Privacy Policy

1. Introduction

PBXClaw LLC (“PBXClaw,” “we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our phone system platform and website at pbxclaw.com.

2. Data We Collect

Account Information

• Name, email address, phone number
• Company name
• Street address, address line 2, city, state, province or region, postal code, and country
• Selected plan and application, checkout, approval, or denial status
• Terms acceptance and your optional marketing consent choice, including related timestamps
• Payment method and billing identifiers processed by our payment processor; PBXClaw does not store your full card number
• Signup information includes the email address and service address you provide. We plan to enable email and service-address checks before the first sale. An address check is not carrier 911-address registration.

Usage Data

• Activation credential usage and authentication logs
• IP addresses and approximate geolocation
• Browser type and user agent
• Feature usage patterns

Telephony Data

• Call detail records (CDRs): caller ID, destination, duration, timestamp
• Phone provisioning data: device model, MAC address, firmware version
• Local voicemail recordings are controlled on your appliance. PBXClaw runs on your appliance. Local recordings, voicemail and configuration are controlled on that appliance. The appliance also records calls to 911, 933 and 112 automatically, without an announcement; in the current version this recording cannot be turned off. Managed calling uses external telephony and emergency-routing providers. When the AI receptionist is used, external AI services process call audio and transcripts, extract messages and may process caller questions through web search. We temporarily queue encrypted caller messages, including caller identity, callback details, transcripts and summaries, in our cloud for delivery to the appliance. Queued messages have a 30-day expiry and are deleted when the appliance acknowledges receipt. A queue expiry is not a statement that all provider copies have been erased. See the Privacy Policy for retention and request handling.
• Website correspondence and sign-ups: contact-form name, email, subject and message, plus sender IP address and country; notify-me email addresses; and legacy waitlist name, email, company, phone and country. We use correspondence to respond to you and sign-up details for the update or follow-up you requested, subject to your marketing choices.
• Internal account records: support, billing and follow-up notes, linked author/time metadata, pin history and identifying note activity in audit logs.

3. How We Use Your Data

• To review, approve, or deny applications for the Service
• To provide, maintain, and improve the Service
• To save a payment method, process payments, and manage subscriptions after approval
• We use signup information to review your application.
• To send transactional emails about checkout, application decisions, account setup, billing, and security
• To send PBXClaw product news, offers, and promotions only when you separately and expressly opt in
• To detect and prevent fraud, abuse, and security incidents
• To comply with legal obligations
• To provide customer support
• To measure visits to our public marketing pages using Cloudflare Web Analytics as described in Section 9.

Marketing consent is optional, is not required to apply for or use PBXClaw, and is separate from accepting our Terms of Service and this Privacy Policy. This rule also applies if your checkout expires or your application is denied. You can withdraw consent at any time by using the unsubscribe link in a promotional email or by contacting us. Transactional checkout, pending-review, approval, denial, account, billing, and security messages are separate from promotional email.

We do not sell your data. We do not serve ads. We never will.

4. Data Retention

• Account data: Retained for the life of your subscription plus 90 days, unless deleted sooner following a verified request.
• Application and checkout data: Denied applications and applications marked checkout_expired are not automatically deleted solely because of that status. We review retained records and delete or irreversibly anonymize them when no longer necessary. Separate marketing consent is required for promotional follow-up. Withdrawing marketing consent stops promotional email but does not itself delete an application. You may request deletion at any time under Section 8.
• Authentication, usage and request logs, including IP addresses: up to 12 months.
• Call detail records: up to 12 months, unless deleted sooner following a verified request or subject to an individually justified exception below.
• Support correspondence, including contact-form messages and mailbox copies under our control: up to 24 months after resolution, unless deleted sooner following a verified request. This does not extend the shorter account-note schedule.
• Local recordings and voicemail: controlled by the customer on the appliance, except emergency-call recordings (next item). Cloud AI caller messages: queued with a 30-day expiry and deleted on appliance acknowledgment; this queue schedule does not describe external AI-service retention. We apply Section 8 to ordinary personal information in our active cloud systems and controlled processor copies.
• Emergency-call recordings: when someone calls 911, 933 or 112 from a PBXClaw phone system, the appliance records the call without an announcement and stores the recording on the appliance at the customer location. In the current version the customer cannot turn this recording off.

Internal account notes, including support, billing and follow-up notes, note metadata and pin history, follow the account-data retention period: the subscription term plus 90 days, unless deleted sooner following a verified request. This period also applies to customer-identifying note activity in audit logs. These notes do not acquire a longer period merely because they concern a support ticket.

