Privacy Policy
Last Updated: November 25, 2024
Introduction
Exodus Telecom ("we", "our", or "us") is committed to protecting your privacy and personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our VoIP telecommunications services and Text-to-Speech services.
This policy complies with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy laws.
Information We Collect
Personal Information
We collect personal information that you provide to us, including:
- Name and contact information (email, phone number, address)
- Billing information and payment details
- Account credentials (username, password)
- Business information (for business accounts)
- Service address for E911 emergency services
VoIP Service Data
When you use our VoIP services, we collect:
- Call detail records (date, time, duration, phone numbers)
- Phone number assignments and port requests
- E911 address information
- Voicemail recordings and call recordings (if enabled)
- Network usage and quality metrics
Text-to-Speech Data
When you use our TTS services, we collect:
- Text input provided for conversion
- Voice selection and generation parameters
- Generated audio files
- Usage statistics and generation history
- Upload history and file metadata
Technical Information
We automatically collect certain technical information:
- IP addresses and device information
- Browser type and operating system
- Log files and usage patterns
- Cookies and similar tracking technologies
- Network performance data
How We Use Your Information
We use the information we collect for the following purposes:
Service Provision
- To provide, maintain, and improve our VoIP and TTS services
- To process your transactions and manage your account
- To route your calls and provide E911 emergency services
- To generate text-to-speech audio files as requested
- To manage phone number assignments and porting requests
Legal and Regulatory Compliance
- To comply with CRTC regulations for VoIP service providers
- To maintain call detail records as required by law
- To provide E911 information to emergency services when you dial 9-1-1
- To respond to lawful requests from law enforcement and government authorities
- To comply with court orders and legal processes
Communication
- To send you service-related notifications and updates
- To provide customer support and respond to your inquiries
- To send billing statements and payment confirmations
- To notify you of changes to our services or policies
- To send annual E911 service reminders (required by CRTC)
Service Improvement
- To analyze usage patterns and improve service quality
- To troubleshoot technical issues and network problems
- To develop new features and enhance user experience
- To conduct internal research and analytics
Marketing (With Your Consent)
- To send promotional materials about our services (you can opt-out anytime)
- To inform you about new features and service offerings
- To conduct customer satisfaction surveys
Information Sharing and Disclosure
We do not sell, rent, or trade your personal information. We may share your information in the following circumstances:
Service Providers and Partners
- FusionPBX/FreeSWITCH: For PBX and call routing services
- IXICA: For DID management, toll-free numbers, and E911 services
- Murf.ai: For text-to-speech audio generation
- Stripe: For payment processing (they have their own privacy policy)
- Third-party telecommunications carriers: For call termination and connectivity
These service providers are contractually obligated to protect your information and use it only for the specified purposes.
Emergency Services
- When you dial 9-1-1, we automatically provide your name, address, and phone number to emergency services (PSAP)
- This is required by CRTC regulations for VoIP service providers
Legal Requirements
- When required by law, court order, or government regulation
- To respond to lawful requests from law enforcement
- To protect our rights, property, or safety, or that of our users
- To enforce our Terms of Service and other agreements
- To investigate fraud, security issues, or technical problems
Business Transfers
- In connection with a merger, acquisition, sale of assets, or bankruptcy
- You will be notified of any change in ownership or use of your personal information
Data Retention
We retain your information for different periods depending on the type of data and legal requirements:
| Data Type | Retention Period | Reason |
|---|---|---|
| Account Information | Duration of service + 7 years | Legal and business requirements |
| Call Detail Records (CDRs) | Minimum 2 years | CRTC regulatory requirement |
| E911 Address Records | Duration of service + 2 years | Emergency services compliance |
| Billing Records | 7 years | Tax and accounting requirements |
| TTS Generated Files | 90 days (unless saved by user) | Service provision |
| Voicemail Recordings | 30 days (or until deleted by user) | Service provision |
| Support Tickets | 3 years | Customer service and quality assurance |
Data Security
We implement appropriate technical and organizational measures to protect your personal information:
Encryption
- SSL/TLS encryption for data in transit
- Encryption of sensitive data at rest
- Secure payment processing through PCI-compliant providers
Access Controls
- Role-based access control for staff
- Multi-factor authentication options
- Regular security audits and monitoring
Infrastructure Security
- Secure data centers with physical security controls
- Regular backups and disaster recovery procedures
- Firewall and intrusion detection systems
Staff Training
- Regular privacy and security training for employees
- Confidentiality agreements for all staff
- Limited access to personal information on a need-to-know basis
Your Privacy Rights (PIPEDA)
Under Canadian privacy law (PIPEDA), you have the following rights:
Right to Access
You can request access to your personal information we hold. We will provide you with a copy within 30 days of your request.
