Privacy Policy

1. Introduction

Zonitel Solutions LLC ("Zonitel," "we," "us," or "our") is a Texas-based provider of cloud-hosted, SIP-based business communications services, including Business VoIP phone systems, SMS/MMS messaging, digital fax, AI call analytics, live call panel, and smart calendar features. We are committed to protecting the privacy and security of your personal and business information.

This Privacy Policy describes how we collect, use, share, and protect information about you when you access our website at zonitel.com, use our products and services, or interact with us in any other way (collectively, the "Services"). It also describes your rights with respect to your information and how you can exercise those rights. This policy covers all customers, visitors to our website, and individuals whose information we process in connection with delivering the Services.

By using our Services or website, you acknowledge that you have read and understood this Privacy Policy. If you are using the Services on behalf of a business, you represent that you have the authority to bind that entity to this policy. Please read this policy carefully. If you have questions, contact us at info@zonitel.com.

2. Information We Collect

We collect information in several categories depending on how you interact with our Services:

Account Information

When you register for an account or subscribe to a plan, we collect information such as your full name, business name, email address, phone number(s), job title, billing address, and service address(es) for E911 registration. We may also collect information about your business size, industry, and communication needs to help us tailor the Services to you.

Communications Data

In providing our Services, we collect metadata associated with your communications. This includes call logs (date, time, duration, calling and called numbers), SMS/MMS message metadata (sender, recipient, timestamp, message status), and fax transmission records (sender, recipient, page count, status). Unless you or your account administrator explicitly enables call recording, we do not record or store the content of your voice calls. Where recording features are enabled, recordings are stored in accordance with your account settings and this Privacy Policy.

Technical Data

We automatically collect certain technical information when you access our Services, including your IP address, device type and model, operating system version, browser type and version, referring URLs, pages visited, time spent on pages, and other usage and interaction logs. We may also collect SIP device information, network configuration data, and diagnostic logs to help us maintain service quality and troubleshoot technical issues.

Payment Information

Payment transactions are processed through PCI-DSS Level 1 compliant third-party payment processors. We do not store your full credit card number, CVV, or other sensitive cardholder data on our systems. We retain limited payment identifiers (such as the last four digits of your card and card type) for billing reference and fraud prevention purposes. By providing payment information, you authorize our payment processor to charge your designated payment method as described in our Terms of Use.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Providing and Improving Services: To provision, operate, maintain, and enhance the features and functionality of the Services you have subscribed to, including routing calls, delivering messages, processing faxes, generating analytics, and operating AI-powered features.
• Billing and Account Management: To process payments, manage your subscription, send invoices, notify you of billing issues, and maintain accurate financial records.
• Customer Support: To respond to your inquiries, troubleshoot technical issues, and provide onboarding and training assistance.
• Service Communications: To send you important service-related notices, including maintenance alerts, security notifications, feature updates, and changes to our Terms or this Privacy Policy.
• Fraud Prevention and Security: To detect, investigate, and prevent fraudulent transactions, unauthorized access, abuse of the Services, and other security threats.
• Legal Compliance: To comply with applicable laws, regulations, legal processes, and governmental requests, including FCC regulations, TCPA requirements, subpoenas, and court orders.
• Analytics and Product Development: To analyze usage patterns and performance metrics to better understand how our Services are used and to develop new features and improvements.
• Marketing (with consent): To send you promotional communications about Zonitel's products and services where you have provided consent or where we have a legitimate interest in marketing our services to existing customers. You may opt out of marketing communications at any time.

4. Call Recording & AI Analytics

Zonitel offers optional call recording and AI analytics features as part of its advanced service tiers. These features are disabled by default and must be explicitly enabled by an authorized account administrator. When enabled, calls may be recorded, transcribed, and analyzed using AI models to generate insights such as sentiment analysis, keyword detection, call summaries, agent performance scoring, and customer interaction trends.

Call recording and AI transcription data is stored for the duration specified in your account settings (the customer-configurable retention period). Customers are solely responsible for complying with all applicable laws regarding call recording and notification requirements, including federal and state wiretapping and eavesdropping laws, many of which require the consent of all parties to a recorded call. Zonitel strongly advises customers to consult with legal counsel before enabling call recording features.

AI analytics are processed in a secure, isolated environment. Zonitel does not use your call recordings or transcriptions to train AI models without your express written consent. AI-generated outputs are not guaranteed to be error-free and should not be relied upon as a substitute for human review in compliance-sensitive contexts. Data generated by AI analytics features is subject to the data retention and security practices described in this Privacy Policy.

5. SMS & Messaging Compliance

Zonitel provides SMS/MMS messaging capabilities subject to the requirements of the Telephone Consumer Protection Act (TCPA), the CAN-SPAM Act, and applicable carrier policies. As a business customer using Zonitel's messaging services, you are responsible for obtaining and maintaining proper opt-in consent from all message recipients before sending them any commercial or marketing messages.

