Privacy Notice

01Who we are

Ring The Pro is an AI phone answering service operated by Ring The Pro, Inc. ("Ring The Pro," "we," "us"). We answer business calls on behalf of small and medium businesses across plumbing, HVAC, dental, legal, medical, and other service verticals. This Privacy Notice describes how we collect, use, disclose, and protect Personal Information.

This notice covers ringthepro.com and the Ring The Pro hosted application. It does not cover third-party websites we link to.

02Information we collect

Account information

Name, email, business name, business phone, billing address, and authentication identifiers (including OAuth subject IDs from Google).

Telephony content

Inbound and outbound call audio, transcripts, summaries, caller phone numbers, call duration, call disposition, and metadata about how the call was handled by the AI receptionist.

Configuration data

Greetings, scripts, business hours, urgency rules, integration credentials (stored encrypted), and other settings you configure in the dashboard.

Payment information

We use Stripe to process payments. Card details are submitted directly to Stripe and we do not store full card numbers. We retain Stripe customer IDs, subscription IDs, last-four digits, and invoice history.

Usage and device data

IP address, user-agent, page visits, dashboard interactions, and similar telemetry collected via standard server logs and product analytics.

Cookies

Session and CSRF cookies required for authenticated use. We do not run advertising cookies on the marketing site.

03How we use information

We use Personal Information to deliver the service, authenticate users, route and process calls, generate transcripts and summaries, send the products and notifications you have requested, prevent abuse, comply with legal obligations, and improve the service.

We do not sell Personal Information. We do not use customer call content to train third-party generative AI models.

04Call recording, transcription, and TCPA

Calls handled by Ring The Pro are recorded and transcribed so the customer (the business that owns the line) can review what happened on each call. The recording party is the customer; Ring The Pro is the technology provider.

Many U.S. states require all-party consent before a call can be recorded. The customer is responsible for delivering an appropriate disclosure to callers — for example, an introductory statement that the call may be recorded for quality and record-keeping purposes — and for complying with the federal Telephone Consumer Protection Act (TCPA), the Telephone Robocall Abuse Criminal Enforcement and Deterrence (TRACED) Act, and applicable state laws.

Ring The Pro provides configurable greeting and disclosure language; the legal sufficiency of any specific disclosure for a customer's jurisdiction is the customer's responsibility and we recommend customers consult counsel.

05How we share information; subprocessors

We share Personal Information only with service providers that need it to deliver the service. Each subprocessor is contractually bound to confidentiality and use limitations. Current subprocessors include:

Twilio (USA)

Telephony, SMS delivery, and media streaming.

OpenAI / Anthropic / model providers (USA)

Speech-to-text, language understanding, and answer generation. Customer call content is processed under enterprise terms with no-training and zero-retention configurations where available.

Stripe (USA)

Payment processing, subscription billing, customer portal.

Cloudflare (USA)

CDN, DDoS protection, and TLS termination at the network edge.

Hosting infrastructure

Application servers and managed databases in U.S.-based data centers.

Email (transactional)

Transactional email delivery for receipts, password resets, and product notifications.

06PHI and HIPAA

Ring The Pro offers a HIPAA-aligned operating mode on the Business plan for customers who handle Protected Health Information (PHI) in the course of receiving or making calls. Customers handling PHI must request and execute a Business Associate Agreement (BAA) with Ring The Pro before forwarding clinical-detail calls to our service.

On the Starter and Pro plans we do not accept PHI. Calls and content on those plans should not include patient-identifying clinical detail.

See our Security & HIPAA page for the operational scope and the BAA request process.

07Data retention and deletion

We retain account data for the life of your subscription plus a reasonable period thereafter to satisfy tax, accounting, and legal obligations. Call audio and transcripts are retained for 90 days by default and are then automatically purged. Customers can request earlier deletion or a longer retention window through the dashboard.

When an account is closed we delete or de-identify customer call content within 60 days, except where retention is required by law.

08Your rights

You can access, correct, export, or delete account information from the dashboard. California residents (CCPA/CPRA), Virginia residents (VCDPA), Colorado residents (CPA), Connecticut residents (CTDPA), and Utah residents (UCPA) have additional rights including the right to know, the right to delete, the right to correct, the right to portability, and the right to opt out of "sale" or "sharing" — Ring The Pro does not sell or share Personal Information for cross-context behavioral advertising.

To exercise a right, email [email protected]. We respond within the timelines required by applicable law.

09Security

We use industry-standard technical and organizational safeguards including TLS in transit, AES-256 at rest, role-based access controls, principle-of-least-privilege for production access, and audit logging. See our Security & HIPAA page for full detail.

10Children

Ring The Pro is a B2B service and is not directed to children under 13. We do not knowingly collect Personal Information from children.

11International users

Ring The Pro is a U.S. company. By using the service you understand that your information is processed in the United States. Where applicable, we provide cross-border transfer safeguards consistent with the laws of your jurisdiction.

12Changes to this notice

We will update the effective date at the top of this notice when we revise it. Material changes will be communicated by email to the account owner and posted on this page at least 30 days before they take effect.

13How to contact us

For privacy questions, BAA requests, or to exercise any of the rights described above, email [email protected]. For security-incident disclosures, see the Security & HIPAA page.