This Privacy Policy explains how Ringvane ("Ringvane", "we", "us" or "our") collects, uses, shares and protects personal information when you visit ringvane.com, talk to our AI agents, use our client platform, or work with us as a client.
1. Who we are
Ringvane is an AI and growth agency. We build and run AI voice agents, AI chat agents, automated follow-up, custom AI agents, websites and marketing campaigns for businesses ("Clients").
Ringvane is in the process of being organized as a limited liability company in the State of Wyoming, USA. Until then, references to Ringvane mean the business operating under that name. You can contact us at any time at [email protected].
2. Our two roles
When we act for ourselves. When you visit our website, book a consultation, contact us, or become a Client, we decide how your information is used. This policy applies directly to that information.
When we act for our Clients. When a person calls, chats with, texts or emails one of our Clients and our AI agent answers on that Client's behalf, we process that person's information as a service provider (also called a "processor") following our Client's instructions. In that case the Client's own privacy notice also applies, and questions or requests should usually go to the Client first. We will help our Clients respond to them.
3. Information we collect
Information you give us: your name, business name, email address, phone number, website, industry, and anything you write in a form, chat or email, such as what you need help with.
Client account information: login details, business details, settings for your AI agent (such as its name, voice, script, hours, services and prices you choose to give it), billing contact details and records of your plan.
Conversation data: when our AI agents handle calls, chats or messages, we process the content of those conversations, including call audio, recordings, transcripts, summaries, chat messages, the caller's phone number, and details they share such as name, address, appointment needs and preferences.
Calendar data: if a Client connects Google Calendar, we receive the limited information described in section 6.
Technical information: IP address, browser and device type, pages viewed, referring page, and dates and times of visits, collected through server logs and similar tools. Our chat widget keeps a short-lived session identifier in your browser's session storage so the conversation continues while you browse.
Information from others: lead details from advertising platforms (for example Meta or Google lead forms) when we run campaigns for a Client, and information from tools a Client connects to our platform, such as a CRM or booking system.
We do not knowingly collect sensitive information such as Social Security numbers, financial account numbers or health records. Please do not share them with our AI agents. If a Client's business involves health information, we will only handle it under a separate written agreement.
4. How we use information
- To provide our services: answering calls and chats, qualifying leads, booking appointments, sending confirmations, reminders and follow-ups, and passing conversations to our Clients.
- To set up, operate, secure and support Client accounts and our platform.
- To respond to enquiries, schedule consultations and communicate with you about our services.
- To run marketing campaigns for Clients that have asked us to.
- To measure and improve the quality of our services for the Client concerned, for example by reviewing transcripts with that Client to tune their agent.
- To prevent fraud, abuse and security incidents, and to comply with law, enforce our terms and protect rights and safety.
We do not sell personal information, and we do not share it for cross-context behavioral advertising. We do not use one Client's conversation data to serve another Client.
5. AI, call recording and automated processing
Our voice and chat agents are powered by artificial intelligence. They identify themselves as virtual or AI assistants, and a caller can ask to be transferred to a person or to leave a message. Calls handled by our AI agents may be recorded and transcribed so the Client can review them and so the service works correctly. Callers are told this at the start of the call where the law requires it. See our AI and Call Recording Disclosure for details.
AI agents may make mistakes. They do not make decisions that produce legal or similarly significant effects about you; they collect information, answer questions and book appointments for a business, and the business stays responsible for its decisions.
Conversation content is sent to our AI and telephony providers only to produce the agent's responses, transcripts and summaries. We do not allow those providers to use it to train their general models where we can control that setting, and we do not use Google user data for any AI training (see section 6).
6. Google user data (Google Calendar)
Clients can connect a Google account so our platform can add the appointments our AI agents book. When you connect Google, we request only these permissions:
- openid and email: to confirm your identity and know which Google account is connected.
- https://www.googleapis.com/auth/calendar.app.created: to create a dedicated "Ringvane" calendar in your Google Calendar and to create, update and remove the appointment events in that calendar only. This permission does not let us see or change your other calendars or events.
How we use it: only to show you which account is connected and to keep booked appointments in your Ringvane calendar up to date. We store your Google account email and the access tokens needed to do this, encrypted, for as long as the connection is active.
Limited Use: Ringvane's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. In particular, we:
- use Google user data only to provide and improve the user-facing calendar feature described above;
- do not transfer it to others except as needed to provide that feature, to comply with law, or as part of a merger or acquisition with notice to you;
- do not use it for advertising, including retargeting or personalized ads, and do not sell it;
- do not allow humans to read it unless you give us permission for a specific item, it is needed for security purposes such as investigating abuse, to comply with law, or it has been aggregated and anonymized for internal operations; and
- do not use it to develop, improve or train generalized artificial intelligence or machine learning models.
Disconnecting: you can disconnect Google at any time in your Ringvane settings or at myaccount.google.com/permissions. When you disconnect, we delete the stored tokens within 30 days. The "Ringvane" calendar stays in your Google account until you delete it.
7. Text messages (SMS)
We, or our Clients through our platform, may send text messages to people who called or texted the business first, who asked to be contacted, or who gave consent, for example by ticking a consent box on a form. Messages include appointment confirmations, reminders, replies to enquiries and missed-call follow-ups. Message frequency varies. Message and data rates may apply. Reply STOP to stop receiving messages and HELP for help. See our SMS Terms.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are excluded from every category of sharing described in this policy and will not be shared with any third parties, except the service providers that deliver the messages for us.
10. How long we keep information
- Website enquiries and consultation requests: up to 24 months after our last contact, unless you become a Client.
- Client account and billing records: for the life of the account, then as long as needed for tax, accounting and legal purposes (usually up to 7 years).
- Call recordings, transcripts and chat logs handled for a Client: as set by that Client, and by default up to 12 months, after which they are deleted or anonymized.
- Google tokens: until you disconnect, then deleted within 30 days.
- SMS opt-out records: kept so we can keep honoring your request.
11. Security
We use reasonable administrative, technical and physical safeguards, including encryption in transit, encrypted storage for credentials and tokens, access controls with the least access needed, logging and regular backups. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If we learn of a breach affecting your personal information, we will notify you and the authorities as the law requires.
12. Your privacy rights
Depending on where you live, you may have the right to know what personal information we hold about you, to access or get a copy of it, to correct it, to delete it, to opt out of its sale, sharing or targeted advertising (we do none of these), and to not be discriminated against for using your rights. Residents of California, Colorado, Connecticut, Virginia, Utah, Texas, Oregon and other US states with privacy laws, and people in the European Economic Area, United Kingdom and similar places, have rights under their local laws.
To make a request, email [email protected] with the subject "Privacy request". We will verify your request before acting on it and respond within the time the law requires, usually 30 to 45 days. You may use an authorized agent. If your information was collected while you contacted one of our Clients, we may forward your request to that Client, who decides how to respond. If we deny your request, you can appeal by replying to our decision.
Visitors outside the US: we are based in the United States, and information may be processed in the US and other countries where our providers operate. Where required, we rely on appropriate safeguards such as standard contractual clauses. Our legal bases include performing a contract, our legitimate interests in running and improving our services, your consent, and legal obligations.
13. Children
Our services are for businesses and adults. We do not knowingly collect personal information from children under 13 (or under 16 where local law sets a higher age). If you believe a child has given us information, contact us and we will delete it.
14. Changes to this policy
We may update this policy from time to time. We will post the new version here and change the "Last updated" date. If the changes are significant, we will give notice on our website or by email.
15. Contact us
Questions or requests about privacy: [email protected].