Privacy Policy

Introduction

RingSmart ("RingSmart", "we", "us" or "our") operates the RingSmart website, web application and mobile applications for Android and iOS (together, the "Service").

This Privacy Policy describes how we collect, safeguard and disclose information that results from your use of the Service. We use your data to provide and improve the Service. By using the Service, you agree to the collection and use of information in accordance with this policy.

This Privacy Policy works alongside our Terms and Conditions. Together, they form your agreement with us. Unless this policy defines a term differently, terms used here have the same meaning as in our Terms and Conditions.

Definitions

Service

The RingSmart website, web application and mobile applications operated by RingSmart.

Personal Data

Data about a living individual who can be identified from that data, or from that data combined with other information in our possession or likely to come into our possession.

Usage Data

Data collected automatically, either generated by use of the Service or from the Service infrastructure itself, such as the duration of a page visit.

Cookies

Small files stored on your computer or mobile device.

Data Controller

A person or organization that, alone or jointly with others, determines the purposes for which and the manner in which Personal Data is processed. For the purposes of this policy, RingSmart is a Data Controller of your data.

Data Processors or Service Providers

Any person or organization that processes data on behalf of the Data Controller. We may use the services of various Service Providers to process your data more effectively.

Data Subject

Any living individual who is the subject of Personal Data.

User

The individual using the Service. The User corresponds to the Data Subject.

Information we collect

We collect several types of information for the purposes described in this policy.

Personal Data

While using the Service, we may ask you to provide personally identifiable information that can be used to contact or identify you. This may include:

• Email address
• First name and last name
• Phone number
• Address, state or province, postal code and city
• Cookies and Usage Data

We may use your Personal Data to send you newsletters, marketing or promotional materials and other information that may be of interest to you. You can opt out of any or all of these communications at any time by using the unsubscribe option in the message or by contacting us.

Usage Data

We may collect information that your browser sends whenever you visit the Service, or that your device sends when you access the Service by or through a mobile device.

This may include your device's Internet Protocol (IP) address, browser type and version, the pages of the Service you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data.

When you access the Service with a mobile device, Usage Data may also include the type of device you use, its unique device ID, its IP address, its operating system, the type of mobile browser you use and other diagnostic data.

Location Data

With your permission, we may use and store information about your location. We use this data to provide features of the Service and to improve and customize it. You can enable or disable location services at any time through your device settings.

Mobile app permissions

The RingSmart mobile apps request access to device features only where a feature needs them, for example the microphone to place and receive calls, and notifications to alert you to incoming calls, messages and voicemails. Each permission is requested by your device's operating system, and you can withdraw it at any time in your device settings. Withdrawing a permission may make the related feature unavailable.

Tracking and Cookies Data

We use cookies and similar tracking technologies to track activity on the Service and to hold certain information.

Cookies are files with a small amount of data, which may include an anonymous unique identifier. They are sent to your browser from a website and stored on your device. We may also use other tracking technologies, such as beacons, tags and scripts, to collect and track information and to improve and analyze the Service.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. If you do not accept cookies, you may not be able to use some parts of the Service.

Examples of cookies we use:

• Session Cookies: used to operate the Service.
• Preference Cookies: used to remember your preferences and settings.
• Security Cookies: used for security purposes.

Platform Data

To provide the calling, messaging, voicemail and voice AI features of the Service, we process the following data.

Assistants

When you configure an AI assistant, we store its configuration, including settings, prompts, sample phrases, knowledge bases, dialog flows and AI parameters.

Calls, messages and voicemail

We process call audio in real time to convert speech to text and to generate responses. In connection with your communications, we collect:

• Phone numbers or IP addresses of the parties involved
• Call and message metadata, such as times, duration and status
• Call recordings and voicemail audio, where recording is enabled
• Speech-to-text transcriptions
• Message content
• Conversation flow details and outcomes

Recordings, transcripts and logs may be retained and used to improve the quality of the Service, including the AI models that support it, where applicable law permits. How long this data is kept depends on how your account is configured, and we delete it on request.

Credentials

API keys, access tokens and webhook URLs that you provide are encrypted and are accessible only to the RingSmart systems that need them. We delete them at your request or when they are no longer needed.

Phone numbers

For phone numbers provisioned and assigned to you, we store associated metadata such as number type, provider, region and assignment details.

