Privacy Policy

1 Information We Collect

When you visit our website or subscribe to Mynians VoIP services, we collect information necessary to deliver, support, and improve your experience. We collect only what we need — nothing more.

Account & Contact Information

• Business name, primary contact name, email address, and phone number provided during signup
• Billing address and payment method (processed via PCI-DSS-compliant third-party processors — we do not store full card numbers)
• Service configuration preferences and number porting authorization data
• Support ticket contents and communication history with our team

Call & Communication Data

• Call detail records (CDRs): originating number, destination number, call duration, timestamp, and call result
• Voicemail audio files and transcriptions (if voicemail-to-email is enabled)
• Call recordings (if your plan or settings have recording enabled — you control this)
• Auto-attendant interaction logs for system optimization

Technical & Usage Data

• IP address, browser type, operating system, and referring URL when visiting voip.mynians.com
• Device identifiers for VoIP apps (iOS/Android) used to deliver push notifications
• Network diagnostic data (jitter, latency, packet loss) collected to diagnose call-quality issues
• Portal activity logs for security auditing and fraud prevention

2 How We Use Your Information

Every piece of data we collect has a specific, defined purpose tied to delivering and improving your Mynians VoIP service. We do not use your data for undisclosed commercial profiling.

• Service Delivery: Routing your calls, provisioning phone numbers, configuring your PBX, and maintaining your account
• Billing: Generating invoices, processing payments, and resolving billing disputes
• Support: Diagnosing call quality issues, responding to tickets, and responding to support requests promptly
• Security & Fraud Prevention: Detecting unauthorized usage, toll fraud, and account compromise attempts
• Legal Compliance: Meeting FCC CPNI requirements, responding to lawful government requests, and fulfilling Florida FIPA obligations
• Service Improvement: Analyzing aggregate (de-identified) call-quality data to improve service across the Florida markets we serve
• Communications: Sending service alerts, invoices, and — with your permission — occasional product updates. You may opt out of marketing communications at any time

3 Sharing & Disclosure

We do not sell your personal or business data. We share information only in the limited circumstances described below.

• Service Providers: Trusted vendors who help us operate (e.g., payment processors and the hosted phone platform on which your service is provisioned) are bound by agreements limiting their use of your data
• Telecom Interconnection: Carriers and interconnected networks receive the minimum call routing data (called number, calling number) required to complete your calls as required by the FCC
• Legal Requirements: We may disclose data when required by a valid court order, subpoena, or regulatory mandate. We will notify you unless legally prohibited from doing so
• Business Transfers: If Mynians is acquired or merges with another entity, your data may transfer to the new owner, who will be bound by the terms of this policy
• Your Consent: We share data in any other circumstance only with your explicit, informed consent

We never share your call content, voicemails, or recordings with advertisers or data analytics platforms for commercial targeting purposes.

4 HIPAA & Healthcare Data

Our healthcare VoIP configurations are designed for medical practices, dental offices, behavioral health providers, and other covered entities that handle Protected Health Information (PHI) over the phone. HIPAA compliance is the covered entity’s obligation; a phone system supports it, it does not replace it.

• Call signalling is TLS-encrypted; SRTP media encryption and secure fax-to-email options are configured on supported devices as part of your installation plan
• Call recordings and voicemail are stored on the hosted platform in access-controlled storage for the retention period on your plan
• Access to PHI-related records is limited to the Mynians staff who need it to support your account
• Portal activity logs on the hosted platform support access review
• In the event of a data breach affecting PHI, we will notify affected covered entities within 60 days per HIPAA Breach Notification Rule requirements

Non-healthcare clients’ data does not fall under HIPAA protections, but is still governed by the security standards described in Section 7 of this policy.

5 CPNI — Customer Proprietary Network Information

As a VoIP provider regulated under FCC rules, Mynians handles your Customer Proprietary Network Information (CPNI) in accordance with 47 U.S.C. § 222. CPNI includes information about your calls — who you called, when, for how long — that is generated as a byproduct of using our service.

