Privacy Policy

Last updated: April 16, 2026

1. Information We Collect

RingSam collects information necessary to provide AI voice receptionist services to businesses and their customers:

  • Account information: name, email address, phone number, business name, and billing details when you create an account.
  • Business data: services, hours of operation, knowledge base content, and other information you provide to train your AI receptionist.
  • Call and message data: phone numbers, call recordings, transcripts, SMS messages, and voicemails processed through our platform.
  • Customer data: contact information of your customers collected during calls, appointments, and SMS interactions.
  • Usage data: how you interact with our platform, including page views, feature usage, and performance metrics.
  • Device information: browser type, IP address, and device identifiers when accessing our web application.

2. How We Use Your Information

  • Provide, maintain, and improve our AI voice receptionist services.
  • Process and manage inbound and outbound calls and messages on your behalf.
  • Train and customize your AI agent with your business-specific knowledge.
  • Book appointments, manage contacts, and handle customer inquiries.
  • Send transactional notifications (appointment confirmations, ticket updates, setup links).
  • Analyze call and message data to improve AI response quality.
  • Detect and prevent fraud, abuse, and security incidents.
  • Comply with legal obligations and respond to lawful requests.

3. Data Sharing

We do not sell your personal data. We share data only with:

  • Service providers: Twilio (telephony), ElevenLabs (voice AI), Google (calendar, places), Vercel (hosting), Neon (database), and Stripe (payments) — only as necessary to deliver our services.
  • Your customers: information you choose to share via your AI receptionist (business hours, services, appointment details).
  • White-label resellers: if you signed up through a reseller, they may access your account information as outlined in their agreement with you.
  • Legal requirements: when required by law, regulation, or legal process.

4. Data Retention

We retain your data for as long as your account is active. Call recordings and transcripts are retained for 90 days unless you configure a different retention period. You can request deletion of your data at any time by contacting us at support@ringsam.ca.

5. Data Security

We implement industry-standard security measures including encryption in transit (TLS) and at rest, access controls, audit logging, and regular security assessments. Our infrastructure is hosted on Vercel and Neon with SOC 2 compliant providers.

6. Your Rights

Depending on your jurisdiction, you may have the right to:

  • Access, correct, or delete your personal data.
  • Export your data in a portable format.
  • Withdraw consent for data processing.
  • Object to automated decision-making.
  • Lodge a complaint with a data protection authority.

For Canadian residents, we comply with PIPEDA (Personal Information Protection and Electronic Documents Act) and applicable provincial privacy legislation.

7. Cookies

We use essential cookies for authentication and session management. We do not use third-party tracking cookies or advertising cookies.

8. Children

RingSam is not directed at individuals under 18. We do not knowingly collect data from children.

9. Changes

We may update this policy from time to time. We will notify you of material changes via email or in-app notification.

10. Contact

For privacy inquiries, contact us at support@ringsam.ca.