1. Information We Collect
Account Information
When you sign up for RingFront, we collect your name, business name, email address, phone number, billing address, and payment method. This information is used to provision your account and process payments.
Call Data
Our service processes inbound phone calls on your behalf. This includes recording call audio, generating transcripts, capturing caller-provided information (name, phone number, reason for call, appointment preferences), and any data entered into connected integrations such as HubSpot or Calendly. You are responsible for ensuring your callers are notified that calls may be recorded, as required by applicable law.
Usage Data
We collect data about how you interact with the RingFront dashboard, including pages visited, features used, session duration, and browser/device information. This helps us improve the product and identify issues.
Communications
If you contact our support team, we retain records of that correspondence to help resolve issues and improve our service quality.
2. How We Use Your Information
- To provide, operate, and maintain the RingFront service
- To process payments and manage your subscription
- To send call summaries, weekly digests, and transactional notifications
- To respond to support requests and troubleshoot issues
- To improve our AI models and call-handling quality (using anonymized, aggregated data only)
- To comply with legal obligations, including HIPAA where applicable
- To detect and prevent fraud, abuse, or security incidents
We do not sell your personal information or caller data to third parties. We do not use your call recordings to train AI models without your explicit written consent.
3. Data Sharing
We share your data only in the following circumstances:
- Service providers: Twilio (call infrastructure), AWS (cloud hosting), Stripe (payments), and other vetted subprocessors necessary to deliver the service. Each is bound by data processing agreements.
- Your integrations: When you connect HubSpot, Calendly, Zapier, or other third-party tools, call data flows to those platforms per your configuration. Their privacy policies govern that data.
- Legal requirements: We may disclose data when required by law, court order, or to protect the rights, property, or safety of RingFront, our customers, or the public.
- Business transfers: In the event of a merger, acquisition, or sale, data may be transferred to the successor entity, subject to the same privacy protections.
4. Data Retention
Call recordings and transcripts are retained for as long as your account is active, or as configured in your dashboard settings. Upon account cancellation, data is retained for 30 days during which you may export it. After 30 days, all data is securely deleted. We retain billing records for seven years to comply with tax and accounting regulations.
5. Security
We implement industry-standard security measures including TLS 1.3 encryption in transit, AES-256 encryption at rest, role-based access controls, multi-factor authentication, and regular third-party security audits. See our Security page for full details.
6. Your Rights
Depending on your jurisdiction, you may have the right to:
- Access the personal data we hold about you
- Correct inaccurate data
- Request deletion of your data
- Object to or restrict processing of your data
- Receive a portable copy of your data
- Withdraw consent where processing is based on consent
To exercise any of these rights, email privacy@ringfrontai.com. We will respond within 30 days.
7. Cookies
Our website uses essential cookies for session management and analytics cookies (via privacy-first tools) to understand traffic patterns. You can opt out of analytics cookies via the cookie banner on first visit. We do not use advertising or tracking cookies.
8. Children's Privacy
RingFront is a business service not directed at children under 13. We do not knowingly collect personal information from children. If you believe we have inadvertently collected such data, contact us immediately at privacy@ringfrontai.com.
9. International Users
RingFront is operated from the United States. If you access our service from outside the US, your data will be transferred to and processed in the United States. We implement appropriate safeguards for international transfers in accordance with applicable data protection law.
10. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated via email to account holders at least 14 days before taking effect. Continued use of the service after the effective date constitutes acceptance of the updated policy.
11. Contact Us
For privacy-related questions or requests, contact:
RingFront LLC — Privacy Team
Email: privacy@ringfrontai.com
Address: Washington, D.C., United States