Docs Hosting and security
Security and privacy overview
Where your data lives, how your provider’s password is protected, sign-in and devices, fraud controls, and telling callers about recording and AI.
A phone system holds call records, recordings, voicemail, messages and contacts. Here is, in plain words, how Vocivo looks after them and what you control. For your security review, the Security page has more detail, and sales can answer questions.
Where your data lives
A hosted workspace lives in the data centre you chose when you created it. Your people, call records, recordings, transcripts, voicemail, messages and meetings are stored there. Vocivo’s central service keeps only what it needs to route a sign-in: which region your workspace is in, and a keyed hash of each person’s email address. A self-hosted server keeps everything on your server. See Self-hosting overview.
Your provider’s password
If your provider gave you a username and password, the password is encrypted as soon as you save it and is never shown again, to anyone. Lines where your provider approves your server’s address have no password at all. When you upload your provider’s welcome email to connect a line, Vocivo reads it to fill in the form and does not keep the file.
Signing in and devices
- Passwords are at least 12 characters. New people join through an invitation link that expires.
- Web sessions end after a period of inactivity. A phone in daily use stays signed in.
- Repeated failed sign-in attempts are slowed down.
- Devices & sign-ins shows the phones and browsers signed in to your workspace.
- Phone setup QR codes work once, expire within minutes and contain no password.
Who can do what
Roles decide what each person can see and change: see Roles. The Audit trail records who changed what, and when.
Protecting you from call fraud
- Under Calling policy, choose who may call abroad, which countries are allowed, which prefixes are blocked and how many calls may run at once.
- One switch suspends all outgoing calls straight away if something looks wrong.
- The AI receptionist only transfers callers to extensions on its list, never to a number a caller reads out.
Emergency numbers are never blocked by any of these.
Recording and AI: telling callers
Call recording is off unless someone starts it during a call. Many places require you to tell callers a call is recorded, and some require everyone’s consent. When the AI receptionist answers, the caller’s voice is processed by OpenAI to hold the conversation. Your greetings are yours to write: use them to tell callers both things, in words that meet your local rules.
Something unclear or out of date? Tell us and we will fix the page.