1. Information We Collect

When you create an account we collect your name, email address, company name, and billing information. When you use the service we collect:

Call metadata: phone numbers dialed, call duration, and timestamps.
Voicemail recordings: audio messages left by callers.
SMS messages: text messages sent and received through the platform.
Contacts: if you grant permission, we access your device contacts to display caller names and enable quick dialing. Contact data is used locally and not shared with third parties.
Microphone audio: we access your device microphone solely to enable live phone calls. Audio is transmitted to our telephony provider in real time and is not stored unless voicemail recording is active.
Device information: device type, operating system, and push notification tokens to deliver incoming call and message alerts.
Biometric identifiers: if you enable biometric login, your fingerprint or face scan is processed entirely on your device by the operating system. RingBase never receives, transmits, or stores biometric data.
Usage analytics: aggregated, non-identifying usage patterns to improve the service.

2. How We Use Your Information

We use your information to provide and improve the RingBase service, process payments, send transactional notifications (e.g., voicemail alerts, incoming call push notifications), and comply with legal obligations. We do not sell your personal information to third parties.

3. Data Storage & Security

Your data is stored on secure, encrypted servers in the United States. We use industry-standard security measures including TLS encryption in transit and AES-256 encryption at rest. Access to customer data is restricted to authorized personnel only.

4. International Data Transfers

RingBase is operated from Canada. Your personal data may be processed and stored on servers located in the United States. By using the service you consent to the transfer of your information to the United States, where data-protection laws may differ from those in your jurisdiction. We ensure appropriate safeguards are in place to protect your data in accordance with this policy.

5. Data Retention

We retain your account information for as long as your account is active. Call logs, SMS messages, and voicemail recordings are retained for up to 12 months after creation unless you delete them sooner. When you close your account, we delete your personal data within 30 days, except where retention is required by law or for legitimate business purposes such as fraud prevention.

6. Cookies

We use essential cookies for authentication and session management. We do not use third-party advertising cookies. You can manage cookie preferences through your browser settings.

7. Third-Party Services

We use third-party services to operate the platform, including Twilio for voice and SMS services, Stripe for payment processing, Firebase for push notifications, and cloud infrastructure providers. These providers process data on our behalf, have their own privacy policies, and are contractually required to protect your data.

8. Children's Privacy

RingBase is intended for business use and is not directed at children under 13. We do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us and we will delete it promptly.

9. Your Rights

You may request access to, correction of, or deletion of your personal data at any time by contacting us. You may also export your call logs and account data from the dashboard. Under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), you have the right to:

Know what personal information we hold about you.
Challenge the accuracy and completeness of your information.
Request deletion of your personal information, subject to legal requirements.
Withdraw consent for the collection or use of your information.

We will respond to access and deletion requests within 30 days.

10. Changes to This Policy

We may update this policy from time to time. We will notify you of material changes by email or through the app. Continued use of the service after changes constitutes acceptance of the updated policy.

11. Contact

For privacy-related questions or to exercise your rights, contact us at support@ringbase.ca.

Privacy Policy