1. Who We Are

Ringo is an AI-powered receptionist platform for local businesses — including dental practices, medical clinics, law firms, salons, gyms, auto shops, home service contractors, and other small and medium-sized businesses. References to "Ringo," "we," "our," or "us" in this policy refer to the operator of this service. We are a US-based software company.

For privacy-related inquiries, contact us at: ringl@polsia.app

2. Data We Collect

We collect the following categories of information when you use Ringo:

Category	Examples	Source
Account Information	Name, email address, password (hashed), business name	Provided by you at signup
Business Profile	Business hours, services offered, booking links, phone number, website URL, communication tone settings	Entered by you in settings
Lead & Customer Data	Customer names, phone numbers, lead status, notes, conversation history	Captured through AI receptionist interactions
Call & SMS Transcripts	Text content of SMS conversations handled by your AI receptionist	Generated during service operation via Twilio
Payment Information	Billing details, subscription status, last 4 digits of card	Processed by Stripe; we do not store full card numbers
Usage & Analytics	Pages visited, features used, timestamps, IP address, browser type	Collected automatically as you use the service
Cookies & Tracking	Session cookies, analytics identifiers, Meta Pixel events	Set automatically by our site and third-party tools

3. How We Use Your Data

We use collected data to:

• Provide the Service — power your AI receptionist, store leads, send SMS responses on your behalf
• Account management — authenticate your account, manage your subscription, send billing receipts
• Product improvements — analyze usage patterns to improve AI response quality and feature performance
• Customer support — diagnose issues and respond to your support requests
• Legal compliance — maintain records as required by applicable law
• Marketing analytics — track ad performance and conversion rates through Meta Pixel (aggregated, non-personally-targeted)

We do not sell your personal data or your customers' data to third parties.

4. Third-Party Services

We use the following third-party providers to operate the Service. Each has its own privacy practices:

• Twilio (Privacy Policy) — SMS delivery and phone number management. Call and SMS data passes through Twilio's infrastructure.
• Stripe (Privacy Policy) — Payment processing. Credit card information is handled entirely by Stripe; we only receive tokenized payment data.
• AI Model Providers — We use AI language model APIs to generate receptionist responses. Conversation content may be processed by these providers subject to their data processing agreements. We use providers with enterprise-grade data handling practices and no training on your data.
• Neon / PostgreSQL — Encrypted cloud database hosting for your account and lead data.
• Meta (Facebook) Pixel — Conversion tracking for advertising. Tracks page views and signup/purchase events. See Meta's Privacy Policy.
• Render — Cloud hosting for our application infrastructure.

5. Data Retention

We retain your data for as long as your account is active. After cancellation:

• Active account data — retained for 90 days after cancellation, then permanently deleted
• Billing records — retained for 7 years as required by tax regulations
• Anonymized analytics — may be retained indefinitely in aggregated form that cannot identify individuals
• Backup copies — may persist for up to 30 additional days in encrypted backups before full deletion

You can request immediate deletion of your account data at any time by contacting us (see Section 8 — Your Rights).

6. Data Security

We implement industry-standard security measures to protect your data, including:

• All data transmitted over HTTPS/TLS encryption
• Passwords stored using bcrypt hashing (never in plain text)
• Database access restricted and monitored
• Session tokens for authenticated access with automatic expiration
• Strict data isolation — each account can only access its own data

No method of internet transmission or electronic storage is 100% secure. We cannot guarantee absolute security, but we commit to notifying you of any significant data breach affecting your account.

7. Cookies & Tracking

We use the following types of cookies and tracking technologies:

• Essential cookies — Required for the service to function (session management, authentication)
• Analytics cookies — Help us understand how visitors use our site (page views, feature usage)
• Advertising pixels — Meta Pixel tracks conversions for our ad campaigns. This may involve sharing event data (page views, signups) with Meta/Facebook. You can opt out via Meta's ad preferences.

Most browsers allow you to control cookies through browser settings. Disabling essential cookies may affect service functionality.

8. Your Rights

Depending on your location, you have the following rights regarding your personal data:

• Access — Request a copy of the personal data we hold about you
• Correction — Request correction of inaccurate or incomplete data
• Deletion — Request deletion of your personal data ("right to be forgotten")
• Portability — Request your data in a machine-readable format
• Objection — Object to processing of your data for direct marketing purposes
• Restriction — Request we limit how we use your data in certain circumstances

To exercise any of these rights, email us at ringl@polsia.app. We will respond within 30 days. We may need to verify your identity before processing requests.

9. CCPA Rights (California Residents)

If you are a California resident, the California Consumer Privacy Act (CCPA) grants you additional rights:

• Right to Know — You can request disclosure of the categories and specific pieces of personal information we have collected about you in the past 12 months
• Right to Delete — You can request deletion of personal information we have collected from you, subject to certain exceptions
• Right to Opt-Out of Sale — We do not sell personal information. If this changes, we will update this policy and provide an opt-out mechanism
• Right to Non-Discrimination — We will not discriminate against you for exercising your CCPA rights

To submit a CCPA request, contact us at ringl@polsia.app with "CCPA Request" in the subject line.

10. GDPR Rights (EEA/UK Residents)

If you are in the European Economic Area (EEA) or United Kingdom, you have rights under the General Data Protection Regulation (GDPR). Our legal bases for processing your data include:

• Contract performance — Processing necessary to provide the service you subscribed to
• Legitimate interests — Analytics, security, and fraud prevention
• Legal obligation — Retaining billing records as required by law
• Consent — For optional cookies and marketing communications

You have the right to lodge a complaint with your local data protection authority. Please contact us first so we can address your concerns directly.

11. Children's Privacy

Ringo is a business-to-business service intended for adults running local businesses. We do not knowingly collect personal information from individuals under 18 years of age. If we become aware that a minor has provided us with personal information, we will promptly delete it.

12. Changes to This Policy

We may update this Privacy Policy periodically. If we make material changes, we will notify you via email and update the "Last updated" date at the top of this page. Your continued use of the Service after changes take effect constitutes acceptance of the revised policy.

13. Contact Us

For privacy questions, data requests, or concerns, contact us at:

Email: ringl@polsia.app
Website: ringl.polsia.app

We respond to all privacy-related inquiries within 30 days.