Zonitel maintains records of messaging activity including opt-in timestamps, opt-out requests, and message delivery status to support your compliance obligations. Recipients of your business messages can opt out at any time by replying STOP to any message. Upon receipt of a STOP request, Zonitel's platform automatically processes the opt-out and logs it to your account's compliance records. You may also view and manage opt-out records through your account portal.

Additional opt-out keywords recognized by Zonitel's platform include UNSUBSCRIBE, CANCEL, END, and QUIT. You must not send messages to any number that has opted out. Zonitel reserves the right to suspend or terminate messaging capabilities for accounts that violate messaging compliance requirements or that generate excessive spam complaints or carrier blocks.

6. Information Sharing

We do not sell your personal information to third parties for advertising or marketing purposes. We share your information only in the following circumstances:

• Service Providers and Subprocessors: We engage trusted third-party service providers to assist us in delivering the Services. These include cloud infrastructure providers, payment processors, telephony carriers, email delivery services, analytics platforms, and customer support tools. All subprocessors are contractually required to handle your data in accordance with this Privacy Policy and applicable data protection laws. A list of our current subprocessors is available upon request.
• Legal Requirements: We may disclose your information when required to do so by law, including in response to valid subpoenas, court orders, warrants, or other legal process. We may also disclose information to comply with regulatory obligations (such as FCC requirements), respond to governmental inquiries, or cooperate with law enforcement. Where legally permissible, we will notify you of such disclosures.
• Business Transfers: In the event of a merger, acquisition, sale of assets, reorganization, or other business transfer involving Zonitel, your information may be transferred to the acquiring entity as part of that transaction. We will notify you of any such transfer and the resulting changes to this Privacy Policy via email or prominent notice on our website.
• Safety and Security: We may share information when we have a good-faith belief that doing so is necessary to protect the rights, property, or safety of Zonitel, our customers, or the public, or to prevent fraud, abuse, or illegal activity.
• With Your Consent: We may share your information with other third parties when you have given us explicit consent to do so.

7. CPNI (Customer Proprietary Network Information)

As a provider of telecommunications services, Zonitel is subject to Section 222 of the Communications Act (47 U.S.C. § 222) and FCC regulations governing the protection of Customer Proprietary Network Information (CPNI). CPNI is information that relates to the quantity, technical configuration, type, destination, location, and amount of use of telecommunications services you subscribe to, as well as information contained in bills relating to those services. CPNI does not include the content of your communications.

Zonitel uses CPNI to provision, maintain, and improve the telecommunications services you have subscribed to, to bill you accurately, and to protect you from fraudulent use of your account. We may also use CPNI, with your approval, to market additional Zonitel services that are related to the types of services you already receive. We will not use, disclose, or provide access to your CPNI for any other purpose without your prior express approval or as required by law.

You have the right to restrict Zonitel's use of your CPNI for marketing purposes. To exercise your opt-out right, or to approve use of your CPNI for marketing, please contact us at info@zonitel.com or call 833-966-4835. Your CPNI election will remain in effect until you change it. Restricting use of your CPNI will not affect Zonitel's ability to provide you with the services you have subscribed to, and you will not face any penalties for restricting our use of your CPNI.

8. Data Retention

We retain your information for as long as necessary to fulfill the purposes for which it was collected and to comply with our legal, regulatory, and business obligations. Our general data retention practices are as follows:

• Account Data: Retained for the duration of your active account plus 90 days following account termination, during which time you may request a copy of your data. After 90 days, account data is permanently deleted unless we are required by law to retain it longer.
• Call Logs and Metadata: Retained for a default period of 12 months from the date of the call. Customers may configure shorter retention periods in their account settings. Extended retention may be available for compliance or archiving purposes on applicable plans.
• Call Recordings and Transcriptions: Retained per customer-configured settings (when recording features are enabled). Default retention is 90 days unless the customer selects a longer period.
• SMS/MMS Logs: Retained for 12 months from the date of the message.
• Billing and Financial Records: Retained for a minimum of 7 years from the date of the transaction to comply with applicable tax and financial recordkeeping laws.
• Support Communications: Retained for 3 years from the date of the last interaction.

We may retain certain information longer than the periods listed above where required by law, regulation, or governmental order, or where necessary to resolve disputes or enforce our agreements.

