Privacy Policy

1. Introduction

RingAssist ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered call handling service and website.

2. Information We Collect

Information You Provide

• Account information (name, email address, phone number, business name)
• Billing information (payment method details)
• Business preferences and settings for call handling
• Communications with our support team
• SMS opt-in consent (when you subscribe to text message notifications)

Google Account Data (Sign-In)

You may sign in to RingAssist using your Google account via Google OAuth. When you do, we receive:

• Your Google account name and email address (used to create and identify your RingAssist account)
• A unique Google user ID (used to authenticate future sign-ins)
• Your profile picture (optional, used for display purposes)

We do not receive your Google account password. We use the minimum data necessary to create your account and authenticate you on return visits.

Google Calendar Data

If you choose to connect your Google Calendar, we request OAuth access to your calendar and may access the following data:

• Calendar event titles, dates, and times
• Event availability status (busy/free)
• Existing events (read, to check for scheduling conflicts)

We use this access solely to: (1) check your availability and prevent double-bookings when our AI schedules appointments on your behalf, (2) create new calendar events when a caller successfully books an appointment with you, and (3) update or cancel calendar events when appointments are modified or cancelled. We do not store calendar event content beyond what is immediately required to complete a booking or availability check. We do not read, store, or use calendar data for advertising, analytics, training AI models, or any purpose unrelated to providing or improving RingAssist's scheduling features.

Information Collected Automatically

• Call recordings and transcripts (with caller consent where required by law)
• Call metadata (duration, time, phone numbers)
• Usage data and analytics
• Device and browser information

3. How We Use Your Information

Use of Google User Data

Data obtained through Google OAuth (your name, email, profile picture, and Google user ID) is used exclusively to:

• Create and identify your RingAssist account
• Authenticate your identity when you sign in

Data obtained through Google Calendar access is used exclusively to:

• Check your calendar availability to prevent scheduling conflicts when booking appointments
• Create calendar events when our AI books an appointment with a caller on your behalf
• Update or cancel calendar events when appointments are modified or cancelled within RingAssist

Google user data is not used for advertising, analytics, tracking, or any purpose other than providing the core authentication and scheduling functionality described above.

Prohibited Uses of Google User Data

RingAssist will never use Google user data (including Google account data and Google Calendar data) for any of the following purposes:

• Targeted, personalized, retargeted, or interest-based advertising
• User advertisements of any kind
• Selling data to or providing data to data brokers or information resellers
• Determining credit-worthiness or for lending purposes
• Creating databases of personal information for resale or redistribution
• Training artificial intelligence or machine learning models (including generative AI)
• Any other purpose unrelated to providing or improving RingAssist's user-facing features

Google user data is used solely to provide or improve user-facing features that are prominent in RingAssist's user interface. RingAssist's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Use of Other Information

Information you provide directly (account details, business preferences, communications) and information collected automatically (call data, usage data, device information) is used to:

• Provide and improve our call handling services
• Send you SMS notifications about new leads, missed calls, and appointment summaries (if you opt in)
• Process transactions and send related information
• Send administrative messages and updates
• Respond to your comments and questions
• Analyze usage patterns to improve our service
• Protect against fraudulent or unauthorized activity

4. Information Sharing and Sale of Data

We do not sell, rent, or trade your personal information to third parties. This includes your Google account data, Google Calendar data, call recordings, and any other data we collect. We will never monetize your data by sharing it with advertisers or data brokers.

Google User Data Sharing

Google user data (your name, email, profile picture, Google user ID, and Google Calendar data) is not shared, transferred, or disclosed to any third party, except:

• Google LLC, solely to facilitate your Google OAuth authentication and Google Calendar integration (i.e., the data is transmitted back to Google's own APIs as part of normal service operation)

We do not transfer Google user data to service providers, advertisers, analytics providers, data brokers, information resellers, professional advisors, or any other third party. Google user data is never used for advertising, remarketing, profiling, credit assessment, lending, or training AI/ML models.

Other Data Sharing

Mobile opt-in data and consent will not be shared with third parties or affiliates for marketing purposes. Your phone number, SMS opt-in status, and messaging consent are used solely to send you service-related notifications from RingAssist and will never be sold, rented, or shared with any third party for their own marketing use.

Non-Google personal information may be shared only with:

• Service providers who assist in our operations (under strict data processing agreements), including Twilio, Inc. for SMS message delivery
• Professional advisors (lawyers, accountants, auditors) when necessary
• Law enforcement when required by law or valid legal process

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. This includes encryption, secure data centers, and access controls.

6. Data Retention

We retain your information for as long as your account is active or as needed to provide services. Call recordings are retained according to your account settings and applicable legal requirements. Google Calendar data is accessed in real time and is not permanently stored.

7. SMS Text Messaging

RingAssist may send you SMS text messages for service-related notifications such as new lead alerts, missed call summaries, and appointment confirmations. SMS messaging is provided under the RingAssist Notifications program.

• You will only receive SMS messages if you explicitly opt in during account setup or in your account settings.
• Message frequency varies based on your call volume and account activity.
• Msg & data rates may apply.
• To stop receiving messages, reply STOP to any message. You will receive a one-time confirmation and no further messages will be sent.
• For help, reply HELP to any message or contact us at [email protected].