Other Data

We retain contact numbers that you provide for two-factor authentication, billing or support, in line with applicable regulations such as the GDPR.

How we use your data

RingSmart uses the data it collects to:

• Provide and maintain the Service
• Notify you about changes to the Service
• Allow you to take part in interactive features of the Service when you choose to do so
• Provide customer support
• Gather analysis and other valuable information so that we can improve the Service
• Monitor how the Service is used
• Detect, prevent and address technical issues
• Carry out our obligations and enforce our rights under any contract between you and us, including for billing and collection
• Send you notices about your account or subscription, including expiration and renewal notices
• Send you news, special offers and general information about goods, services and events similar to those you have already purchased or enquired about, unless you have opted out
• Fulfill any other purpose for which you provide it, or any other purpose with your consent

Google Workspace API data

Where the Service obtains data through Google Workspace APIs, that data is not used to develop, improve or train generalized artificial intelligence or machine learning models. It is used only to provide the specific feature for which it was collected.

Retention of data

We retain your Personal Data only for as long as is necessary for the purposes set out in this policy. We retain and use your Personal Data to the extent necessary to comply with our legal obligations, resolve disputes and enforce our legal agreements and policies.

We also retain Usage Data for internal analysis. Usage Data is generally kept for a shorter period, except where it is used to strengthen the security or improve the functionality of the Service, or where we are legally required to keep it for longer.

Transfer of data

Your information, including Personal Data, may be transferred to and maintained on computers located outside your state, province, country or other governmental jurisdiction, where data protection laws may differ from those of your jurisdiction.

If you are located outside the country where our servers operate and choose to provide information to us, please note that we transfer the data, including Personal Data, to those servers and process it there. Your consent to this Privacy Policy, followed by your submission of such information, represents your agreement to that transfer.

RingSmart takes all steps reasonably necessary to ensure that your data is treated securely and in accordance with this policy. We will not transfer your Personal Data to an organization or a country unless adequate controls are in place, including for the security of your data and other personal information.

Disclosure of data

We may disclose Personal Data that we collect, or that you provide, in the following circumstances.

Disclosure for law enforcement

Under certain circumstances, we may be required to disclose your Personal Data if the law requires it or in response to valid requests by public authorities.

Business transactions

If we or our subsidiaries are involved in a merger, acquisition or asset sale, your Personal Data may be transferred.

Other cases

We may also disclose your information:

• To our subsidiaries and affiliates
• To fulfill the purpose for which you provided it
• For any other purpose that we disclose when you provide the information
• With your consent in any other case
• If we believe disclosure is necessary or appropriate to protect the rights, property or safety of RingSmart, our customers or others

Security of data

The security of your data is important to us. However, no method of transmission over the Internet and no method of electronic storage is completely secure. We use commercially acceptable means to protect your Personal Data, but we cannot guarantee its absolute security.

Your rights under GDPR

If you are a resident of the European Union (EU) or the European Economic Area (EEA), you have data protection rights under the General Data Protection Regulation (GDPR).

We aim to take reasonable steps to allow you to correct, amend, delete or limit the use of your Personal Data. If you would like to know what Personal Data we hold about you, or if you want it removed from our systems, please contact us using the details in the Contact us section.

In certain circumstances, you have the right to:

• Access, update or delete the information we hold about you
• Have your information rectified if it is inaccurate or incomplete
• Object to our processing of your Personal Data
• Request that we restrict the processing of your Personal Data
• Receive a copy of your Personal Data in a structured, machine-readable and commonly used format
• Withdraw your consent at any time where we rely on your consent to process your Personal Data

We may ask you to verify your identity before responding to these requests. Please note that we may not be able to provide the Service without some necessary data.

You have the right to complain to a Data Protection Authority about our collection and use of your Personal Data. For more information, please contact your local data protection authority in the EEA.

Your rights under CalOPPA

The California Online Privacy Protection Act (CalOPPA) requires commercial websites and online services to post a privacy policy. In accordance with CalOPPA, we agree to the following:

• Users can visit our website anonymously
• Our Privacy Policy link includes the word "Privacy" and can easily be found on the home page of our website
• Users are notified of any changes to this policy on this Privacy Policy page
• Users can change their personal information by contacting us using the details in the Contact us section

Do Not Track signals

We honor Do Not Track signals. When a Do Not Track browser mechanism is in place, we do not track, plant cookies or use advertising. Do Not Track is a preference you can set in your web browser to inform websites that you do not want to be tracked. You can enable or disable it in the preferences or settings page of your browser.

