REMAC Phone - Privacy Policy

1. Information We Collect

1.1 Account Information

When you use REMAC Phone, we collect:

• Username and Password: For authentication and access to your softphone account
• SIP Account Credentials: Provided by our system for VoIP functionality
• Extension Number: Your assigned phone extension
• Caller ID Information: Your outbound caller ID name and number

1.2 Device Information

We collect device-specific information for security and functionality:

• Device Identifier: iOS unique device ID (UUID) for device management
• Device Name: User-readable device name (e.g., "John's iPhone")
• Push Notification Tokens: Apple-provided tokens for VoIP calls and voicemail alerts
• App Version: For support and troubleshooting
• iOS Version: For compatibility verification

1.3 Call Data

Call-related information we collect:

• Call History: Phone numbers called/received, timestamps, duration, call type (incoming/outgoing/missed)
• Contact Associations: Links between phone numbers and iOS contacts (stored locally)
• Office Contacts: Company directory contacts you create in the app
• Favorites: Contacts you mark as favorites

1.4 Contacts Permission (Optional)

The app requests optional access to your iOS Contacts to display contact names for incoming calls and in call history. This data:

• Is processed entirely on your device
• Is never transmitted to our servers
• Is used solely for caller ID matching
• Can be denied without affecting core calling functionality

2. How We Use Your Information

We use the collected information for:

• VoIP Service Delivery: Enabling phone calls through our SIP infrastructure
• Authentication: Verifying your identity and protecting your account
• Device Management: Enforcing one-device-per-account security policy
• Push Notifications: Delivering incoming call alerts and voicemail notifications
• Call History: Providing call logs and usage records
• Contact Sync: Backing up your office contacts to survive app reinstalls
• Service Improvement: Troubleshooting issues and improving app performance
• Customer Support: Assisting with technical issues

3. Data Storage and Security

3.1 Local Storage (On Your Device)

• iOS Keychain: Account credentials and API keys (encrypted by iOS)
• Local Database: Call history, office contacts, favorites (Realm database)
• UserDefaults: App preferences and settings

3.2 Server Storage (REMAC Servers)

• Database: Account info, device data, office contacts, push tokens
• Encrypted Transmission: All data sent via HTTPS/TLS
• Secure Access: API key authentication required for all requests
• Server Location: United States

3.3 Security Measures

• Passwords never stored in plain text
• API keys use cryptographically secure UUIDs
• Device-bound authentication (one device per account)
• Automatic session invalidation on device changes
• Audit logs for security monitoring

4. Third-Party Services

REMAC Phone uses the following third-party services:

4.1 Apple Services

• CallKit: Native iOS calling interface (no data sent to Apple)
• Push Notification Service: Apple APNs for call alerts (device tokens only)
• VoIP Push (PushKit): For incoming call wake-up (device tokens only)

4.2 VoIP Service Providers

• 2600Hz (Kazoo): VoIP platform for call routing and telephony features
• Bandwidth.com: SMS and telephony carrier services
• Telecommunication Carriers: Third-party carriers for voice traffic termination and origination

These service providers process your voice calls and text messages as necessary to deliver VoIP services. They are bound by strict service agreements and data protection requirements.

4.3 Open Source Libraries

• Linphone SDK: Open-source VoIP engine (no data collection)
• Realm Database: Local on-device storage (no cloud sync to Realm)

No Analytics or Tracking: We do not use Google Analytics, Facebook SDK, or any third-party analytics services in the REMAC Phone app.

5. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties.

We may share information only in these limited circumstances:

• Legal Requirements: When required by law, court order, or government regulation
• Service Providers: With vendors who help us operate our infrastructure (hosting, databases) under strict confidentiality agreements
• Business Transfer: In the event of a merger, acquisition, or sale of assets (users will be notified)
• Your Consent: When you explicitly authorize sharing

Calls and Communications: Your phone calls are routed through our VoIP infrastructure and third-party telecommunication carriers. Call metadata (numbers, timestamps) is retained for billing and service provision. Call content is not recorded unless you explicitly enable recording features through your account settings.

6. Your Privacy Rights

6.1 Access and Control

• View Your Data: Access your account information in app Settings
• Delete Call History: Clear all call history from the app
• Manage Contacts: Add, edit, or delete office contacts
• Opt Out of Contacts: Deny Contacts permission in iOS Settings
• Logout: Remove your data from the device and deactivate

6.2 Data Deletion Requests

To request complete deletion of your account and associated data, contact us at support@remacenterprises.com. We will:

• Deactivate your softphone account within 48 hours
• Delete personal data within 30 days
• Retain billing records as required by law (typically 7 years)

6.3 California Residents (CCPA)

California residents have additional rights under the California Consumer Privacy Act. See our California Privacy Notice for details.

7. Children's Privacy

REMAC Phone is not intended for use by children under 13 years of age. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at support@remacenterprises.com.

8. Data Retention

We retain your data for the following periods:

• Account Data: While your account is active, plus 90 days after deactivation
• Call History: 12 months for billing and support purposes
• Device Data: Cleared immediately upon logout
• Push Tokens: Cleared immediately upon logout
• Billing Records: 7 years (legal requirement)
• Audit Logs: 90 days for security purposes

9. International Data Transfer

Your information may be transferred to, and maintained on, servers located in the United States. By using REMAC Phone, you consent to this transfer. We ensure appropriate safeguards are in place to protect your data in accordance with this privacy policy.

10. Permissions Required

REMAC Phone requests the following iOS permissions:

Required Permissions:

• Microphone: Essential for making and receiving phone calls. Without this permission, the app cannot function.
• Notifications: Required for incoming call alerts, voicemail notifications, and SMS alerts. You can disable in iOS Settings but will miss incoming calls when app is closed.

Optional Permissions:

• Contacts: Used to display contact names for incoming calls and in call history. Processed entirely on your device. Never transmitted to our servers. You can deny this permission and the app will function normally.

11. App-Specific Data Practices

11.1 Call History

Call history is stored both locally on your device and on our servers. Local history can be cleared from app Settings. Server-side call records are retained for billing purposes.

11.2 Office Contacts

Office contacts you create are synced to our servers to preserve them across app reinstalls. Account-wide contacts (like park slots) are managed by your administrator and cannot be deleted from the app.

11.3 Presence Information

When you enable Busy Lamp Field (BLF) monitoring for office contacts, the app subscribes to real-time presence status. This data is received from our SIP servers and is not stored permanently.

12. Security

We implement industry-standard security measures:

• All data transmission uses HTTPS/TLS encryption
• Credentials stored in iOS Keychain (encrypted by Apple)
• API key authentication for all server requests
• One-device-per-account enforcement
• Automatic logout on security events
• Regular security audits and monitoring

No Security System is Perfect: While we strive to protect your information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by:

• Posting the new Privacy Policy on this page
• Updating the "Last Updated" date
• In-app notification for material changes

You are advised to review this Privacy Policy periodically for any changes. Changes are effective when posted.

14. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us:

15. Consent

By using REMAC Phone, you consent to this Privacy Policy and our collection, use, and sharing of your information as described herein.