SMS messages are delivered via Twilio, Inc. Your mobile number is not shared with Twilio for any purpose other than delivering your requested notifications. For details on how we collect SMS consent from callers, see our SMS Opt-In Consent Policy.

8. Your Rights and Data Deletion

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your information
• Opt out of marketing communications
• Export your data in a portable format

Deleting Your Data

To request deletion of your personal data, email us at [email protected]. We will process your request within 30 days and confirm once your data has been deleted.

Revoking Google Access

You can revoke RingAssist's access to your Google account (sign-in) or Google Calendar at any time by:

• Disconnecting Google from your RingAssist account settings, or
• Visiting your Google Account permissions page and removing RingAssist

Once calendar access is revoked, we will no longer read or write your calendar data. Any cached availability data is deleted immediately. Revoking Google sign-in access will log you out of RingAssist; you may need to set a password or use another login method to regain account access.

9. California Privacy Rights (CCPA/CPRA)

If you are a California resident, the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA) provide you with additional rights regarding your personal information.

Categories of Personal Information Collected

In the preceding 12 months, we have collected the following categories of personal information:

• Identifiers: Name, email address, phone number, Google account ID
• Commercial information: Subscription plan, billing history, service preferences
• Internet/electronic activity: Website usage data, browser type, device information, cookies
• Audio/electronic data: Call recordings and transcripts
• Professional information: Business name, service areas, job types
• Geolocation data: Approximate location derived from IP address or business address
• Inferences: Call classification (spam vs. legitimate), lead quality scoring

Sources of Personal Information

We collect personal information directly from you (account registration, settings), automatically through your use of our service (call data, website analytics), and from third-party integrations you authorize (Google OAuth, Google Calendar).

Business Purpose for Collection

We collect and use personal information for the business purposes described in Section 3 ("How We Use Your Information") above, including providing our call handling service, authentication, scheduling, notifications, and service improvement.

Sale and Sharing of Personal Information

We do not sell your personal information. We do not share your personal information for cross-context behavioral advertising. We have not sold or shared personal information in the preceding 12 months.

Your California Privacy Rights

As a California resident, you have the right to:

• Right to Know: Request disclosure of the categories and specific pieces of personal information we have collected about you, the sources, the business purposes, and any third parties with whom we share it.
• Right to Delete: Request deletion of your personal information, subject to certain legal exceptions.
• Right to Correct: Request correction of inaccurate personal information.
• Right to Opt Out of Sale/Sharing: While we do not sell or share your data, you may still submit an opt-out request.
• Right to Limit Use of Sensitive Personal Information: You may direct us to limit the use of sensitive personal information to what is necessary for the service.
• Right to Non-Discrimination: We will not discriminate against you for exercising any of your privacy rights. You will not receive different pricing, quality, or service levels for exercising your rights.

To exercise any of these rights, contact us at [email protected] or call us. We will verify your identity before processing your request and respond within 45 days. You may designate an authorized agent to make a request on your behalf.

10. Other State Privacy Rights

Residents of Virginia (VCDPA), Colorado (CPA), Connecticut (CTDPA), Utah (UCPA), Texas (TDPSA), Oregon (OCPA), Montana (MCDPA), and other states with consumer privacy laws may have similar rights to access, correct, delete, and port their personal information, as well as the right to opt out of targeted advertising and the sale of personal information.

To exercise these rights, contact us at [email protected]. We will respond within the timeframe required by your state's applicable law. If we deny your request, you may have the right to appeal by contacting us at the same address.

11. Call Recording Disclosure

RingAssist records incoming calls to provide call transcripts, lead summaries, and service improvements. When a call is answered by our service, callers are informed that the call may be recorded. This disclosure is provided at the beginning of each call to comply with applicable state and federal call recording consent laws, including all-party consent requirements in states such as California, Connecticut, Florida, Illinois, Maryland, Massachusetts, Montana, Nevada, New Hampshire, Oregon, Pennsylvania, Vermont, and Washington.

Call recordings are stored securely and are accessible only to the RingAssist account holder (you) and authorized RingAssist personnel for service delivery purposes. Recordings are retained according to your account settings and applicable legal requirements.

12. Call Handling Disclosure

When callers reach your RingAssist number, their call may be answered by our automated answering service or by a team member, depending on your account configuration and availability settings. Our answering service uses advanced technology to conduct natural conversations, gather job details, and schedule appointments on your behalf.

13. Cookies and Tracking Technologies

Our website uses cookies and similar technologies. We categorize these as:

Essential Cookies

Required for the website to function (e.g., remembering your cookie preferences). These do not require consent.

Analytics and Marketing Cookies

We use the following third-party services to analyze website traffic and measure advertising effectiveness:

• Google Ads (gtag.js) — conversion tracking and remarketing
• Meta Pixel (Facebook) — conversion tracking and audience measurement
• Microsoft Clarity — session recording and heatmaps for usability analysis

These services set cookies on your device and operate independently of your RingAssist account. They are not linked to any Google user data obtained through Google OAuth or Google Calendar integration. These cookies are only loaded after you provide consent via the cookie banner on our website. You can change your cookie preferences at any time by clicking "Cookie Settings" in our website footer.

You can also control cookies through your browser settings or opt out via:

• Google Ads Settings
• Facebook Ad Preferences

14. Children's Privacy

Our service is not intended for children under 18. We do not knowingly collect personal information from children.

15. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.

16. Contact Us

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

Email: [email protected]