an optional layer our business clients enable on their phone service. When enabled by a client, for the lines and call types the client chooses:

  • Call recordings are transcribed by speech-to-text providers (currently Deepgram and Google).
  • Transcripts are analyzed by large-language-model providers (currently Google Gemini) to produce summaries, quality scores, coaching notes, and alerts for the client's managers.
  • Results can be delivered to the client's own systems: their CRM, their email recipients, and their Voipcom AI dashboards.

Our commitments for this processing:

  • It happens only for clients who have enabled it, under the agreements they signed.
  • AI subprocessors are bound by contracts that restrict use of the data to providing the service to us; we use paid API tiers configured so that submitted content is not used to train the providers' models.
  • The client controls retention and can delete recordings, transcripts, and analyses.
  • AI output is provided to help the client's team; it is the client's responsibility to use it lawfully, including any notice or consent their jurisdiction or industry requires (see Section 9).

6. SMS / text messaging program

By providing a telephone number and submitting a form on this site, you consent to be contacted by SMS text message. Message and data rates may apply, and message frequency varies. Reply STOP at any time to opt out of further messages and HELP for assistance. Consent to receive text messages is not a condition of purchasing any goods or services.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared with any third parties, excluding the aggregators and providers of the text message services necessary to deliver the messages.

Full program rules, including prohibited content and opt-in/opt-out mechanics, are in our SMS / MMS Content Policies.

7. Cookies, analytics, and website tools

This website uses a small set of tools, and none of them serve third-party advertising:

  • Essential operation: our hosting provider (Vercel) generates standard server logs needed to run and secure the site.
  • Google Analytics: measures site usage (pages, sessions, conversions such as form submissions and call-button clicks) so we know what is working. Google may set cookies for this purpose. You can block analytics with browser settings, common content blockers, or Google's opt-out browser add-on.
  • Chat widget: the chat bubble is provided by our messaging vendor and processes what you type in the chat so we can respond, including continuing the conversation by SMS when you provide your number.
  • Booking links: demo scheduling is handled by Zoho Bookings on its own pages, under Zoho's terms.

We do not use cross-site tracking pixels for ad networks, and we respond to "Do Not Track" and Global Privacy Control signals by simply not engaging in the cross-context behavioral advertising they target.

8. When and with whom we share information

We share information only in these situations:

  • Service providers and subprocessors who help us deliver our services, under contracts that limit their use of the data to that purpose. The categories: cloud hosting and infrastructure, telephony carriers and SMS aggregators (required to route calls and messages), speech-to-text and AI analysis providers (Section 5), email delivery, payment processing, support ticketing, and the CRM platforms a client chooses to connect.
  • Legal requirements: we may disclose information when we believe in good faith it is required by law, subpoena, court order, or a lawful request from a regulator or law enforcement, including obligations that apply to communications providers. Where the law allows, we will direct requests about a client's content to the client.
  • Protection and safety: to investigate fraud or abuse, enforce our agreements, or protect the rights, property, or safety of Voipcom, our clients, or the public.
  • Business transfers: if Voipcom is involved in a merger, acquisition, or sale of assets, information may transfer as part of that transaction, subject to this policy's commitments.

We never sell personal information, and we never share it with third parties for their own marketing.

9. Call recording notice

Call recording and AI analysis are configured by our clients, and recording laws differ by state: some require the consent of one party to the call, others require all parties. Clients are responsible for using recording and AI features in compliance with the laws that apply to their calls, including any required announcements or consents. If you call a business and hear a recording notice, that notice comes from and is governed by that business. Calls to Voipcom itself may be recorded for quality and training; where required, you will hear a notice.

10. How long we keep information

  • Inquiries and marketing contacts: kept while the conversation is live and for a reasonable period afterward, and deleted on request (Section 13).
  • Client account and billing records: kept for the life of the account plus the period required for tax, accounting, and telecom regulatory purposes.
  • Communications content (recordings, transcripts, analyses, messages, faxes): retained according to the client's service configuration and plan; clients can delete content or close their account, after which content is removed from production systems and ages out of backups on a fixed schedule.
  • Call detail records: retained for the periods required of communications providers and for billing dispute resolution.

11. How we protect information

We run a security practice for a living, and we apply the same standards to ourselves, including: encryption in transit (TLS) across our services; encryption at rest for stored secrets and sensitive data (AES-256); multi-factor authentication and least-privilege access for our staff; endpoint detection and response on our systems; logging and monitoring; and tested backups. No system is perfectly secure, but if we ever determine that a breach affects your personal information, we will notify you and the authorities as applicable law requires.

12. HIPAA and protected health information

For healthcare clients, Voipcom signs Business Associate Agreements (BAAs) and offers configurations designed for HIPAA compliance, including encrypted email and compliant faxing. Where a BAA is in place, protected health information we handle for that client is governed by the BAA and HIPAA in addition to this policy. Services are not represented as HIPAA-compliant for a client unless a BAA has been executed.

13. Your rights and choices

  • Access, correction, deletion: you may request a copy of the personal information we hold about you, ask us to correct it, or ask us to delete it, by contacting us at info@voipcom.network or (480) 571-4454. We will verify your identity, respond within the time required by applicable law, and we will not discriminate against you for exercising these rights.
  • Marketing email: every marketing email includes an unsubscribe link. Service notices related to an active account are not marketing and continue while the account is active.
  • SMS: reply STOP to any message, any time.
  • Analytics: see Section 7 for the opt-out options.
  • State privacy laws: residents of states with comprehensive privacy laws (including California and Colorado) may have additional rights such as data portability and the right to appeal a denied request. We honor those rights through the same contact channels. Because we do not sell personal information or use it for targeted advertising, there is nothing to opt out of on those grounds.
  • If your data lives in a client's account: for recordings, transcripts, or messages handled on behalf of a business you interacted with, contact that business. If you contact us instead, we will forward your request to the client where we are able to identify them, and support their response.

14. Children

Our website and services are designed for businesses and are not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us personal information, contact us and we will delete it.

15. Where data is stored

Voipcom is a United States company and our services are hosted in the United States. If you access our services from outside the US, you understand that your information will be processed in the US under US law.

16. Changes to this policy

When we change this policy, we will update the date at the top of this page, and for material changes affecting active clients we will provide notice through the service or by email. Continued use of the site or services after a change takes effect constitutes acceptance of the updated policy.

17. How to contact us

Privacy questions, requests, and complaints:

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