Privacy Policy

Introduction

Aztec Software, LLC (doing business as Intonate.io, "Intonate," "we," "us," or "our") operates the Intonate.io cloud-based business phone system. This Privacy Policy describes how we collect, use, disclose, and protect your personal information when you use our website, application, and services (collectively, the "Service").

By accessing or using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with this policy, please do not use the Service.

Information We Collect

Account Information

When you create an account, we collect information such as:

• Full name
• Email address
• Phone number
• Company name
• Password (stored using Argon2id hashing — we never store plaintext passwords)

Data You Store in the Service

As a business phone system, you may store personal information about your contacts and communications, including:

• Contact names, phone numbers, and email addresses
• Call logs and call metadata
• Voicemail messages and transcriptions
• Organization and contact records

Usage and Device Information

We automatically collect certain information when you access the Service, including:

• Browser type and version
• Operating system
• IP address
• Pages visited and features used
• Date and time of access

Cookies

We use httpOnly secure cookies for authentication (access tokens and refresh tokens). These are strictly functional cookies required for the Service to operate. We do not use advertising or third-party tracking cookies.

Emergency Address Information

If you enable Emergency Services (E911) for your phone numbers, we collect and store Registered Emergency Addresses associated with each enabled number. This information includes street address, city, state, zip code, and any additional location details (such as floor or suite number). Emergency address data is shared with our telephony provider (Twilio), upstream carriers, and Public Safety Answering Points (PSAPs) solely for the purpose of routing emergency calls and dispatching emergency responders.

How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Service
• Process and route phone calls through our telephony infrastructure
• Authenticate your identity and secure your account
• Communicate with you about your account, updates, and support requests
• Improve and develop the Service
• Comply with legal obligations
• Detect, prevent, and address fraud or abuse

How We Share Your Information

We do not sell your personal information. We share information only in the following circumstances:

Service Providers

• Twilio — Our telephony sub-processor. Twilio processes phone calls, SMS, and related telephony data on our behalf. Twilio's privacy practices are governed by their own privacy policy.
• Amazon Web Services (AWS) — Our cloud hosting provider. All Service infrastructure is hosted in the US West (Oregon, us-west-2) region.
• Emergency Services Providers — If you enable E911, your Registered Emergency Address and phone number are shared with Twilio, upstream telecommunications carriers, and Public Safety Answering Points (PSAPs) to enable emergency call routing and dispatch.

Legal Requirements

We may disclose your information if required to do so by law, in response to valid legal process (such as a subpoena, court order, or government request), or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.

Business Transfers

If Aztec Software, LLC is involved in a merger, acquisition, or sale of assets, your personal information may be transferred as part of that transaction. We will notify you of any such change.

Call Recording

The Service may include call recording functionality. If you enable call recording, you are solely responsible for:

• Complying with all applicable federal, state, and provincial laws regarding call recording consent
• Providing appropriate notice to all parties being recorded
• Obtaining consent from all parties where required (including in two-party/all-party consent jurisdictions)

Several U.S. states (including California, Connecticut, Florida, Illinois, Maryland, Massachusetts, Montana, New Hampshire, Pennsylvania, and Washington) and Canadian provinces require all-party consent for call recording. It is your responsibility to understand and comply with the laws applicable to your calls.

Telephony & TCPA Compliance

The Service utilizes telephony infrastructure provided by Twilio. As a user of the Service, you agree to comply with the Telephone Consumer Protection Act (TCPA) and all applicable federal, state, and local telecommunications regulations. This includes:

• Obtaining proper consent before making calls or sending messages to any individual
• Honoring do-not-call requests and maintaining internal do-not-call lists
• Not using the Service for robocalling, unsolicited telemarketing, or spam
• Complying with Twilio's Acceptable Use Policy

Intonate is not responsible for users' compliance with TCPA or other telecommunications regulations. Violations may result in account termination.

Data Storage & Security

We take the security of your data seriously and implement appropriate technical and organizational measures, including:

• All data is hosted on Amazon Web Services (AWS) in the US West (Oregon, us-west-2) region
• Telephony data is processed through Twilio's secure infrastructure
• All data is encrypted in transit using TLS
• Passwords are hashed using Argon2id
• Authentication tokens are stored in httpOnly secure cookies

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. Upon account termination, we will delete or anonymize your data within 90 days, unless retention is required by law or for legitimate business purposes (such as resolving disputes or enforcing our agreements).

Call logs and telephony metadata processed by Twilio are subject to Twilio's data retention policies in addition to ours.

Your Rights (CCPA)

If you are a California resident, the California Consumer Privacy Act (CCPA) provides you with specific rights regarding your personal information:

• Right to Know — You have the right to request that we disclose the categories and specific pieces of personal information we have collected about you.
• Right to Delete — You have the right to request the deletion of your personal information, subject to certain exceptions.
• Right to Opt-Out of Sale — We do not sell personal information. There is no need to opt out.
• Right to Non-Discrimination — We will not discriminate against you for exercising any of your CCPA rights.

To exercise any of these rights, please contact us at privacy@intonate.io. We will respond to verifiable consumer requests within 45 days.

Canadian Users

If you are located in Canada, your personal information is handled in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial privacy legislation. You have the right to access, correct, and request deletion of your personal information. To exercise these rights, contact us at privacy@intonate.io.

Children's Privacy

The Service is not directed to individuals under the age of 13. We do not knowingly collect personal information from children under 13. If you become aware that a child has provided us with personal information, please contact us at privacy@intonate.io, and we will take steps to delete such information.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our website and updating the "Effective Date" at the top of this page. For significant changes, we may also notify you via email. Your continued use of the Service after changes are posted constitutes your acceptance of the updated policy.

Contact Us

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