Privacy Policy – RingGuard AI
Last updated: 11/13/2025
1. Who We Are
RingGuard AI (“RingGuard AI”, “we”, “us”, or “our”) provides AI-powered reception and call-handling services that help businesses answer calls, capture leads, and book appointments. This Privacy Policy explains how we collect, use, and protect information when you:
Visit our website ringguard.ai,
Use our products and services, and
Interact with us in any other way (support, sales, etc.).
By using our website or services, you agree to the practices described in this Privacy Policy.
2. Information We Collect
a. Information You Provide to Us
We may collect information you provide directly, including:
Account information: name, business name, email address, phone number, password.
Billing information: payment card details, billing address (processed via our payment provider).
Business & configuration data: call scripts, FAQs, call routing preferences, hours of operation, staff names, appointment rules, integrations.
Communications: emails, support messages, chat transcripts with our team.
b. Call & Communication Data
Because RingGuard AI handles calls and messages on your behalf, we may process:
Caller name and phone number
Call start/end time, duration, and status
Voicemails, call recordings (if enabled by you)
AI-generated call transcripts and summaries
SMS messages or chat logs sent via our platform
Appointment details (date, time, service requested)
We process this information on your behalf as your service provider so you can see call history, qualify leads, and follow up.
Your responsibility: You are responsible for ensuring you have any required consent from callers and that your use of call recording and AI assistants complies with applicable laws in your jurisdiction.
c. Usage & Device Data
When you visit our website or use the app, we may automatically collect:
IP address, browser type, operating system
Pages viewed, referring pages, time spent on site
Actions taken inside the app (e.g., settings changed, features used)
We may use cookies or similar technologies to remember preferences and improve your experience.
3. How We Use Your Information
We use the information we collect to:
Provide, operate, and maintain the RingGuard AI service
Answer, route, and process calls and messages on your behalf
Generate AI responses, call summaries, and reports
Set up and manage your account, including billing and payments
Communicate with you about updates, security alerts, and support
Improve and develop our products, features, and performance
Detect, prevent, and address technical issues, fraud, or abuse
Comply with legal obligations
We may use aggregated and/or de-identified information (which cannot reasonably identify you or your customers) for analytics, product improvement, and business insights.
4. Legal Bases (EEA/UK Users)
If you are located in the EEA or UK, we process your personal data on the following legal bases:
Contract: to provide the services you requested.
Legitimate interests: to improve our services, secure our systems, prevent abuse, and grow our business, where these interests are not overridden by your rights.
Consent: where required for specific activities (e.g., certain marketing communications).
5. How We Share Information
We do not sell your personal information. We may share information with:
Service providers / vendors: e.g., cloud hosting, telephony providers, payment processors, analytics tools, email/SMS providers who help us deliver the service.
Integration partners: e.g., CRM, booking systems, or marketing tools you choose to connect.
Professional advisors: lawyers, accountants, or consultants as needed.
Legal and safety: when required by law, legal process, or to protect rights, property, or safety of RingGuard AI, our users, or the public.
Business transfers: in connection with a merger, acquisition, financing, or sale of all or part of our business.
These third parties are only given access to the information needed to perform their functions and are typically bound by confidentiality and data protection obligations.
6. Data Retention
We retain information for as long as necessary to:
Provide the services to you
Fulfill the purposes described in this Policy
Comply with legal, tax, or accounting obligations
Resolve disputes and enforce our agreements
You may request deletion of certain data (such as call logs, recordings, or account information), subject to our legal obligations and legitimate business needs.
7. Data Security
We use commercially reasonable technical and organizational measures to protect your information from unauthorized access, use, alteration, or destruction.
However, no method of transmission or storage is 100% secure. You are responsible for keeping your account credentials and access to your systems (e.g., CRMs, integrations) secure.
8. International Data Transfers
Our servers or service providers may be located in different countries. By using our services, you acknowledge that your information may be transferred to and processed in countries outside of your own, which may have different data protection laws.
Where required, we implement safeguards (such as contractual clauses) to help protect your information.
9. Your Rights & Choices
Depending on your location, you may have rights related to your personal information, such as:
Accessing the data we hold about you
Updating or correcting your information
Requesting deletion of your data
Objecting to or restricting certain processing
Opting out of marketing communications
You can exercise many of these rights through your account settings or by contacting us at:
Email: [[email protected]]
For marketing emails, you can unsubscribe using the “unsubscribe” link in the message.
10. Children’s Privacy
RingGuard AI is intended for use by businesses and is not directed to children under 13 (or under 16 in some jurisdictions). We do not knowingly collect personal information from children. If we become aware that we have collected such information, we will take steps to delete it.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date at the top. Material changes may be communicated via email or through the service.
Your continued use of RingGuard AI after any changes indicates your acceptance of the updated Policy.
12. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us:
Email: [[email protected]]