Privacy Policy

1. Scope and accountability

This Privacy Policy explains how ringSMB (“ringSMB,” “we,” “us,” or “our”) handles personal information when you visit our websites, create or use a ringSMB workspace, use our web or mobile applications, communicate through numbers connected to the service, or contact support. The ringSMB entity identified on your invoice is responsible for the information described here. Workspace customers control the business communications and customer records they submit to the service; ringSMB processes that information to provide the service.

2. Information we collect

• Account and organization data: names, email addresses, roles, workspace details, authentication data, preferences, and support communications.
• Telecommunications data: business and customer phone numbers, call direction, timestamps, duration, routing, IVR responses, SMS/MMS content and attachments, voicemail, device registrations, and delivery or call status.
• Optional call intelligence: recordings, transcripts, summaries, urgency labels, suggested actions, and instructions when enabled by an authorized workspace administrator.
• Customer-management data: contacts, notes, tags, appointments, leads, assignments, and automation inputs and outputs.
• Billing data: subscription, wallet, transaction, invoice, usage, and payment-status data. Payment card details are handled by our payment processor and are not stored in full by ringSMB.
• Technical data: IP address, device and browser type, operating system, app version, device identifiers, push tokens, logs, security events, and cookie or session information.

3. How we use information

We use information to provide and secure calling, messaging, routing, voicemail, contacts, appointments, billing, notifications, integrations, transcription and summarization; authenticate users; prevent fraud and abuse; troubleshoot and improve reliability; provide support; comply with law; enforce agreements; and communicate service or account information. We do not use workspace call, message, or customer content to train general-purpose AI models.

4. Legal bases and consent

Where applicable, we process information to perform our contract, pursue legitimate interests such as security and service improvement, comply with legal obligations, and act on consent. Workspace customers are responsible for providing required notices and obtaining valid consent for call recording, monitoring, automated or AI-assisted processing, marketing calls, and commercial electronic messages.

5. How we disclose information

We disclose information only as needed to operate the service, including to telecommunications and messaging carriers, cloud hosting and storage providers, payment processors, email and notification providers, analytics and security vendors, and AI providers when an enabled feature requires processing. These providers may process information solely to deliver their contracted services to us. We may also disclose information to comply with lawful requests, protect rights or safety, investigate abuse, complete a merger or business transfer, or at a workspace customer’s direction. We do not sell personal information for money or share it for cross-context behavioural advertising.

6. Cross-border processing

We and our providers may process information in Canada, the United States, and other countries. Information may therefore be subject to the laws and lawful access processes of those jurisdictions. We use contractual and operational safeguards appropriate to the service and information.

7. Retention

We retain account and workspace information while the account is active and as reasonably needed for service delivery, security, dispute resolution, legal compliance, and financial records. Communications content, recordings, transcripts, and customer records remain until deleted by an authorized user, the applicable retention setting, or account closure, subject to backups and legal obligations. We delete or de-identify information when it is no longer reasonably required.

8. Security

We use administrative, technical, and organizational safeguards designed for the sensitivity of the information, including access controls, authentication, encryption in transit, provider security controls, logging, and least-privilege practices. No system is completely secure. Customers must protect credentials, configure permissions appropriately, and promptly report suspected compromise.

9. Your choices and rights

Depending on your location, you may request access, correction, deletion, portability, information about use or disclosure, withdrawal of consent, or review of a decision. You may also object to or restrict certain processing. Workspace administrators can manage much of this information directly. We may verify identity and may retain information where permitted or required by law. Authorized agents must provide proof of authority. We will not discriminate against you for exercising applicable rights.

10. Cookies and device storage

We use essential cookies and local or secure device storage for authentication, remembered-browser verification, appearance preferences, security, and application functionality. We do not currently use third-party advertising cookies.

11. Children

The service is designed for businesses and is not directed to children under 13. We do not knowingly collect personal information directly from children for their own use of the service.

12. Changes and contact

We may update this policy as our service or legal obligations change. Material changes will be communicated through the service or other appropriate means, and the updated date will change. Questions, privacy requests, or complaints may be sent to privacy@ringsmb.com. You may also complain to the privacy regulator in your jurisdiction.