After a verified deletion request, ordinary retention periods do not let us keep your personal information longer. We retain only the minimum records necessary for a documented legal, tax, fraud, security, dispute or suppression purpose. Necessary invoice records are retained for up to seven years from the invoice date, and separate payment or refund records from the transaction date; we delete them sooner when no longer needed. This does not cover your entire billing profile or internal notes. Specific fraud or abuse evidence is deleted when no longer needed and no later than 12 months from detection, unless a separately justified dispute or legal preservation obligation continues. Minimum evidence of past marketing permission is kept only while necessary, for no more than 12 months after the last reliance on that permission or its withdrawal, whichever is later. A do-not-email match record remains while our sending systems or retained lists could otherwise contact you; it is not used for marketing. We retain a minimal customer identifier solely until all sources that could restore erased data have expired. Minimal privacy-request accountability records are normally deleted within 12 months after final purge and case closure, with identifying links removed sooner when unnecessary. A different legally required period applies only where that requirement actually covers the record. Scoped dispute or legal-hold evidence is deleted when the relevant preservation need ends. Access to retained personal records is restricted, and necessity is reviewed at least every 90 days and when the purpose ends. Truly anonymous aggregate statistics may be retained indefinitely.

External-service copies have separate storage and recovery behavior. Our email delivery service documents 30-day email and log retention and seven-day backups. Our AI service stores response content by default for a documented 30-day application-state period, and may retain content in abuse-monitoring logs for up to 30 days or longer where required by law or to prevent harm. We do not represent this as a guaranteed maximum for every AI copy. A setting that disables response storage does not by itself eliminate abuse-monitoring retention.

Our mailbox service normally retains deleted messages for 30 days in Deleted Items and makes items removed from that folder recoverable for a further 30 days. Database restore history is seven or 30 days depending on the infrastructure plan, and infrastructure request logs are three or seven days depending on plan. These published periods describe particular services, not proof that all copies have been deleted. We identify the copies relevant to your request, apply the deadlines and limited exceptions above, and tell you about unresolved actions. We do not treat ordinary recoverable mailbox content as an isolated backup merely because it is in a deleted-items folder.

Provider deletion methods and retained records differ. Deleting a payment-customer object is not the same as erasing all related transactions, and deleting an identity user or telephony project is not proof that all related records have been removed. We do not claim a universal provider-retention period or that providers keep records for a legally required period unless the specific requirement has been verified.

Verification data: email and service-address details and necessary check results follow the applicable account or application schedule above; verification-related authentication and request logs remain subject to the twelve-month ceiling. We keep only the check information needed for application review, account security or a specific documented exception. Ordinary verification data and controlled provider copies are included in Section 8 requests; no verification exception extends the receipt-based deadlines.

5. Data Sharing

We share personal information with the following provider categories as needed to provide the features you use and operate our service:

• Telephony and emergency-routing providers: managed calls, telephone numbers, call records, service-location and emergency-routing information.
• AI voice, transcription, message-extraction and search providers: call audio, transcripts, caller messages and questions when the AI receptionist is used.
• Email delivery providers: transactional messages, contact-form delivery and promotional messages for recipients who expressly opted in.
• Mailbox hosting and mail-routing providers: receiving, forwarding, storing and responding to business correspondence, including privacy and support requests and contact-form sender IP address and country.
• Bot-check providers: form abuse prevention, verification tokens and network information.
• Payment processors: secure checkout, payment-method storage, payment processing and subscription billing.
• Identity and authentication providers: account creation, password setup, sign-in and organization membership after approval.
• Infrastructure providers: website and API delivery, database and queue storage, backups, security and content delivery.
• Address autocomplete providers: address suggestions and place details when you use optional address search.
• Website analytics provider: Cloudflare Web Analytics receives page-view, referring-site, country, device-type and page-load performance information for eligible public marketing visits as described in Section 9.

We do not sell personal information or share it with data brokers. We may disclose data if required by law, subpoena, court order or other valid legal process.

6. Access and Deletion Requests

Our launch serves businesses in the United States using the Voice OS on their own premises. You may request access to or deletion of personal information PBXClaw holds about you, including if you applied, joined a waitlist, requested updates or contacted us without becoming a customer. Access concerns your personal information; it is not an unrestricted export of all business-account data. Personal information about you in internal account notes is included in our review of access requests, subject to applicable protections for other people and legally protected information.

