Privacy Policy

Effective date: August 24, 2026

This Privacy Policy describes how InstaArch LLC (“InstaArch,” “we,” “us,” or “our”) collects, uses, shares, and protects information in connection with Octone at https://octone.co (the “Service”). If you have questions, contact support@octone.co.

1. Who We Are

Octone is a multi-tenant business phone and messaging platform operated by InstaArch LLC. This Policy applies to visitors, account holders, and users of company workspaces on Octone.

2. Information We Collect

1. Account and profile data. Company name, owner and user names, email addresses, passwords (stored as secure hashes), roles, and workspace settings you provide.
2. Billing data. Subscription plan, invoices, and payment status. Card payments are processed by Stripe. Octone does not store full payment card numbers; Stripe handles card data under its own terms and privacy policy.
3. Call metadata. Numbers involved, timestamps, duration, direction, disposition, routing and extension identifiers, and similar telephony logs needed to operate calling features.
4. Call recordings and coaching. If recording or listen-in is enabled for your tenant, we process audio and related session data you choose to capture.
5. SMS/MMS content. Message bodies, media, sender and recipient numbers, and delivery status for messaging features you use.
6. Device, log, and usage data. IP address, user-agent, approximate location derived from IP, pages and API routes accessed, error logs, and diagnostic events. Softphone and PWA sessions may generate WebRTC and connectivity telemetry.
7. Support communications. Emails and messages you send to support.

3. How We Use Information

1. Provide, operate, secure, and improve the Service.
2. Authenticate users and manage tenant workspaces.
3. Process subscriptions, number/SMS purchases, and invoices.
4. Route calls and messages through our telephony partners and maintain call/message history for your account.
5. Detect abuse, spam, fraud, and security incidents; enforce our Terms of Service.
6. Comply with law, carrier requirements, and valid legal process.
7. Communicate service notices, billing updates, and (where permitted) product information.

4. How We Share Information

1. Processors and infrastructure. We use service providers that process data on our behalf, including:
   • Stripe — payments and billing portal.
   • Vercel — application hosting and related edge/runtime infrastructure.
   • Telnyx — voice, messaging, and phone number connectivity.
   These providers may process data in accordance with their agreements with us and applicable law.
2. Within your organization. Admins and authorized roles in your tenant can access communications and settings according to permissions you configure.
3. Legal and safety. We may disclose information if reasonably necessary to comply with law, protect rights and safety, or respond to lawful requests.
4. Business transfers. Information may transfer in a merger, acquisition, or asset sale, subject to appropriate confidentiality.
5. We do not sell personal information, and we do not share personal information for cross-context behavioral advertising as those terms are used under the CCPA/CPRA.

5. Cookies and Local Storage

1. We use cookies and similar storage to keep you signed in (session cookies such as tenant and landlord session tokens), remember preferences, and support Progressive Web App / softphone functionality where enabled.
2. These technologies are primarily for authentication, security, and product operation—not advertising networks.
3. You can control cookies through your browser; disabling them may prevent sign-in or core features from working.

6. Retention

We retain account, billing, call metadata, messages, and recordings for as long as needed to provide the Service, meet legal and accounting obligations, resolve disputes, and enforce agreements. Retention periods vary by data type and tenant configuration. Recordings and messages may be deleted when you remove them or when your account is closed, subject to backup and legal holds.

7. Security

We implement administrative, technical, and organizational measures designed to protect personal information, including encrypted transport (HTTPS), hashed passwords, and access controls. No method of transmission or storage is perfectly secure; you are responsible for protecting account credentials and devices.

8. Children’s Privacy

The Service is not directed to children under 13, and we do not knowingly collect personal information from children under 13. If you believe a child has provided personal information, contact us and we will take appropriate steps to delete it.

9. Your Rights and Choices

1. Depending on your location (including California under the CCPA/CPRA), you may have rights to access, correct, delete, or receive a copy of certain personal information, and to appeal a denial of a consumer request where required.
2. To exercise rights, email support@octone.co. We may need to verify your identity and tenant affiliation. Authorized agents may submit requests as permitted by law.
3. You may update many account fields inside the product. You may opt out of non-essential product emails by following instructions in those messages (transactional and billing notices still apply).
4. We will not discriminate against you for exercising privacy rights granted by law.

10. International Processing

Octone is operated from the United States. If you access the Service from elsewhere, your information may be processed in the United States and other countries where our providers operate.

11. Third-Party Sites

The Service may link to third-party sites (for example Stripe Checkout). Their privacy practices are governed by their own policies.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The effective date above will change when we do. Continued use of the Service after an update means you acknowledge the revised Policy.

13. Contact

InstaArch LLC
Email: support@octone.co
Website: https://octone.co