Aegis Communications Privacy Policy

Effective Date: August 1, 2025

Last Updated: October 8, 2026 (added Network Readiness Test; Website Chat added October 6, 2026)

At Aegis Communications, we are committed to protecting the privacy and security of our customers' data. This Privacy Policy describes how we collect, use, disclose, and protect information in connection with your use of our Unified Communications as a Service (UCaaS) and Voice over Internet Protocol (VoIP) services, as well as our website.

By using our services or accessing our website, you agree to the terms of this Privacy Policy.

1. Information We Collect

We collect various types of information to provide and improve our services, including:

Account and Contact Information: When you sign up for our services, we collect personal details such as your name, company name, billing address, email address, phone number, and payment information.
Service Usage Data: This includes information about how you use our UCaaS and VoIP services, such as call records (e.g., caller and recipient numbers, call duration, time and date of calls), SMS messages, instant messages, voicemail data, meeting details (e.g., participants, duration), and feature usage. We do NOT record the content of your communications unless explicitly requested by you (e.g., call recording features you enable) or required by law.
Technical Data: We collect information about your devices and network when you access our services, including IP addresses, device identifiers, browser type, operating system, and connection speed.
Website Usage Data: When you visit our website, we may collect information about your Browse activity, such as pages viewed, links clicked, and time spent on our site, using cookies and similar tracking technologies.
Customer Support Interactions: If you contact our customer support, we may record information related to your inquiry to help us resolve issues and improve our service.
Website Chat: If you use the chat window on our website, we collect the name you enter, the phone number or email address you choose to give us, the messages you send, and the web page where you started the chat. See "Website Chat" below for details.
Network Readiness Test: If you run the network test on our website, we collect the test measurements, your IP address, and your browser type, and, if you choose to send us your results, the contact details you enter. See "Network Readiness Test" below for details.

Website Chat

Our website may offer a chat window, provided by our Aegis Connect messaging platform, that lets you send a message to our team.

What we collect: The name you enter (required), the phone number or email address you choose to provide (optional), the messages you exchange with us, the website and page where the chat started, the date and time of the chat, and technical information sent by your browser, such as your IP address and browser type.
How we use it: To answer your questions, follow up with you by phone or email if you asked us to, provide sales and support, keep a record of our conversation, and protect the chat from spam and abuse.
No text messages: A phone number you give us in a website chat is used only to call you back. Providing it is not consent to receive text messages, and we will not send you text messages based on a website chat.
Cookies and browser storage: The chat does not use cookies. It saves a chat identifier in your browser's local storage so your conversation can continue if you move to another page or come back later. The identifier stops working 30 days after the chat ends, and you can remove it at any time by clearing your browser's data for our website.
Who sees it: Your chat is delivered to authorized Aegis Communications staff in our messaging apps. To alert staff to a new message, a notification containing your name and a short preview of your message may be delivered through Apple's and Google's push notification services. We do not sell chat information.
How long we keep it: Chat conversations are kept as part of our business records as described in "Data Retention" below, and you can ask us to access or delete them as described in "Your Choices and Rights."
Chats on other businesses' websites: Our customers can add the same chat window, marked "Powered by Aegis Connect," to their own websites. When you chat on a customer's website, that business decides how your information is used and its privacy policy applies; we process the chat on its behalf to deliver it.

Network Readiness Test

Our website offers a free test that measures how well your internet connection would carry phone calls.

What we collect: The measurements from your test (such as packet loss, jitter, delay, and approximate speed), the date and time, your IP address, your browser type, and the page you came from.
How we use it: To show you your results, to let you share them with a link, to improve the test, and to detect and prevent abuse of the test service.
Share links: Your result can be viewed by anyone who has its link for 90 days. A shared result does not show your IP address or any contact details.
Sending your results to us: If you choose to send us your results, we also receive the name and email address you enter, plus any phone number, company, and note, and we use them to follow up with you about your results. Providing a phone number is not consent to receive text messages.
How long we keep it: Test records are kept for up to 12 months and then deleted. Results you send to us are kept as part of our business records as described in "Data Retention" below.

2. How We Use Your Information

We use the information we collect for the following purposes:

To Provide and Maintain Our Services: This includes setting up and managing your account, enabling communication features, routing calls, delivering messages, and ensuring the proper functioning of our UCaaS and VoIP platforms.
To Process Payments: We use your payment information to process invoices and payments for our services.
To Improve and Personalize Our Services: We analyze usage patterns to understand how our services are used, identify areas for improvement, develop new features, and personalize your experience.
To Communicate with You: We may send you service announcements, administrative messages, updates, and marketing communications related to our products and services. You can opt out of marketing communications at any time.
To Ensure Security and Prevent Fraud: We use your information to protect our services, systems, and users from unauthorized access, fraud, and other malicious activities.
To Comply with Legal Obligations: We may use and disclose your information as required by applicable laws, regulations, legal processes, or governmental requests.
For Customer Support: To respond to your inquiries, troubleshoot issues, and provide technical assistance.
For Website Chat: To respond to messages you send through the chat window on our website, as described in "Website Chat" above.
For SMS/MMS Messaging: We will not share your opt-in to an SMS campaign with any third party for purposes unrelated to providing you with the services of that campaign. We may share your Personal Data, including your SMS opt-in or consent status, with third parties that help us provide our messaging services, including but not limited to platform providers, phone companies, and any other vendors who assist us in the delivery of text messages
1. Note: All of the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

We do not sell your personal information to third parties. We may share your information with:

Service Providers: We engage trusted third-party service providers who assist us in delivering our services, such as payment processors, data hosting providers, and customer support platforms. These providers are obligated to protect your information and use it only for the purposes for which we disclose it to them.
Affiliates: We may share information with our corporate affiliates for operational and business purposes, consistent with this Privacy Policy.
Legal and Regulatory Authorities: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court order or subpoena).
Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred to the acquiring entity. We will notify you via email and/or a prominent notice on our website of any such change in ownership or control of your personal information.
With Your Consent: We may share your information with other third parties when we have your explicit consent to do so.

