1. Information We Collect
We collect information that customers provide directly, including:
- Account and profile details (name, business name, email address, username, and phone number).
- Business contact data and caller information, including caller names, phone numbers, and appointment information.
- Configuration data, scripts, prompts, workflows, routing rules, and communication preferences.
- Billing and transaction information needed for subscription management and payment processing.
- Support communications, feedback, and records of interactions with our support team.
2. Information Collected Automatically
When the Service is used, we and our service providers automatically collect technical and usage information, such as device data, browser type, operating system, IP address, session identifiers, interaction events, call metadata, referring URLs, feature usage patterns, and technical logs used for security, troubleshooting, and performance monitoring.
3. Call Recording and Transcription Data
Depending on customer settings, we may process call recordings, voicemail content, call transcripts, summaries, sentiment and intent signals, and appointment outcomes. We process this information to provide call handling, transcription, analytics, quality assurance, and workflow automation features. Customers are responsible for obtaining any legally required caller notices and recording consent.
4. How We Use Information
We use information to:
- Operate, maintain, and improve the Service and underlying infrastructure.
- Process inbound and outbound communications and generate AI-assisted responses.
- Transcribe calls, route conversations, and facilitate scheduling workflows.
- Provide analytics, reporting, fraud detection, abuse prevention, and service integrity protections.
- Process payments, administer subscriptions, and send service-related communications.
- Comply with legal obligations, enforce our terms, and protect rights, safety, and security.
5. AI Processing
The Service uses automated and AI systems to process communications and generate outputs. AI-generated outputs may be incomplete or inaccurate. We may use de-identified and aggregated interaction data to improve model performance, train systems, and develop new features, excluding personally identifiable information where legally required.
7. Third-Party Service Providers
We use third-party providers in categories that include:
- Telephony and messaging providers for call routing, call delivery, and messaging transport.
- AI model and transcription providers for language processing and automation features.
- Cloud hosting and infrastructure providers for secure application delivery and storage.
- Analytics providers for usage monitoring and product performance insights.
- Payment processors for subscription billing and transaction processing.
8. Data Retention
We retain information for as long as reasonably necessary to provide the Service, satisfy legal obligations, resolve disputes, enforce agreements, and protect platform integrity. Retention periods vary by data type and customer configuration. Call recordings, transcripts, and logs may be retained for operational, compliance, and security purposes and may be deleted or de-identified according to our retention practices.
9. Data Security
We implement reasonable administrative, technical, and physical safeguards designed to protect information against unauthorized access, destruction, loss, alteration, or misuse. However, no system is completely secure, and we cannot guarantee absolute security.
10. International Data Transfers
We may process and store information in the United States and other jurisdictions where we or our providers operate. When required, we implement safeguards intended to support lawful international transfers, which may include contractual protections and supplementary measures.
11. Your Privacy Rights
Subject to applicable law, you may request access to personal information we hold about you, request correction of inaccurate information, and request deletion of personal information. We may need to verify identity and authority before processing requests.
12. CCPA / CPRA Rights
If you are a California resident, you may have rights under the California Consumer Privacy Act, as amended by the California Privacy Rights Act, including the rights to know, access, correct, delete, and limit use of certain sensitive personal information, subject to statutory exceptions. You may also have the right not to receive discriminatory treatment for exercising applicable privacy rights.
13. GDPR Rights
If the General Data Protection Regulation applies, you may have rights to access, rectification, erasure, restriction, objection, and data portability, and the right to lodge a complaint with a supervisory authority. Where RingSnap processes personal data as a processor on behalf of a customer, requests should generally be directed to that customer as the data controller.
14. Data Deletion Requests
To submit a deletion request, contact support@getringsnap.com. We will evaluate and respond to verified requests in accordance with applicable law. Certain information may be retained as required for legal, accounting, security, fraud prevention, dispute resolution, backup integrity, or contractual obligations.
15. Children's Privacy
The Service is not directed to children under 13, and we do not knowingly collect personal information directly from children under 13. If you believe a child has provided personal information in violation of this Policy, contact us so we can investigate and take appropriate action.
16. Policy Updates
We may update this Privacy Policy from time to time. Updated versions will be posted with a revised "Last Updated" date, and material changes may also be communicated through additional notices where appropriate. Continued use of the Service after the effective date of updates constitutes acceptance of the revised Policy.
17. Contact Information
For privacy inquiries, rights requests, or complaints, contact RingSnap at support@getringsnap.com.