Your rights under CCPA

If you are a California resident, you are entitled under the California Consumer Privacy Act (CCPA) to learn what data we collect about you, to ask us to delete your data and to ask us not to sell or share it. To exercise these rights, you can make the following requests.

What personal information we have about you

If you make this request, we will tell you:

• The categories of personal information we have collected about you
• The categories of sources from which we collect your personal information
• The business or commercial purpose for collecting or selling your personal information
• The categories of third parties with whom we share personal information
• The specific pieces of personal information we have collected about you
• The categories of personal information we have sold, along with the category of any other company we sold it to. If we have not sold your personal information, we will tell you so
• The categories of personal information we have disclosed for a business purpose, along with the category of any other company we shared it with

You are entitled to ask us for this information up to two times in any rolling twelve-month period. When you make this request, the information provided may be limited to the personal information we collected about you in the previous twelve months.

Deleting your personal information

If you make this request, we will delete the personal information we hold about you as of the date of your request from our records and direct any Service Providers to do the same. In some cases, deletion may be accomplished through de-identification of the information. If you choose to delete your personal information, you may not be able to use certain functions that require your personal information to operate.

Stopping the sale of your personal information

We do not sell or rent your personal information to any third party for monetary consideration. In some circumstances, however, a transfer of personal information to a third party, or within our family of companies, without monetary consideration may be considered a "sale" under California law. If you ask us to stop such transfers, we will do so.

To opt out, send us an email with the subject line "Do Not Sell My Personal Information" using the address in the Contact us section.

Deleting your account and data

You can ask us to delete your RingSmart account and the data associated with it at any time, wherever you live. Email us from the address registered to your account using the details in the Contact us section, and tell us that you would like your account deleted.

Once we have verified your identity, we delete your account and its associated Personal Data, including assistants, call recordings, transcripts, messages, voicemails and stored credentials, and we direct our Service Providers to do the same. We may retain limited information where we are required to do so by law, for example billing and tax records, or where it is needed to resolve disputes, prevent fraud or enforce our agreements.

Service providers

We may employ third-party companies and individuals to facilitate the Service, to provide the Service on our behalf, to perform Service-related tasks or to help us analyze how the Service is used ("Service Providers").

These third parties have access to your Personal Data only to perform those tasks on our behalf and are obligated not to disclose it or use it for any other purpose.

The categories of Service Providers we work with include:

• Telephony and messaging carriers: to connect calls, deliver messages and provision phone numbers.
• Cloud hosting and storage: to host the Service and store data such as recordings and voicemails.
• AI and speech processing: to transcribe speech, generate responses and synthesize voice.
• Push notifications: to deliver alerts for calls, messages and voicemails to your devices.
• Analytics: to monitor and analyze the use of the Service.
• Payments: to process payments for paid products and services.

Payments

We do not store or collect your payment card details. That information is provided directly to our third-party payment processors, whose use of your personal information is governed by their own privacy policies. These processors adhere to the standards set by PCI-DSS, which help ensure the secure handling of payment information.

An up-to-date list of our Service Providers is available on request using the details in the Contact us section.

Third-party services

The Service may connect to or reference websites and services that we do not operate. We strongly advise you to review the privacy policy of every third-party service you use.

We have no control over, and assume no responsibility for, the content, privacy policies or practices of any third-party sites or services.

Children's privacy

The Service is not intended for use by children under the age of 13.

We do not knowingly collect personally identifiable information from children under 13. If you become aware that a child has provided us with Personal Data, please contact us. If we learn that we have collected Personal Data from a child without verification of parental consent, we take steps to remove that information from our servers.

Changes to this policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.

We will let you know by email or by a prominent notice on the Service before the change becomes effective, and we will update the "last updated" date at the top of this page.

We advise you to review this Privacy Policy periodically. Changes are effective when they are posted on this page.

Contact us

If you have any questions about this Privacy Policy, or would like to exercise any of the rights described in it, please contact us by email.