9. Data Security

Zonitel employs a defense-in-depth approach to data security, implementing multiple layers of technical and organizational safeguards to protect your information against unauthorized access, disclosure, alteration, or destruction. Our security measures include:

• Encryption in Transit: All data transmitted between your devices and our platform is encrypted using TLS 1.2 or higher. Voice communications are encrypted using SRTP (Secure Real-time Transport Protocol).
• Encryption at Rest: Stored data, including account information, call logs, recordings, and backups, is encrypted using AES-256 encryption.
• Access Controls: Access to customer data is restricted to authorized Zonitel personnel on a need-to-know basis. Role-based access controls (RBAC) and the principle of least privilege are applied throughout our systems.
• Employee Training: All Zonitel employees undergo regular security awareness training and are required to sign confidentiality agreements covering customer data.
• Incident Response: We maintain a documented incident response plan and are committed to notifying affected customers promptly in the event of a confirmed data breach affecting their information.

Despite these measures, no security system is impenetrable. We cannot guarantee absolute security of your information. If you believe your account has been compromised, please contact us immediately at info@zonitel.com. For our full security practices, please see our Security page.

10. Your Rights (CCPA / GDPR)

Depending on your location and applicable law, you may have the following rights with respect to your personal information:

• Right to Know / Access: You have the right to request information about the categories and specific pieces of personal information we have collected about you, the purposes for which we use it, and the categories of third parties with whom we share it.
• Right to Deletion: You have the right to request that we delete personal information we have collected about you, subject to certain exceptions (such as data we are required to retain for legal compliance).
• Right to Correction: You have the right to request that we correct inaccurate personal information we hold about you.
• Right to Data Portability: You have the right to receive a copy of your personal information in a structured, machine-readable format, where technically feasible.
• Right to Opt Out of Sale: We do not sell your personal information. There is nothing to opt out of in this regard.
• Right to Non-Discrimination: We will not discriminate against you for exercising any of these rights. Exercising these rights will not result in denial of services, different prices, or a lower quality of service.
• Right to Restrict Processing (GDPR): Under certain circumstances, you may have the right to restrict how we process your personal data.
• Right to Object (GDPR): You have the right to object to our processing of your personal data for direct marketing purposes at any time.

To exercise any of these rights, please submit a written request to info@zonitel.com. We will respond to verifiable requests within 45 days (or as required by applicable law). We may need to verify your identity before processing your request.

11. Cookies

Our website uses cookies and similar tracking technologies to enhance your browsing experience, analyze site traffic, and support marketing efforts. Cookies are small text files stored on your device that allow us to recognize you on return visits and provide a more personalized experience. We use strictly necessary cookies (required for basic site functionality), functional cookies (for preferences and settings), analytics cookies (for understanding site usage), and marketing cookies (for advertising and retargeting).

For a full description of the cookies we use, their purposes, duration, and how to control them, please see our Cookie Policy.

12. Children's Privacy

Zonitel's Services are designed for business use and are not directed to individuals under the age of 13. We do not knowingly collect, use, or disclose personal information from children under 13. If we become aware that we have inadvertently collected personal information from a child under 13, we will take prompt steps to delete that information from our systems. If you believe we may have collected information from a child under 13, please contact us immediately at info@zonitel.com.

13. International Transfers

Zonitel is based in the United States, and our primary data processing activities occur within the United States. If you are located outside the United States, please be aware that information you provide to us will be transferred to and processed in the United States, where data protection laws may differ from those in your country.

For transfers of personal data from the European Union, European Economic Area, or United Kingdom to the United States, Zonitel relies on Standard Contractual Clauses (SCCs) as approved by the European Commission, where applicable. If you have questions about the legal basis for international data transfers or would like a copy of applicable SCCs, please contact us at info@zonitel.com.

14. California Residents (CCPA)

If you are a California resident, the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), provides you with additional rights regarding your personal information. These rights include the right to know what personal information we collect, use, and disclose; the right to delete your personal information (subject to certain exceptions); the right to correct inaccurate personal information; and the right to opt out of the sale or sharing of your personal information.

As stated above, Zonitel does not sell personal information within the meaning of the CCPA. We also do not share personal information for cross-context behavioral advertising purposes. California residents may submit privacy rights requests by emailing info@zonitel.com with the subject line "California Privacy Rights Request" or by calling 833-966-4835. We will respond within 45 calendar days. You may designate an authorized agent to submit a request on your behalf; the agent must provide proof of authorization. We will not discriminate against you for exercising your CCPA rights.

For the 12-month period prior to the effective date of this policy, Zonitel collected the categories of personal information described in Section 2 above. This information was used for the purposes described in Section 3 and disclosed to service providers as described in Section 6.

15. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or the Services we offer. When we make material changes, we will provide notice by sending an email to the address associated with your account and/or by posting a prominent notice on our website. Minor or clarifying changes may be made without direct notification.

The "Last Updated" date at the top of this policy will always reflect the date of the most recent revision. We encourage you to review this policy periodically to stay informed about how we protect your information. Your continued use of the Services after any changes to this Privacy Policy become effective constitutes your acceptance of the updated policy.

16. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data handling practices, please contact our Privacy team:

Additional office location: 1565 N Park Dr, Suite 104, Weston, FL 33326