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LEGAL

Privacy Policy

Last updated: 27 July 2026

1. Who We Are

Ringby ("we", "our", "us") provides an AI-powered phone agent service for UK service businesses. We are registered with the Information Commissioner's Office (ICO). If you have any questions about this policy, contact us at privacy@ringby.co.uk.

2. What Data We Collect

We collect the following categories of personal data:

  • Identity and Contact Data. Name, email address, phone number, business name, job role.
  • Call Recordings and Transcripts. Audio recordings and AI-generated transcripts of phone calls handled by our AI agent. Collected only for customers who use the AI phone agent feature.
  • Account Data. Username, password (hashed), preferences, subscription tier, payment history.
  • Usage Data. Pages visited, features used, time spent, error reports, device type, browser, IP address, session recordings, and heatmap data collected by our analytics providers.
  • Payment Data. We do not store full payment card details. All payments are processed by Stripe, who act as an independent data controller. We store only the last four digits, card brand, and expiry month for reference.

3. How We Collect Your Data

  • Direct interactions. You provide data when you fill in forms, create an account, contact us, or use our services.
  • Automated technologies. We collect usage data through cookies and similar tracking technologies as described in our Cookie Policy.
  • Third parties. We receive data from Clerk (authentication), Stripe (payment confirmation), Twilio (call routing and telephony), ElevenLabs (voice AI, speech-to-text, text-to-speech, and conversation processing), and our analytics providers.

4. Lawful Basis for Processing

We process your personal data under the following lawful bases:

  • Contract performance. To provide our services to you, including account management, call handling, and support.
  • Legitimate interests. To improve our services, prevent fraud, send service-related communications, and analyse usage patterns.
  • Consent. For marketing communications, optional analytics cookies, and call recording where required.
  • Legal obligation. To comply with applicable laws and regulatory obligations.

5. How We Use Your Data

  • To provide, maintain, and improve our AI phone agent and chat services.
  • To process your subscription and billing through Stripe.
  • To communicate with you about your account, billing, and service updates.
  • To respond to your enquiries and provide customer support.
  • To train and improve our AI models using de-identified call and chat data. Data used for training is stripped of personal identifiers before use. You may opt out of having your data used for AI training by contacting us.
  • To detect and prevent fraud, abuse, or violations of our Terms of Service.
  • To comply with legal and regulatory obligations.

6. Who We Share Your Data With

We share personal data only with service providers who need it to deliver our service. Where possible, we use providers based in the UK or EU. Where providers operate outside the UK or EEA, we ensure appropriate safeguards are in place (see Section 7).

  • Clerk. Authentication and user management (US). Clerk Privacy Policy
  • Stripe. Payment processing and subscription management (US). Stripe Privacy Policy
  • Twilio. Telephony and call routing services for the AI phone agent (US). Call data is routed through Twilio's US infrastructure. Twilio Privacy Policy
  • Neon (Postgres). Database hosting for account and service data (UK, London). Your data is stored in the UK. Neon Privacy Policy
  • Vercel. Hosting and infrastructure for the Ringby platform (US/EU). Vercel Privacy Policy
  • Cloudflare. CDN, DDoS protection, and Turnstile bot protection (global edge network). Cloudflare processes IP addresses and browser fingerprint data to verify human visitors. Cloudflare Privacy Policy
  • ElevenLabs. Voice AI platform for the AI phone agent (US). Processes call audio, speech-to-text, text-to-speech, and conversation data in real time to power voice interactions. ElevenLabs Privacy Policy
  • Resend. Transactional email delivery (UK). Email notifications and service communications are processed in the UK. Resend Privacy Policy
  • Cal.com. Scheduling and appointment booking (EU). Cal.com Privacy Policy
  • Google Workspace. Email hosting and internal collaboration tools (US/EU). Google Privacy Policy
  • Plausible Analytics. Privacy-friendly website analytics (EU). No cookies are used and no personal data is collected. All data is processed in the EU. Plausible Privacy Policy

We do not sell your personal data to third parties.

7. International Data Transfers

We use a mix of UK, EU, and US-based service providers. Wherever possible, we choose UK-based providers (for example, Neon hosts data in London, Resend processes emails in the UK). However, some essential services require data to be transferred outside the UK and European Economic Area (EEA):

  • US-based providers: Clerk, Stripe, Twilio, ElevenLabs, Vercel, and Google Workspace process data in the United States.
  • Global providers: Cloudflare operates a global edge network and data may be processed in various locations.

When we transfer your personal data outside the UK or EEA, we ensure appropriate safeguards are in place. For UK transfers, this includes the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses, as approved by the Information Commissioner's Office. For EU transfers, we use the EU Standard Contractual Clauses (2021) approved by the European Commission. We also conduct Transfer Impact Assessments where required to ensure an equivalent level of protection.

If you would like more information about the safeguards in place for your data, please contact us at privacy@ringby.co.uk.

8. Data Retention

  • Account data. Retained for the duration of your account plus 12 months after cancellation, unless you request earlier deletion.
  • Call recordings and transcripts. Retained for 90 days after the call, then de-identified for AI model training purposes.
  • Chat data. Retained for the duration of your account. Individual chat logs are automatically deleted 12 months after the conversation.
  • Usage data. Retained in anonymised form indefinitely for analytics and service improvement.
  • Payment data. Retained only as long as required by HMRC and financial regulations (typically 6 years).

9. Your Data Protection Rights

Under UK GDPR and the Data Protection Act 2018, you have the following rights:

  • Right to be informed. What data we collect and how we use it (this policy).
  • Right of access. Request a copy of the personal data we hold about you.
  • Right to rectification. Correct inaccurate or incomplete data.
  • Right to erasure("right to be forgotten"). Request deletion of your data.
  • Right to restrict processing. Limit how we use your data in certain circumstances.
  • Right to data portability. Receive your data in a structured, machine-readable format.
  • Right to object. Object to processing based on legitimate interests or direct marketing.
  • Rights related to automated decision-making. Including profiling.

To exercise any of these rights, email privacy@ringby.co.uk. We will respond within one month. If you are unsatisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office.

10. Data Security

We implement appropriate technical and organisational measures to protect your personal data, including encryption at rest and in transit, access controls, regular security assessments, and staff training. All payment processing is handled by Stripe, which is PCI DSS Level 1 compliant.

11. Call Recording

Where our AI phone agent is used, calls may be recorded and transcribed for quality assurance, training, and service improvement purposes. All parties will be notified at the start of each call that the conversation may be recorded. Recordings are retained for 90 days. You can request deletion of specific recordings by contacting us.

12. Children's Data

Our services are intended for businesses and individuals aged 18 and over. We do not knowingly collect data from children under 13. If we become aware that a child has provided us with personal data, we will delete it promptly.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be notified by email to account holders and via a notice on our website. We encourage you to review this policy periodically.

14. Contact Us

Data controller: Ringby UK
Email: privacy@ringby.co.uk
ICO registration number: ZB879491 (registered with the Information Commissioner's Office)