RingDesk AI (“we”, “us”, or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI phone receptionist service (“Service”).

By using the Service, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

1.1 Account Information

When you create an account, we collect your name, email address, business name, phone number, and billing information. This information is necessary to provide the Service.

1.2 Call Data

To provide the AI receptionist service, we process:

Inbound and outbound call audio recordings
Call transcripts generated by our speech-to-text service
Caller phone numbers (presented to us by your telephony carrier)
Call metadata: date, time, duration, outcome
Appointment booking data passed to your connected calendar

1.3 Usage Data

We automatically collect information about how you interact with the Service, including IP addresses, browser type, pages visited, and feature usage. This data is used to improve the Service and diagnose issues.

1.4 Payment Data

We use Stripe to process payments. We do not store your full card details. Stripe’s privacy policy governs the handling of your payment information.

2. How We Use Your Information

We use the information we collect to:

Provide, operate, and improve the Service
Process your calls and generate transcripts and summaries
Send you SMS and email notifications about calls
Process payments and manage subscriptions
Send service announcements and support communications
Comply with legal obligations
Detect and prevent fraud, abuse, or security incidents

We do not sell your personal data or your callers’ data to third parties. We do not use your call data to train general-purpose AI models.

3. Data Sharing

We share data only with:

Service providers — Twilio (telephony), ElevenLabs (voice synthesis), OpenAI (language model), Deepgram (transcription), Stripe (payments). Each is bound by data processing agreements and our security standards.
Your connected integrations — calendar systems, CRMs, or other tools you explicitly connect to your account.
Legal authorities — when required by law, court order, or to protect the rights and safety of RingDesk AI and its users.

4. Data Retention

Call recordings and transcripts are retained for 90 days by default. You can configure retention down to 7 days or disable recording entirely from your dashboard. Account data is retained for the duration of your subscription plus 30 days after cancellation. You may request deletion of all data at any time by emailing legal@ringdesk.net.

5. Your Rights (GDPR)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have the following rights under GDPR:

Access — request a copy of the personal data we hold about you
Rectification — correct inaccurate or incomplete data
Erasure — request deletion of your personal data
Restriction — restrict how we process your data
Portability — receive your data in a machine-readable format
Objection — object to processing based on legitimate interests

To exercise any of these rights, contact legal@ringdesk.net. We will respond within 30 days.

Our legal basis for processing is: contract performance (providing the Service), legitimate interests (service improvement, security), and legal obligation.

6. Your Rights (CCPA)

If you are a California resident, you have the right to know what personal information we collect and how we use it, to request deletion of your personal information, and to opt out of the sale of personal information. We do not sell personal information.

7. Data Transfers

RingDesk AI operates globally. For European customers, your call processing data is handled on EU-based infrastructure where possible. Where data is transferred outside the EEA, we use Standard Contractual Clauses (SCCs) approved by the European Commission.

8. Security

We implement industry-standard security measures including TLS encryption in transit, AES-256 encryption at rest, access controls, and regular security audits. No system is 100% secure — if you believe your account has been compromised, contact us immediately at security@ringdesk.net.

9. Cookies

We use essential cookies for authentication and session management, and analytics cookies to understand usage. You can manage cookie preferences in your browser settings. Disabling essential cookies will impair the Service.

10. Children

The Service is not directed at children under 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected such data, contact us for immediate deletion.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email and by posting the new policy on this page with an updated date. Your continued use of the Service after changes constitutes acceptance.

12. Contact

For privacy inquiries: legal@ringdesk.net
For security concerns: security@ringdesk.net
RingDesk AI, hello@ringdesk.net