Use the contact form at /contact and select “Privacy request” or “CCPA Request”. You may also email [email protected]. No account login is required. Tell us whether you want access to or deletion of your personal information and enough information to locate it. Do not send passwords, activation credentials, payment-card details or unnecessary identity documents. We verify identity and authority proportionately before disclosing or deleting information. We aim to acknowledge requests within two business days and complete access and ordinary active-system deletion within 30 calendar days after receipt. Verification does not restart that deadline. If we cannot verify your request, we explain what is missing and available alternatives by that deadline; we do not disclose or delete data without verification.

You may contact us about access, deletion, correction or other privacy rights that apply to your information, including an appeal where applicable. We verify identity and authority proportionately, explain our decision and any applicable appeal route, and honor applicable rights even where no dashboard feature is available. Our ordinary active-system access and deletion completion deadline is 30 calendar days after receipt, or sooner where required by law or an earlier promise; other applicable request deadlines are tracked separately.

7. Other Privacy Questions

We do not sell personal information. You can withdraw marketing permission through the unsubscribe link in promotional email or by contacting us. You may use the same request channel for questions about inaccurate information, restrictions on use or other privacy protections. We review such questions for scope and applicable requirements; this is not a promise of a self-service correction, restriction or portability tool. We do not penalize you for making a privacy request. Nothing in this Policy limits rights or protections that applicable law provides.

8. Deletion Requests

You may request deletion of an application, account, update sign-up, legacy waitlist entry or personal information in correspondence using the contact form at /contact and selecting “Privacy request” or “CCPA Request”, or by emailing [email protected]. No dashboard deletion facility is available.

Deletion of account data includes associated internal notes, author and time metadata, pin history, and customer-identifying content in note activity logs. We complete deletion from active systems within 30 calendar days after we receive your request, following proportionate identity verification. Backup copies are isolated from ordinary use and purged within 90 calendar days after we receive your request, or sooner if an earlier promise applies; deletions are reapplied before restored data becomes available. We may retain only limited records necessary for a specific legal obligation, legal hold, fraud or abuse investigation, security purpose, or dispute. Access is restricted, the basis and duration are documented and reviewed, and records are deleted when no longer necessary. The payment-record exception does not apply to all internal notes.

Deletion includes associated internal notes, linked author/time metadata, pin history, and identifying note activity in audit logs. The limited exceptions and their retention periods are described in Section 4; we tell you which categories we retain, why and their expiry date or end condition, unless legally prohibited. We delete all other covered personal information from active systems within 30 calendar days after we receive your request, following proportionate identity verification. A deletion identifier or do-not-email match remains personal information and is used only to prevent restoration or unwanted contact. Backup copies are isolated from ordinary use and purged within 90 calendar days after we receive your request, or sooner if an earlier promise applies; deletion is reapplied before restored data becomes available.

This includes denied and checkout_expired applications, ordinary cloud-held call and AI-message content, usage and incident records, identifying audit content, ordinary correspondence and controlled copies. Ordinary retention schedules do not override a verified deletion request. Truly anonymous aggregate statistics may remain only where reidentification is not reasonably possible. Customer-controlled information on your appliance is outside this cloud deletion process; a request does not authorize PBXClaw to access your appliance.

We tell you which work is complete, what remains pending and the backup purge deadline. We do not describe an unverified processor action as completed.

9. Cookie Policy

PBXClaw uses minimal cookies:

• Essential cookies: Session authentication, CSRF protection. Required for the Service to function. Cannot be disabled.
• Preference cookies: Dashboard settings, language preferences. Expire after 1 year.
• Analytics choice cookie: Where analytics choices are available, we set a first-party cookie only after you explicitly choose Accept or Reject. It stores only that choice for up to 180 days and is not used for tracking or profiling. It is not set merely because you visit the website.

We do not use: Tracking cookies, advertising cookies, third-party analytics cookies, or any cookie-based profiling.

10. Security

We implement industry-standard security measures including encryption in transit (TLS 1.3), encryption at rest, regular security audits, and access controls. Activation credentials are available only through the authenticated dashboard and are not sent by email. However, no method of transmission over the internet is 100% secure.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The US website analytics activation described in Section 9 takes effect on October 22, 2026, without 30 days’ advance email notice. For other material changes, we will notify you via email at least 30 days before they take effect. The “Last updated” date at the top reflects the most recent revision.

12. Contact

For privacy questions or requests, use the contact form at /contact and select “Privacy request” or “CCPA Request”, or email [email protected].

PBXClaw LLC
Privacy Team
pbxclaw.com