Privacy Policy

Effective Date: March 27, 2026  |  Last Updated: March 27, 2026

RingFlow ("we," "us," or "our") operates a communications platform that helps home service businesses manage missed calls, customer inquiries, and appointment scheduling via phone and SMS. This Privacy Policy describes how we collect, use, and protect your information when you interact with our platform as a customer or as a business user.

1. Information We Collect

We collect the following types of information:

  • Contact Information: Phone numbers, names, and addresses provided by customers when they call or text a business using our platform.
  • Communication Data: SMS messages, call records, voicemail recordings, voicemail transcripts, and AI-generated call summaries processed through our platform.
  • Voice Data: When AI call answering is enabled, incoming calls are answered by an AI assistant. These conversations are processed in real time and transcribed. The AI assistant discloses at the beginning of each call that it is an AI assistant and that the call may be recorded.
  • Business Information: Business names, owner names, email addresses, service types, and service areas provided by contractors who use our platform.
  • Account Information: Login credentials and authentication data managed through our authentication provider (Clerk).
  • Usage Data: Log data including IP addresses, browser type, and pages visited, collected automatically when you use our dashboard.

2. How We Use Your Information

We use the information we collect to:

  • Deliver missed-call notifications and automated follow-up messages to customers on behalf of businesses.
  • Answer incoming calls using an AI assistant, gather customer details, and create service request records.
  • Facilitate appointment scheduling between customers and service providers via SMS.
  • Transcribe voicemails and extract service request details using AI.
  • Display lead and conversation history to contractors through our dashboard.
  • Improve and maintain our platform.

3. How We Share Your Information

We do not sell your personal information. We share information only in the following circumstances:

  • With Service Providers: We use third-party services including Twilio (phone and SMS), OpenAI (AI processing), Vapi (voice AI), and Clerk (authentication) to operate our platform. These providers process data on our behalf and are bound by their own privacy policies and data processing agreements.
  • Between Businesses and Customers: Customer contact information and service requests are shared with the specific business the customer contacted. We do not share customer data across different businesses.
  • As Required by Law: We may disclose information if required by law, regulation, subpoena, court order, or other legal process.

4. AI and Automated Processing

Our platform uses artificial intelligence to:

  • Answer phone calls and conduct conversations with customers on behalf of businesses.
  • Extract structured information (names, service needs, addresses) from SMS conversations and voicemails.
  • Classify message intent for routing (e.g., determining if a contractor is accepting a job or proposing a time).

AI-processed data is used solely to provide our services. We do not use customer communications to train AI models. Our AI providers (OpenAI, Vapi) process data under their respective API data usage policies, which prohibit using API inputs for model training.

5. SMS and Messaging

By calling or texting a phone number powered by RingFlow, you consent to receive service-related text messages including appointment confirmations, scheduling proposals, and follow-up inquiries. Message frequency varies based on your service request. Message and data rates may apply.

You can opt out of messages at any time by replying STOP. Reply HELP for support information.

6. Call Recording and Monitoring

When a business enables AI call answering, incoming calls are processed by an AI assistant. At the beginning of each AI-handled call, the assistant identifies itself as an AI and notifies the caller that the conversation may be recorded and transcribed. This disclosure is provided to comply with two-party consent requirements in applicable jurisdictions. Transcripts are stored as part of the lead record and are accessible to the business through the dashboard.

Businesses using RingFlow are responsible for ensuring their use of call recording complies with all applicable federal and state laws in their jurisdiction, including but not limited to two-party consent states such as California, Illinois, Pennsylvania, and others.

7. Cookies and Tracking

Our platform does not currently use cookies for tracking or advertising purposes. We use essential session cookies provided by our authentication provider (Clerk) to maintain your login session. We do not use third-party analytics or advertising trackers. If this changes in the future, we will update this policy and provide notice.

8. Data Retention

We retain customer communication data for as long as the associated business account is active or as needed to provide our services. When a business account is terminated, we will delete associated customer data within 90 days unless retention is required by law. You may request deletion of your data at any time by contacting us.

9. Data Security

We implement reasonable technical and organizational measures to protect your information, including encrypted data transmission (TLS/SSL), secure authentication, access controls, and encrypted database storage. However, no method of electronic transmission or storage is completely secure, and we cannot guarantee absolute security.

10. Your Rights

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

  • Access: Request a copy of the personal information we hold about you.
  • Correction: Request correction of inaccurate personal information.
  • Deletion: Request deletion of your personal information.
  • Opt-out: Opt out of receiving SMS messages by replying STOP.

To exercise these rights, contact us at the email below. We will respond to requests within 30 days.

11. California Privacy Rights (CCPA)

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

  • The right to know what personal information we collect, use, and disclose.
  • The right to request deletion of your personal information.
  • The right to opt out of the sale of your personal information. We do not sell personal information.
  • The right to non-discrimination for exercising your CCPA rights.

To make a CCPA request, contact us at the email below.

12. Children's Privacy

Our Service is not directed to children under the age of 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal information from a child under 13, we will take steps to delete that information promptly.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of material changes by posting the updated policy on this page with a revised effective date. Your continued use of the Service after changes constitutes acceptance of the updated policy.

14. Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, contact us at:

RingFlow
Email: support@ringflow.app