Aegis Connect Privacy Policy
Effective date: September 3, 2026
Applies to: the Aegis Connect mobile apps for Android and iOS ("the App") and the Aegis Connect service they connect to ("the Service"), operated by Aegis Communications ("we", "us").
Contact: privacy@aegisvoip.com · 1310 S 3rd St, Ozark, MO 65721
1. What AegisConnect is and whose account it is
AegisConnect is a business telephone app. It lets people use their existing business phone-system extension (voice calls, voicemail, text messages, team presence and related features) from an Android or iOS phone.
You cannot create an account in the App. An account exists only because your employer or organization (the "Organization"), or its managed-service provider, has set up an extension for you on its own phone system and authorized you to use the App. The Organization decides who gets an account, what the account can do, and how long its business records are kept. For that business data we act as a service provider (processor) on the Organization's behalf. This policy describes what the App and Service do; your Organization may have its own policies too.
2. Information the App and Service handle
Account and identity information. Your extension number, phone-system domain, display name, and identifiers of the phone(s) you have set up (a device name such as "111a", and a device identifier). If you set up the App using the email method, the email address you type is used once to check it against the address on file for your extension and to send you the sign-in link; we do not keep it for marketing. If you set up the App with your phone system login, your password is sent over an encrypted connection to your phone system to check it, and is not stored or logged by us.
Session and security data. Sign-in tokens, the encrypted SIP credentials for your device, and network addresses (IP addresses) of requests, which we use to keep the Service secure and to limit abusive sign-in attempts.
Calls. Call media (your voice) is transmitted in real time between your phone, our call-handling servers, and your Organization's phone system, so that a call can move between Wi-Fi and cellular networks without dropping. We do not record or store call audio. Call records (who called whom, when, duration, outcome) are kept by your Organization's phone system and are shown in the App; the App also keeps a local call history on your phone. If your Organization has enabled call recording, recordings are made and held by its phone system, and the App can play them back for you.
Voicemail. Voicemail messages are stored by your Organization's phone system and played in the App. Where the phone system has not produced a transcript, the audio may be sent to a speech-to-text service (OpenAI) to produce one, and the resulting text is stored by us so you can read it. OpenAI account data collection is restricted and not used for model training.
Messages. If your Organization uses text messaging, the text and pictures you send and receive, the phone numbers involved, delivery status, and conversation state (for example who has claimed or archived a thread) are processed and stored by us and by our messaging carrier so the messages can be delivered and shown to you and your team. Pictures are only uploaded when you choose to attach one.
Contacts and directory. The App shows your Organization's team directory and, if it uses one, customer contacts from its business system (for example a PSA/CRM system). If you turn on "Names on car Bluetooth" (Android), the App writes those entries into your phone's contact book so a car can show names; it does not upload your phone's existing contacts. If you use the non-integrated version of the app, you can choose to display your phone contacts in the app, however your phones contacts are not uploaded to any server.
Team presence. Whether a colleague is on a call, ringing, or idle, as reported by the phone system, is shown to your team.
Notifications and device identifiers. A push token issued by Google (Firebase Cloud Messaging) or Apple (APNs) lets us wake your phone for an incoming call and notify you of messages and voicemail. Android builds also send a Firebase installation identifier.
Diagnostics. (a) Automatic call-quality information - per-call network path statistics (for example packets received over Wi-Fi versus cellular), together with the extension and far-end number of the call it belongs to so we can keep calls working well. (b) Crash reports and basic device/app information (Firebase Crashlytics on Android). (c) Log files, only when you choose "Upload logs" in Settings, and call-quality reports you choose to send from a call. None of this is used for advertising.
What we do not collect. We do not collect your location, we do not use advertising or cross-app tracking identifiers, and we do not sell your
personal information.
3. Permissions the App asks for, and why
- Microphone: So the other party can hear you on calls.
- Notifications: To alert you to calls, messages and voicemail.
- Full-screen call alerts (Android): To show the incoming-call screen over the lock screen.
- Phone/telecom integration and foreground service (Android) OR CallKit, VoIP push and background audio (iOS): To ring, show and keep calls running like any phone call, including with the screen off or the app in the background.
- Bluetooth: To use headsets and car systems.
- Contacts (Android/iOS): Only to write your directory into the phone's contact book for car caller-ID, or to display phonebook contacts within the app only
- Photos/camera (optional): Only to attach a picture to a message.
- Battery-optimization exemption and boot (Android, optional): To stay reachable for calls after a restart.
- Network state: To move calls between Wi-Fi and cellular.
4. How information is used
To provide the Service (place, receive and transfer calls; deliver messages and voicemail; show presence and contacts); to keep it secure and prevent abuse; to diagnose problems and improve call quality and reliability; to provide support; and to meet legal obligations. We do not use it for advertising and do not sell it.
5. Who receives it
We use service providers that process information on our and your Organization's behalf:
- Your Organization's phone system (Hosted and operated by Aegis Communications): calls, voicemail, call records, directory.
- Cloud hosting (Amazon Web Services): runs our servers.
- Messaging carrier: delivers text messages for your Organization.
- OpenAI: speech-to-text for voicemail where no transcript exists, and drafting text for support tickets when you ask the App to; spoken prompts for the desk-phone sign-in. Content is sent only for those purposes.
- Google (Firebase Cloud Messaging and Crashlytics) and Apple (APNs): push notifications and crash reports.
- SMTP2GO: delivers the sign-in email if you use the email method.
- Your Organization's business systems (normally a CRM system): contact lookup and ticket creation, when your Organization has connected them.
We may also disclose information when required by law, to protect rights and safety, or in a merger or sale (with notice where required). We do not sell or "share" personal information for cross-context behavioral advertising.
6. Retention
- Business records (calls, voicemail, messages, directory) are kept as long as your Organization keeps the account and according to its settings.
- Sign-in tokens and device credentials last until you sign out, your Organization removes your extension, or they expire.
- Call-quality data: [90 days].
- Diagnostic logs you upload: [90 days].
- Voicemail transcripts we generated: for as long as the voicemail exists.
- Security logs: (sign-in attempts, IP addresses): [90 days].
- On your phone: signing out of the App, or uninstalling it, removes the App's local data (call history, cached voicemail, settings) from the phone.
7. Your choices and rights
Because your account is issued by your Organization, requests to access, correct, export or delete the information tied to your extension are handled through your Organization's administrator; contact them first. You can also write to us at privacy@aegisvoip.com and we will direct or fulfil the request as the law and our agreement with your Organization allow. You can sign out of the App at any time, turn off optional features (for example car contact names), and revoke any permission in your phone's Settings. Depending on where you live (for example the EEA/UK or California) you may have additional rights to know, access, correct, delete, or object to processing, and to complain to a supervisory authority; we honour them as described here.
8. Security
Connections between the App, our servers and your phone system are encrypted in transit (TLS; media with SRTP). Credentials on the phone are kept in the platform's secure storage (Android encrypted storage / iOS Keychain). Sign-in attempts are rate-limited. No system is perfectly secure; tell us at privacy@aegisvoip.com if you suspect a problem.
9. Children
The App is a business tool and is not directed to children under 13 (or under 16 where that applies). We do not knowingly collect information from children.
10. International processing
Our servers are in the United States. If you use the Service from elsewhere, your information is transferred to and processed in the United States and the countries where our providers operate.
11. Changes
We may update this policy. We will post the new version here with a new effective date, and give additional notice where the law requires it.
12. Contact
Aegis Communications LLC · privacy@aegisvoip.com · 1310 S 3rd St, Ozark, MO 65721