• We use CPNI only to provide and bill for your VoIP service, unless you affirmatively opt in to other uses
• We do not share your CPNI with third parties for marketing without your express approval
• You may restrict our use of your CPNI at any time by contacting (407) 374-2782 or emailing info@voip.mynians.com
• Account changes (password resets, plan modifications) require identity verification to protect against pretexting attacks

6 Cookies & Tracking Technologies

Our website (voip.mynians.com) uses cookies and similar technologies to operate correctly and understand how visitors interact with our content. We do not use third-party advertising cookies.

• Essential Cookies: Required for the website to function — login sessions, form security tokens, and load balancing. These cannot be disabled without breaking functionality
• Analytics Cookies: We use Google Analytics (configured for IP anonymization) to understand page performance and improve content. You can opt out via Google’s opt-out tool
• Preference Cookies: Remember your language preference and site settings across visits

You can manage or delete cookies through your browser settings at any time. Disabling essential cookies may affect site functionality. For more detail, see the SBA’s guide to online privacy for businesses.

7 Data Security

Mynians provisions and manages your phone system on an established hosted business-phone platform and applies the following practices. Mynians does not publish third-party certifications for the platform; if your compliance program needs specific attestations, ask during your Free Call Review and we will confirm what can be provided in writing.

• Phones and apps register over TLS-encrypted SIP; SRTP media encryption is available on supported devices
• Multi-factor authentication for administrative portal access
• On-site network hardening as part of installation: dedicated voice VLAN, SIP ALG disabled, quality-of-service configuration
• Call failover rules (for example, forwarding to mobile phones or an alternate site) configured and documented for your account
• Mynians staff access governed by the principle of least privilege

No system is 100% immune to risk. In the event of a breach affecting your personal information, we will notify you promptly in accordance with Florida’s Information Protection Act (FIPA) and applicable federal law.

8 Data Retention

We retain your information for as long as necessary to deliver your service, comply with legal obligations, resolve disputes, and enforce our agreements.

• Call Detail Records (CDRs): Retained for as long as needed for billing verification and regulatory obligations, then deleted
• Call Recordings: Retained for the period included in the recording plan on your account (retention tiers are stated on your written quote); you can ask us to export or delete them
• Voicemails: Retained until you delete them or your account closes, subject to the hosted platform’s retention settings
• Account Data: Retained for the duration of your service agreement plus the period needed for billing dispute resolution and legal record-keeping
• PHI (Healthcare clients): Retained per your BAA and applicable HIPAA and Florida records-retention laws
• Website Analytics: De-identified aggregate data; individual session data is purged per Google Analytics data-retention settings

9 Your Privacy Rights

Whether you’re an individual subscriber or a business customer, you have meaningful rights over your data. These rights apply regardless of where your business is located within our Florida service area.

• Access: Request a copy of the personal data we hold about you
• Correction: Ask us to correct inaccurate or incomplete information
• Deletion: Request erasure of your personal data (subject to legal retention requirements)
• Portability: Receive your data in a structured, machine-readable format
• Restriction: Ask us to limit how we process your data while a dispute is pending
• Opt-Out of Marketing: Unsubscribe from promotional emails at any time via the link in any marketing email, or by contacting us directly
• CPNI Restriction: Restrict our use of your call records data as outlined in Section 5

To exercise any of these rights, email info@voip.mynians.com or call (407) 374-2782. We will respond within 30 days. Identity verification may be required before processing sensitive requests.

10 Children’s Privacy

Mynians VoIP is a business-to-business service not intended for individuals under the age of 18. We do not knowingly collect personal information from minors. If we become aware that a minor’s information has been submitted, we will delete it promptly. Contact us at info@voip.mynians.com if you have concerns.

11 Changes to This Policy

We may update this privacy policy periodically to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will notify active account holders by email and update the “Last Updated” date at the top of this page.

Your continued use of Mynians VoIP services after a policy update constitutes acceptance of the revised terms. We encourage you to review this page periodically. For questions about past versions of this policy, contact our team.

12 Contact Our Privacy Team

Questions, data requests, or privacy concerns should be directed to:

• Email: info@voip.mynians.com
• Phone: (407) 374-2782 — Mon–Fri, 8am–5pm ET
• Mailing: Mynians VoIP, Central Florida, FL
• Online: Submit a request via our contact form

We aim to respond to all privacy inquiries within 5 business days and complete formal data requests within 30 days. For HIPAA-related matters, email info@voip.mynians.com with “HIPAA” in the subject line.