Privacy Policy | Ringwell

Ringwell ("we," "us," or "our") operates an AI-powered receptionist platform for home service businesses. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, dashboard, and AI receptionist services (collectively, the "Service").

1. Information We Collect

1.1 Account Information

When you create an account, we collect your name, email address, phone number, business name, business address, and payment information. Account authentication is handled by Clerk, a third-party identity provider.

1.2 Call Data

When callers interact with your AI receptionist, we collect and process:

Caller phone numbers (via Caller ID)
Call recordings and transcripts
Call duration, timestamps, and metadata
Information provided by the caller (name, address, service issue description)
AI-generated call summaries and classifications

1.3 Appointment & Customer Data

We store appointment details (date, time, service type) and customer records (name, phone, address, service history) to enable scheduling and customer management features.

1.4 SMS Data

When a caller consents to receive an SMS (e.g., a booking link), we collect the recipient phone number and message content. SMS messages are sent via Twilio and are subject to Twilio's privacy practices.

1.5 Usage Data

We automatically collect device information, browser type, IP address, pages viewed, and usage patterns when you interact with our dashboard.

2. How We Use Your Information

We use the information we collect to:

Provide, operate, and maintain the Service
Process and manage phone calls through your AI receptionist
Schedule appointments and dispatch technicians on your behalf
Send SMS messages (booking links) to callers with their verbal consent
Generate call summaries, analytics, and insights for your dashboard
Process payments and manage your subscription
Communicate with you about your account, updates, and support
Improve and optimize the Service
Comply with legal obligations

3. How We Share Your Information

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

Service Providers: Retell AI (voice agent infrastructure), Anthropic (AI analysis), Twilio (SMS and telephony), Supabase (database hosting), Clerk (authentication), and Stripe (payment processing).
Your Callers' Data with You: As the business owner, you have full access to call recordings, transcripts, and customer information collected through your AI receptionist.
Legal Requirements: When required by law, legal process, or to protect our rights, safety, or property.

4. Data Retention

We retain your account data and call records for the duration of your active subscription. Call recordings and transcripts are retained for up to 12 months. Upon account deletion, we will delete your data within 30 days, except where retention is required by law.

5. Data Security

We implement industry-standard security measures including encryption in transit (TLS/HTTPS), encryption at rest, role-based access controls, and secure authentication. However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

6. Your Rights

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

Access the personal information we hold about you
Request correction of inaccurate data
Request deletion of your data
Object to or restrict processing of your data
Data portability (receive your data in a structured format)
Withdraw consent at any time

To exercise these rights, contact us at privacy@ringwell.ai.

7. CCPA Disclosure (California Residents)

If you are a California resident, you have the right to know what personal information we collect, request deletion, and opt out of the sale of personal information. We do not sell personal information. To make a request, contact us at the email above.

8. TCPA Compliance (SMS)

We send SMS messages only with the verbal consent of the recipient, obtained during a live phone call with the AI receptionist. Each SMS is a single, one-time message (e.g., a booking link). We do not send marketing messages, recurring texts, or automated campaigns. Recipients can contact us to opt out of future messages.

9. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children.

10. Third-Party Links

The Service may contain links to third-party websites or services (e.g., booking pages). We are not responsible for the privacy practices of these third parties.

11. Changes to This Policy

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

12. Contact Us

If you have questions about this Privacy Policy, contact us at:

privacy@ringwell.ai