Privacy Policy

Effective date: October 16, 2026  |  Last updated: October 16, 2026

This Privacy Policy explains how Xiaphia Technologies ([full legal entity name], “Xiaphia”, “we”, “us”) collects, uses and shares information when you visit www.xiaphia.com (the “Site”), contact us, or use our business communication services, including hosted and cloud PBX, call center solutions, provider migration, voice, SMS text messaging and fax services (the “Services”).

Business address: [street address, city, state, ZIP]  |  Phone: +1 (332) 208-0005  |  Email: faisal.ahmad@xiaphia.com

1. Who this policy covers

• Website visitors and prospects who browse the Site, use the savings calculator, or send us a consultation or feedback form.
• Customers and their authorised users who use our voice, messaging and fax Services.
• People who receive calls, texts or faxes that our customers send using our Services. In that case the customer, not Xiaphia, decides what is sent and why (see section 6).

2. Information we collect

Information you give us

• Consultation form: name, work email, phone number (optional), business size, current provider and monthly bill, and any message you write. If you used the savings calculator, we also receive the figures you entered so we can prepare your review.
• Feedback form: optional name, company, email and industry, the service you used, a star rating and your written feedback, and your choice to be shown by name or anonymously.
• Account and billing details for customers: contact details, service addresses, billing contacts and payment-related records. Card numbers are handled by our payment processor and are not stored on this Site.
• Correspondence: emails, support tickets and call notes.

Information collected through the Services

• Voice: call detail records (numbers, date, time, duration, routing), and call recordings only where a customer has turned recording on.
• SMS and MMS: sender and recipient numbers, timestamps, delivery status, opt-in and opt-out records, and message content to the extent needed to deliver the message, prevent abuse and meet carrier and legal requirements.
• Fax: sender and recipient numbers, timestamps, page counts, delivery status and the fax document while it is being transmitted and for any retention period the customer or we have set.
• Technical data: IP address, device and browser type, and diagnostic logs used to keep the Services secure and reliable.

Information collected automatically on the Site

Our servers log standard technical data (IP address, browser, pages requested). The Site uses cookies that are needed for it to work, such as form security and session cookies. If we add analytics or advertising tools, we will update this policy and, where required, ask for your consent.

3. How we use information

• To answer your enquiry, prepare your phone-bill review and contact you about our Services.
• To provide, support, bill and secure the Services, and to route and deliver calls, texts and faxes.
• To publish customer feedback on the Site only in the way you chose and with your permission.
• To detect fraud, spam and abuse, and to meet carrier, regulatory and legal requirements (including messaging-compliance and caller-ID rules).
• To improve the Site and Services.

We do not sell your personal information.

4. Text messaging (SMS/MMS) and your mobile information

This section applies to text messages sent by Xiaphia or on our behalf.

• Consent. We send text messages to a mobile number only if the number’s owner has given prior express consent. For marketing messages, that is prior express written consent that is not a condition of buying anything. Giving us your phone number on a form does not by itself opt you in to marketing texts.
• What we send. Typically appointment and consultation confirmations, replies to your enquiry, service and account notices, and, if you opt in, promotional offers. Message frequency varies.
• Opt out. Reply STOP at any time to stop receiving texts. You may also reply STOP, END, CANCEL, UNSUBSCRIBE or QUIT. Reply HELP for help or email faisal.ahmad@xiaphia.com. We will confirm your opt-out with one message and then stop.
• Costs. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages.
• No sharing for marketing. Mobile opt-in data and consent are not shared with, sold to or rented to any third party or affiliate for their marketing or promotional purposes. Information is shared only with service providers who help us deliver messages (such as our messaging carriers and platform vendors), who may use it only for that purpose.
• Registered messaging. We send application-to-person (A2P) messages over 10-digit long codes (10DLC) or toll-free numbers registered with The Campaign Registry or the carriers’ toll-free verification process. Brand and campaign details we submit, including sample messages and our opt-in method, are reviewed by carriers.

5. Fax

We transmit faxes as directed by our customers. We do not read fax content except where needed to troubleshoot, prevent abuse or meet legal obligations. Faxes can contain sensitive information; customers are responsible for sending only to intended recipients and for complying with laws that apply to their content (for example, health or financial privacy rules). Unless a separate written agreement says otherwise, our Services are not offered as a HIPAA-covered arrangement, and customers must not send protected health information through them without such an agreement. Unsolicited advertising faxes are prohibited (see our Terms of Service).

6. When we act for our customers

When a customer uses our Services to call, text or fax its own contacts, we process that data on the customer’s behalf. The customer is responsible for having a lawful basis and any required consent, and for handling requests from its contacts. If you received a message from one of our customers and want it to stop, reply STOP or contact the sender directly. You can also tell us and we will help route your request.

7. How we share information

• Service providers who work for us: hosting, email delivery, telecom and messaging carriers, billing and support tools, under contracts that limit their use of the data.
• Legal and safety: where required by law, subpoena or court order, to enforce our terms, or to protect people, the Services or our rights. This includes cooperating with carriers and regulators on messaging and traffic-compliance inquiries.
• Business transfers: in a merger, acquisition or sale of assets, subject to this policy’s protections.

We do not share text-messaging originator opt-in data or consent with third parties for their marketing.

8. Retention

We keep information only as long as needed for the purposes above and to meet legal, tax, accounting and carrier-compliance requirements. Consent and opt-out records for messaging are kept for at least the period required by law and carrier rules. Form submissions are kept while we deal with your enquiry and for a reasonable period afterwards.

9. Security

We use access controls, encryption in transit and other safeguards appropriate to the data. No system is completely secure, so we cannot guarantee absolute security. Tell us promptly if you believe your account has been compromised.

10. Your choices and rights

You can ask us to access, correct or delete your personal information, to stop contacting you, or to remove feedback you submitted, by emailing faisal.ahmad@xiaphia.com. Depending on where you live (for example California and some other US states), you may have additional rights, such as to know what we collect, to delete or correct it, and not to be discriminated against for exercising these rights. We will verify your identity before acting. You can opt out of marketing emails with the unsubscribe link, and of texts by replying STOP.

11. Children

The Site and Services are for businesses and are not directed to children under 13. We do not knowingly collect their information.

12. Changes to this policy

We may update this policy. The date at the top shows when it last changed. If a change is material, we will give notice on the Site or by email where appropriate.

13. Contact us

Xiaphia Technologies, [street address, city, state, ZIP]
Phone: +1 (332) 208-0005
Email: faisal.ahmad@xiaphia.com