RinglWho we are
Ringl (“we”, “us”, “our”) provides missed-call recovery and AI receptionist tools for businesses. Contact: support@ringl.app.
Data we collect
Depending on how you use Ringl, we may collect and process the following categories of personal data:
Account and business profile data: email address, authentication credentials (handled by our authentication infrastructure), business name, industry, settings you configure, phone numbers you provide (for example your published customer line and a fallback number), timezone, consent and acceptance timestamps, and similar profile information needed to run your account. Call and messaging data: caller phone numbers, call timing and duration metadata, call type (for example AI-answered or missed), recordings where the voice service is enabled, transcripts, AI-generated summaries, spam or sales-call flags, emergency or priority flags, and records of recovery or follow-up text messages we send on your behalf. Booking and customer enquiry data collected on your behalf: information your callers provide during a call or booking flow — such as name, phone number, address or postcode, description of the problem or request, preferred appointment times, and related notes — plus appointment records created in Ringl. Calendar data: when you connect a calendar, free/busy information and related event timing needed so the receptionist can check availability and book around your existing schedule. We use this to operate booking features; we do not use your calendar content for unrelated marketing. Payment and subscription status data: plan tier, subscription status (including past-due states), renewal timing, and store transaction or entitlement identifiers needed to confirm you have paid access. We do not store full payment card numbers; card and payment instrument details are handled by the payment channels through which you subscribe. Device, technical, and log data: IP address, approximate device or browser information, app version where relevant, request timestamps, and operational logs used to secure, debug, and operate the service. Cookies and similar technologies: the Ringl web and app experience currently does not use third-party advertising or analytics tracking pixels or analytics packages. Essential storage (for example authentication session data) is used to keep you signed in and run the product. If we introduce non-essential cookies or analytics later, we will update this policy and, where required, seek appropriate consent.
Why we process data (lawful bases)
Under UK GDPR we process personal data only where we have a lawful basis. In practice, the main bases for Ringl are:
Contract performance — to create and manage your account; provide missed-call recovery, AI answering, booking, calendar sync, dashboards, and related features; send transactional messages that are part of those features; and process subscription access. Legitimate interests — to keep the service secure; detect and reduce spam, fraud, and abuse; maintain reliability and improve product quality; and support customer service. Where we rely on legitimate interests, we balance those interests against your rights and expectations. Legal obligation — to retain certain billing, tax, and accounting records, and to respond to lawful requests from regulators or courts where we are required to do so. Consent — where we rely on consent, for example optional marketing communications you opt into, or where call recording / AI disclosure rules in a particular context require consent-based processing. You may withdraw consent at any time where processing is consent-based, without affecting the lawfulness of processing before withdrawal. If you are a business customer using Ringl to handle calls from your own customers, you may also have your own controller obligations to those callers. See section 9.
Call recording and AI handling
When My Receptionist (voice AI) is enabled, inbound calls to your Ringl-handled line may be answered by an automated voice system. Those calls may be recorded and processed by our voice AI infrastructure so the receptionist can understand the caller, follow your configured instructions, check availability, take messages, and book appointments. Transcripts and owner-facing summaries are generated and stored so you can review what happened in Activity / Call details.
Callers should be told, in a clear and timely way, that they are speaking with an AI receptionist and that the call may be recorded. Ringl’s default agent behaviour includes a short disclosure at the start of the call, but you — as the business whose number is being called — also have a role in ensuring disclosure and recording practices meet the laws that apply to your business and geography. You remain responsible for configuring accurate business information and for how you use call content afterward.
Try Ringl demo calls are recorded so we can show you an on-screen summary after the call. Demo call recordings and transcripts are deleted within 7 days.
Who we share data with
We share personal data with service providers only where needed to operate Ringl. We describe these by function, not by brand name:
Hosting and database infrastructure — to store account, call, booking, and settings data securely and make the product available. Authentication infrastructure — to sign you in and protect account access. Telephony and messaging infrastructure — to provision numbers, receive and route calls, and send SMS such as missed-call recovery or appointment-related texts. Voice AI processing provider — to power real-time call conversations, generate transcripts/summaries, and operate the receptionist features you enable. Your connected calendar provider — if you link a calendar, so we can read free/busy information and create bookings you authorise. Payment / app-store billing channels — to process subscriptions and confirm entitlement. We receive status and transaction identifiers, not full card numbers. These providers process data as needed to deliver their part of the service, under contracts and security controls appropriate to the role they play. Ringl does not sell personal data to third parties for their own marketing purposes.