4. Data Security

We implement a variety of industry-standard security measures to protect your information from unauthorized access, use, disclosure, alteration, or destruction. These measures include:

Encryption: We use encryption for data in transit and at rest where appropriate.
Access Controls: We restrict access to personal information to authorized employees and service providers who need to know that information to perform their job functions.
Regular Security Audits: We regularly review our security practices and update them as needed.
Physical Security: Our data centers and infrastructure are protected by physical security measures.

Despite our efforts, no method of transmission over the Internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee absolute security.

5. Data Retention

We retain your personal information for as long as necessary to provide our services, comply with our legal obligations, resolve disputes, and enforce our agreements. The specific retention periods depend on the type of data and the purpose for which it was collected.

6. Your Choices and Rights

Depending on your jurisdiction, you may have certain rights regarding your personal information, including:

Access: You may request access to the personal information we hold about you.
Correction/Rectification: You may request that we correct any inaccurate or incomplete personal information.
Deletion: You may request the deletion of your personal information, subject to certain exceptions (e.g., legal obligations).
Data Portability: You may request to receive your personal information in a structured, commonly used, and machine-readable format.
Opt-Out of Marketing Communications: You can opt out of receiving marketing emails from us by following the unsubscribe instructions included in those emails or by contacting us directly.
Cookies: Most web browsers are set to accept cookies by default. You can usually modify your browser settings to decline cookies if you prefer. However, please note that some features of our website may not function properly without cookies. Our website chat does not use cookies (see "Website Chat" above).

To exercise any of these rights, please contact us using the information provided in the "Contact Us" section below.

7. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If we become aware that we have collected personal information from a child under 18 without parental consent, we will take steps to delete such information.

8. International Data Transfers

As a telecommunications company, our operations may involve transferring your information to servers and service providers located in different countries. By using our services, you consent to the transfer of your information to countries outside of your country of residence, which may have different data protection laws than your country. We will take appropriate measures to ensure your data is protected in accordance with this Privacy Policy.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will post the revised Privacy Policy on our website with an updated "Effective Date." We encourage you to review this Privacy Policy periodically. For significant changes, we may provide more prominent notice (e.g., email notification or a banner on our website).

10. Customer Proprietary Network Information (CPNI)

As a telecommunications and interconnected VoIP service provider, we are committed to protecting your Customer Proprietary Network Information (CPNI). CPNI is information that we obtain solely by virtue of our relationship with you as a customer, related to the quantity, technical configuration, type, destination, location, and amount of use of our telecommunications and VoIP services, as well as billing information related to these services. Examples of CPNI include call detail records (e.g., numbers called, duration of calls, time of calls), features you subscribe to, and billing information for your services. CPNI does not include your name, address, or telephone number.

11. Our Commitment to CPNI Protection

Under federal law, you have a right, and we have a duty, to protect the confidentiality of your CPNI. We strictly adhere to the Federal Communications Commission's (FCC) CPNI rules, which govern how we can use, disclose, and permit access to your CPNI.

We use CPNI primarily to:

Provide and bill for the services you subscribe to.
Offer you services within the same category of service you already subscribe to (e.g., if you have our VoIP service, we may use CPNI to offer you enhanced VoIP features).
Protect our rights or property, or protect users of our services from fraudulent, abusive, or unlawful use of our services.
Comply with legal obligations, court orders, or lawful government requests.

12. Your CPNI Choices

We will not use, disclose, or permit access to your CPNI to market to you services that are outside the categories of service you already subscribe to from us, unless we have your express consent (opt-in) or in other circumstances permitted by law.

You have the right to approve or deny our use of your CPNI for marketing purposes of services outside of your current subscription. Your decision to deny approval will not affect the provision of any services to which you currently subscribe from us.

13. Authentication and Security

To protect your CPNI, we employ rigorous authentication procedures. When you contact us to discuss your account, especially call detail information or to make certain account changes, we will verify your identity through secure methods, such as a pre-established password, before disclosing CPNI. We will notify you if there are changes to your account, such as changes to your online account access or password.

In the event of a CPNI breach, we are required to notify law enforcement and affected customers in accordance with FCC regulations.

If you have any questions about our CPNI practices or wish to exercise your rights regarding your CPNI, please contact us using the information provided in the "Contact Us" section of this Privacy Policy.

14. Contact Us

If you have any questions or concerns about this Privacy Policy or our privacy practices, please contact us at:

Aegis Communications

1310 S 3rd St

Ozark MO 65721

417-93AEGIS

info@aegisvoip.com

Privacy Policy