Privacy Policy
Last updated: 28 October 2026
This policy explains how Apexia Group Limited (company no. 15832514, "Apexia", "we", "us") handles personal data in connection with Voxium, our virtual business phone number service at voxium.co.uk. Apexia is the data controller for information about our customers and their team members. For information about the people who call our customers' numbers, our customer is the controller and we act as their processor (see section 9).
1. Information we collect
| About | What |
|---|---|
| You and your team | Name, email address and Apexia account identifier (from Sign in with Apexia); your role in each workspace; when you sign in. |
| Your business | Workspace name, numbers you hold, your call-routing settings, the phone numbers you forward calls to, greetings you type or upload. |
| Billing | Subscription and invoice records. Card details are collected and held by Stripe — we never see or store your full card number. |
| Calls to your numbers | The caller's phone number, time, duration, how the call was handled (answered, missed, voicemail, menu choice), who answered, and — if enabled — voicemail recordings, transcriptions and call recordings. |
| Technical | IP address, browser and device information and security logs when you use the website. |
2. How we use it, and our lawful basis
- To provide Voxium — route and connect calls, store voicemails and recordings, send voicemail and missed-call emails, run your dashboard (performance of our contract with you).
- To bill you and keep financial records (contract and legal obligation).
- To keep the service secure and lawful — prevent fraud and misuse (such as toll fraud), meet telecoms regulatory requirements, respond to lawful requests (legitimate interests and legal obligation).
- To support and improve the service — answer your questions, understand usage and fix problems (legitimate interests).
- Service emails such as invitations, alerts and important changes. We do not send marketing email without your consent.
3. Who we share it with
We do not sell personal data. We use these service providers, who process it only on our instructions:
| Provider | Purpose |
|---|---|
| Twilio | Telephone numbers, call routing, voicemail and call recordings, transcription |
| Stripe | Payments and invoicing |
| Amazon Web Services (SES) | Sending service emails |
| DigitalOcean | Storing uploaded greeting audio |
| Apexia (My Apexia) | Sign-in and account identity |
We may also disclose information where required by law, to a regulator such as Ofcom, or to law enforcement with a valid request.
4. International transfers
Our application and database are hosted in the United Kingdom. Some providers above (for example Twilio and Stripe) may process data in the United States or elsewhere. Where that happens, transfers are protected by the UK International Data Transfer Addendum, the UK–US data bridge or equivalent safeguards.
5. How long we keep it
- Account and workspace information: while you use Voxium, then up to 12 months after your last workspace closes.
- Call history, voicemails, transcriptions and recordings: while the number's workspace is active. Workspace owners can ask us to delete them at any time, and we delete them when the workspace is closed.
- Invoices and billing records: 6 years, to meet UK tax law.
- Security logs: up to 12 months.
6. Security
We use encryption in transit, access controls and signed requests between our systems and our telephone provider, and limit access to personal data to staff who need it. Recordings and voicemails are only available to members of the workspace they belong to.
7. Your rights
Under UK data protection law you can ask to access, correct or delete your personal data, object to or restrict how we use it, and ask for a copy in a portable format. To make a request, email privacy@apexia.uk. If you called a Voxium number and want to exercise your rights over that call, please contact the business you called — we will help them respond. You can also complain to the Information Commissioner's Office (ico.org.uk).
8. Cookies
We use only the cookies needed to keep you signed in and protect forms from forgery. We do not use advertising or tracking cookies.
9. Data processing for our customers
When we process callers' personal data for a customer, we: act only on the customer's documented instructions (their Voxium settings and these terms); ensure our staff are bound by confidentiality; apply the security measures in section 6; use only the sub-processors listed in section 3 (and tell customers before adding new ones); help the customer respond to data subject requests and meet their security obligations; notify the customer without undue delay of any personal data breach affecting their data; delete the data when their workspace closes; and make available the information needed to demonstrate compliance. Customers are responsible for having a lawful basis for their calls and for telling callers when calls are recorded.
10. Contact and changes
Privacy questions: privacy@apexia.uk. General enquiries: hello@apexia.uk. We may update this policy; we will email you about significant changes before they take effect.