This Privacy Policy explains how RingOwl, Inc. (“RingOwl,” “we,” “our,” or “us”) collects, uses, discloses, and protects information when you sign up for or use the RingOwl AI answering service (the “Service”).
1. Who we are
RingOwl provides an AI answering service that answers and routes inbound calls for small businesses. The Service is offered to the owner or authorized operator of a business (the “Customer”). Callers who reach a Customer’s forwarded line interact with RingOwl on the Customer’s behalf.
2. Information we collect
2.1 Account information (from Customers)
- Name, email address, password (hashed), and team affiliation.
- Business profile: business name, vertical, hours, location, FAQs.
- Billing details processed by our payment provider, Stripe. We do not store full card numbers.
- Connected integrations (e.g. Google Calendar) and the OAuth tokens needed to operate them.
2.2 Call data (from Customers and their callers)
- Caller phone number, time of call, and duration.
- Audio recordings of the call (when call recording is enabled).
- Transcripts of the call.
- Information the caller volunteers (name, intent, appointment details).
- AI-generated call summaries and structured fields (e.g. lead status).
2.3 Usage information
- Log data: IP address, browser, device, timestamps, page views.
- Cookies and similar technologies for sign-in and analytics.
3. How we use information
- To provide and operate the Service (answering calls, booking appointments, sending SMS summaries).
- To bill Customers and process subscription changes via Stripe.
- To improve product features, fix bugs, and prevent abuse.
- To send transactional and product-update emails to Customers.
- To comply with legal obligations and enforce our Terms.
We do not sell personal information. We do not use Customer call recordings or transcripts to train large language models owned by third parties.
4. How we share information
- Service providers (sub-processors): we share data with vendors who process it on our behalf — including Stripe (billing), Twilio (telephony), Retell AI (voice agent infrastructure), AWS (hosting and storage), Anthropic (LLM inference), Postmark (email), Slack (operational alerts). A current list is available on request.
- Within the Customer’s team:calls and leads are visible to all members of the Customer’s RingOwl team.
- Legal: we may disclose information if required by law, to comply with a subpoena or court order, or to protect our rights and safety.
- Business transfer: in the event of a merger, acquisition, or sale of assets, your information may be transferred, subject to this Privacy Policy.
5. Call recording and consent
Some U.S. states (including California, Florida, Illinois, and Washington) require all parties to a call to consent to recording. Customers are responsible for configuring RingOwl to announce call recording where required. RingOwl provides a “consent line” toggle in the dashboard for this purpose.
6. Data retention
We retain call recordings, transcripts, and lead data for as long as the Customer’s account is active, plus 90 days after cancellation, after which we delete or anonymize the data. Customers can request earlier deletion by emailing hello@ringowl.ai.
7. Your rights
Depending on your jurisdiction (including the EU/EEA, UK, and California), you may have the right to access, correct, delete, port, or restrict our use of your personal information. Submit requests to hello@ringowl.ai.
8. International transfers
RingOwl is hosted in the United States. If you are accessing the Service from outside the U.S., your information will be transferred to and processed in the U.S. We rely on Standard Contractual Clauses for transfers from the EEA/UK where applicable.
9. Security
We use industry-standard administrative, technical, and physical safeguards to protect your information. No method of transmission or storage is 100% secure; we cannot guarantee absolute security.
10. Children
The Service is not directed to children under 13 (or under 16 in the EEA). We do not knowingly collect data from children.
11. Changes to this policy
We may update this Privacy Policy from time to time. We will post the updated version on this page and update the “Last updated” date. Material changes will be communicated to Customers by email.
12. Contact
Questions or requests: hello@ringowl.ai.