International data transfers
Some of our processing infrastructure, or that of our service providers, may be located outside the United Kingdom or European Economic Area. Where personal data is transferred internationally, we take steps designed to ensure appropriate safeguards are in place — for example Standard Contractual Clauses (or an equivalent lawful transfer mechanism) and related contractual and technical measures — as required by applicable data protection law.
Data retention
We retain personal data only as long as needed for the purposes described above, including legal, accounting, and dispute-resolution needs. Unless a shorter deletion is requested and completed, or a longer period is required by law, we apply these default periods:
Call recordings, transcripts, summaries, and related call metadata: typically 24 months from the date of the call, after which we aim to delete or anonymise them, unless you request earlier deletion or we must keep them longer for an active dispute or legal obligation. Booking / appointment and caller enquiry records stored in Ringl: typically for the life of your account and up to 24 months after account closure, unless deleted earlier on request. Account and business profile data: for the life of the account. After you delete your account (or we close it), we generally aim to remove or anonymise remaining profile data within 90 days, except where we must retain limited records. Billing and subscription records: typically 6 years from the relevant transaction or tax year end, in line with common UK accounting and tax retention practice. Operational and security logs: typically up to 12 months, unless needed longer to investigate a security incident. Calendar connection data: while the connection remains active, and for a short period afterward (typically up to 30 days) to complete disconnection and resolve sync issues. You can request earlier deletion of your account and associated business data in the app under Account → Delete my account, or by emailing support@ringl.app. Backup copies may persist for a limited additional period before being purged from rotating backups.
Your rights (UK GDPR)
If UK GDPR (or equivalent EU GDPR rights) apply to you, you may have the following rights in relation to personal data we hold about you as a business user:
Access — ask for a copy of personal data we hold about you. Rectification — ask us to correct inaccurate or incomplete personal data. Erasure — ask us to delete personal data in certain circumstances. Restriction — ask us to limit how we process personal data in certain circumstances. Data portability — ask to receive certain data in a commonly used, machine-readable format, where processing is based on contract or consent and carried out by automated means. Objection — object to processing based on legitimate interests, and we will stop unless we demonstrate compelling legitimate grounds or need the data for legal claims. Withdraw consent — where processing is based on consent, withdraw that consent at any time. To exercise these rights, email support@ringl.app with enough detail for us to verify your identity and locate the relevant data. Business owners can also start account deletion in-app under Account → Delete my account. We will respond within the timeframes required by law.
If you are unhappy with how we handle your request, you can complain to the UK Information Commissioner’s Office (ICO) at ico.org.uk. We would appreciate the chance to resolve concerns first.
Callers’ data (customers of Ringl businesses)
When someone calls a business that uses Ringl, we may process that caller’s personal data — for example their phone number, what they say on the call, and details they provide for a booking or callback. For this caller data, Ringl typically acts as a data processor on behalf of the business (the controller), processing the data to provide the receptionist and recovery services the business has configured.
Callers who want to know how their data is used, or who wish to exercise privacy rights about a specific call to a business, should generally contact that business first. Callers may also contact Ringl at support@ringl.app, and we will help as appropriate given our processor role and the information available to us.
Children’s data
Ringl is a business service and is not directed at children. We do not knowingly collect personal data from anyone under 18. If you believe a minor has provided us with personal data, contact support@ringl.app and we will take appropriate steps to delete it.
Security
We use appropriate technical and organisational measures designed to protect personal data, including access controls, encrypted transport (HTTPS), and security features provided by our infrastructure partners. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
Changes to this policy
We may update this Privacy Policy from time to time. The “Last updated” date at the top will change when we do. For material changes that affect live customers, we will take reasonable steps to notify you — for example in-app notice or email to your account address — before or when the changes take effect.
Contact
Privacy questions or requests: support@ringl.app