Right to Correction
You can request correction of inaccurate or incomplete personal information. You can update most information through your account portal.
Right to Withdraw Consent
You can withdraw consent for certain uses of your information, subject to legal or contractual restrictions. Note that this may affect our ability to provide services.
Right to Challenge Compliance
You can challenge our compliance with privacy laws and file a complaint with the Privacy Commissioner of Canada.
How to Exercise Your Rights
To exercise any of these rights, contact us at:
- Email: privacy@exodustelecom.com
- Phone: [Your Support Phone Number]
- Mail: [Your Business Address]
We will respond to your request within 30 days. In some cases, we may need to verify your identity before processing your request. There is no fee for access requests, except in exceptional circumstances where extensive retrieval is required.
Cookies and Tracking Technologies
We use cookies and similar tracking technologies to enhance your experience:
Types of Cookies We Use:
| Cookie Type | Purpose | Duration |
|---|---|---|
| Essential Cookies | Required for the website to function (login sessions, security) | Session or until logout |
| Functional Cookies | Remember your preferences and settings | Up to 1 year |
| Analytics Cookies | Help us understand how visitors use our website | Up to 2 years |
| Performance Cookies | Monitor website performance and user experience | Up to 1 year |
Managing Cookies
You can control cookies through your browser settings. Note that disabling certain cookies may affect website functionality. Essential cookies cannot be disabled as they are necessary for the website to function.
Third-Party Services
We use the following third-party services that may collect information independently:
Stripe (Payment Processing)
Stripe processes your payment information. They have their own privacy policy at stripe.com/privacy
Murf.ai (Text-to-Speech)
Murf.ai processes text input to generate audio. Review their privacy policy at murf.ai/privacy-policy
IXICA (Telecom Services)
IXICA provides DID management and E911 services. They process call routing and emergency service information.
FusionPBX/FreeSWITCH
Processes call signaling and media for our VoIP services. Call data is handled according to this privacy policy.
We are not responsible for the privacy practices of third-party services. We encourage you to review their privacy policies before using our services.
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 you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately, and we will delete such information.
International Data Transfers
Your personal information is primarily stored and processed in Canada. However, some of our service providers may process data in other countries, including the United States. When we transfer personal information outside Canada, we ensure appropriate safeguards are in place, such as:
- Standard contractual clauses
- Privacy Shield certification (where applicable)
- Ensuring the receiving country has adequate privacy protections
By using our services, you consent to the transfer of your information to countries outside Canada as described in this policy.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make material changes, we will:
- Update the "Last Updated" date at the top of this policy
- Notify you via email or through a prominent notice on our website
- Obtain your consent if required by law
We encourage you to review this Privacy Policy periodically. Your continued use of our services after changes are posted constitutes your acceptance of the updated policy.
Contact Us
Questions About This Privacy Policy?
If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
Phone
Contact via email
Mailing Address
Exodus Telecom
275 Arnold St.
Kitchener, ON, N2H 6E8
Privacy Commissioner of Canada
If you are not satisfied with our response to your privacy concern, you have the right to contact the Privacy Commissioner of Canada at www.priv.gc.ca or 1-800-282-1376.
By Using Our Services
By accessing or using Exodus Telecom's VoIP and Text-to-Speech services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy and our Terms of Service.