Privacy Policy

Ringway AI ("Ringway," "we," "us," or "our") provides an AI-powered voice receptionist service for small businesses. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, applications, and services (collectively, the "Service").

By using the Service, you agree to the collection and use of information as described in this policy. If you do not agree, please do not use the Service.

1. Information We Collect

Account Information

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

Call Data

When our AI receptionist handles calls on your behalf, we process and store call metadata (caller phone number, call duration, timestamps), call audio recordings, and AI-generated transcripts and summaries. Call recordings are used to deliver the Service, improve call quality, and generate transcripts for your review.

Caller Information

We collect information that callers voluntarily provide during phone conversations, including their name, contact details, appointment preferences, and the reason for their call. This information is captured so that you can follow up effectively.

Usage and Device Data

We automatically collect technical information such as your IP address, browser type, operating system, pages visited, and interaction patterns. We use cookies and similar technologies to improve site functionality and analyze usage trends.

2. AI Processing

Ringway uses artificial intelligence and natural language processing to answer calls, understand caller intent, book appointments, and generate call summaries. Our AI models process call audio in real time to provide a conversational experience.

We do not use your call data to train general-purpose AI models shared with other customers. Your business data remains isolated and is only used to improve the Service for your account.

AI-generated transcripts and summaries are provided for your convenience and may contain inaccuracies. You should verify critical details before acting on them.

3. Call Recording and Consent

Our AI receptionist informs callers at the beginning of each call that the call may be recorded and processed by AI. This disclosure is designed to meet applicable recording consent requirements.

You are responsible for ensuring that call recording practices comply with the laws of your jurisdiction. Some states and countries require all-party consent for call recording. Ringway provides configurable disclosure settings to help you meet these obligations.

You may disable call recording at any time through your account settings. Disabling recording will also disable transcript and summary features.

4. How We Use Your Information

• Provide, operate, and maintain the Service
• Answer calls and manage appointments on your behalf
• Generate call transcripts, summaries, and lead reports
• Send SMS follow-ups to callers when you have enabled this feature
• Process payments and manage your subscription
• Communicate with you about your account, updates, and support requests
• Improve and optimize the Service, including AI accuracy
• Detect, prevent, and address security issues and abuse
• Comply with legal obligations

5. Third-Party Services

We work with trusted third-party service providers to deliver the Service. These include:

• Telephony providers for call routing and phone number management
• Cloud infrastructure providers for secure data storage and processing
• Payment processors (such as Stripe) for billing and subscription management
• Analytics services to understand how users interact with our website
• SMS delivery providers for sending follow-up messages to callers

These providers are contractually obligated to protect your data and may only use it to perform services on our behalf.

6. HIPAA Readiness

Ringway is designed with healthcare businesses in mind. For customers who handle protected health information (PHI), we offer HIPAA-ready configurations that include:

• Encryption of PHI at rest and in transit (AES-256 and TLS 1.2+)
• Access controls and audit logging
• Business Associate Agreements (BAAs) available upon request
• Data handling procedures aligned with HIPAA requirements

If your business requires HIPAA compliance, please contact us at privacy@ringway.ai to discuss your needs and execute a BAA before processing any PHI through the Service.

7. Data Security

We take the security of your data seriously and implement industry-standard measures to protect it, including:

• 256-bit encryption for data in transit and at rest
• Secure, access-controlled cloud infrastructure
• Regular security assessments and vulnerability testing
• Employee access limited to those with a business need
• Multi-factor authentication for internal systems

While we strive to protect your information, no method of electronic transmission or storage is completely secure. We cannot guarantee absolute security but commit to promptly notifying affected users in the event of a data breach.

8. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. Specific retention periods include:

• Call recordings: 90 days by default, configurable in your account settings (30, 60, 90, or 180 days)
• Call transcripts and summaries: retained for the life of your account
• Account information: retained for the life of your account plus 30 days after deletion
• Billing records: retained for 7 years to comply with tax and accounting obligations

When you delete your account, we will remove your personal data and call recordings within 30 days, except where retention is required by law.

9. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access: request a copy of the personal data we hold about you
• Correction: request that we correct inaccurate or incomplete data
• Deletion: request that we delete your personal data
• Portability: request a machine-readable export of your data
• Opt-out: opt out of marketing communications at any time
• Restriction: request that we limit how we process your data

To exercise any of these rights, contact us at privacy@ringway.ai. We will respond to your request within 30 days.

10. Children's Privacy

The Service is intended for business use and is not directed at individuals under the age of 18. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such information, please contact us and we will promptly delete it.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or by posting a prominent notice on our website. Your continued use of the Service after the effective date of any changes constitutes your acceptance of the updated policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: