Politique de confidentialité

1. Controller

The controller for all personal data processed on this website and in the PBXfactory portal is TheVoĉo (operating the PBXfactory brand), reachable at [email protected].

2. What we process, and why

• Account data — your email address and name. Sign-in is passwordless: we store no passwords, only magic-link tokens, one-time codes and (if you add them) passkey public keys. Legal basis: performance of a contract (Art. 6(1)(b) GDPR).
• Organization data — the organization name, your role in it, and the teammates you invite (their email addresses). Legal basis: performance of a contract.
• Subscription and PBX data — the products you buy, seat counts, your PBX subdomain and provisioning state, and an audit log of changes made in the portal. Legal basis: performance of a contract and our legitimate interest in abuse prevention and support (Art. 6(1)(f) GDPR).
• Partner programme — if you apply as a partner: your name, email, company, website, what you tell us about how you would bring customers, and your payout details (visible to our platform administrators only), plus the commission ledger. If a partner brought your company, we record which partner, so they can be paid; partners see their customers only as numbers, never by name. Legal basis: performance of a contract and our legitimate interest in running the programme.
• Server logs — IP address, timestamps and requested URLs, kept briefly for security and troubleshooting. Legal basis: legitimate interest.

3. Processors we use

• Stripe — payment processing. Your card details go to Stripe directly; we never see or store them. We store Stripe customer, subscription and invoice references. See Stripe's privacy policy for their processing.
• SMTP2Go — transactional email delivery (sign-in links, receipts, activation and billing notices). SMTP2Go processes the recipient address and message content on our behalf.
• Google Cloud — hosting of this website, the portal, its database and its nightly backups.
• Cloudflare — delivery and protection of this website and the portal; it sees the connection data of each request (such as your IP address).

All processors act under data processing agreements. We do not sell personal data, and we do not use it for advertising.

4. Where your PBX runs

Your PBX instance runs on cloud infrastructure that we, TheVoĉo, host and operate, in the region you choose at checkout. The instance name, subdomain, region and the administrator contact you provide are stored on that platform to create and manage the instance. Telephony traffic, call recordings, user directories and all other PBX-internal data are processed there, under your administration: you decide who gets an extension and what the PBX records. For that data your company is the controller and we are its processor, under our data processing agreement.

If you use a phone system your employer runs with PBXfactory — for example with an extension, the web portal or the Linkus apps — your employer decides what the phone system processes about you: your name, extension, email address and phone numbers, sign-in data, call logs, recordings, voicemail, contacts, chats, and the IP addresses and device data of your phones and apps. Your employer is responsible for that data; we process it only on their instructions, keep it in the EU (Vienna, Austria) and delete it 30 days after their subscription ends. For questions about it, or to use your rights, ask your employer first — they can see and change most of it in the phone system. You can also write to [email protected]; we pass your request on to them and help them answer it.

The PBX vendor you choose (today: Yeastar) is the software vendor of the PBX, not its host. We license the PBX software and its management platform from the vendor and run them ourselves. We do not pass your account, organization or billing data to the vendor. For licensing and software updates, an instance exchanges technical identifiers (licence, version, instance id) with the vendor's licensing service.

5. Cookies

We set session cookies only: a sign-in session cookie and the cookies strictly necessary for security (e.g. CSRF protection). There are no analytics, advertising or cross-site tracking cookies, which is why this site shows no cookie banner.

One more, only if you ask for it: when you open a partner's referral link and click "Continue with" that partner, we set a first-party cookie (pbxf_partner) holding the partner's code for up to 60 days, so that the company you then create is credited to the partner who recommended us. Opening the link alone sets nothing. The cookie is read only when you create your company, deleted right after, and never used to follow you around the web or to build a profile of you. Legal basis: your request, and our legitimate interest in crediting our partners correctly (Art. 6(1)(f) GDPR).

6. Retention

• Your account — kept while it exists. There is no self-service delete button: ask for deletion in a support ticket (or by email) and our staff erase the account after checking the request comes from you. Erasing removes your sign-in (email address, name, sessions, passkeys), your memberships and any pending invitations to your address. Messages you wrote in your company's support tickets stay with that company, shown as written by "a deleted account". If you are the only owner of a company that still has a running PBX, ownership has to move to someone else (or the PBX be canceled) first.
• PBXs — when a subscription ends (canceled, or not paid), the PBX is stopped, and 30 days later it is deleted on our platform, together with everything inside it: configuration, extensions and user directory, call logs, voicemail and recordings. Until then it is only stopped, so if you change your mind, ask us in a ticket. Copies you made yourself (for example with the PBX's own backup feature) are yours to keep or delete.
• Billing records — invoices, payments and the billing details on them are kept for as long as tax and commercial law requires (in the EU typically up to ten years), at Stripe and with us, even after an account or a PBX is deleted.
• Audit log and support tickets — kept for as long as the company they belong to exists, so that changes and support history stay traceable. The audit log refers to a deleted account only by an internal id.

7. Your rights

You have the right of access, rectification, erasure, restriction of processing, data portability and objection (Art. 15–21 GDPR), and the right to lodge a complaint with a supervisory authority. To exercise any of these, open a ticket under Support in the portal or email [email protected]. Your name, language and passkeys you change yourself in your profile; a different sign-in email address we set for you on request.

8. Changes

We update this policy when the service changes. The date at the top reflects the last revision; material changes are announced to account holders by email.