Privacy Policy

1. What we collect

Account information. When you sign in with Google we receive your name, email address and profile picture. We keep the time of each sign-in, the IP address and browser used, and which workspaces you belong to.

Business information. The business name, industry and business type, time zone, service area, a description of what the business does, the phone numbers calls are forwarded to, who is invited to the workspace and with what role, and the email addresses that receive alerts.

Call information. For every call to a tracking number: the caller's phone number (or “anonymous” when it was withheld), the city, state and ZIP code the carrier associates with that number, the caller-ID authentication status the network reported, the tracking number dialed, the number the call was forwarded to, start and end times, how long it rang and lasted, whether it was answered, missed or sent to voicemail, whether the caller had called before, and which marketing source the tracking number belongs to.

Recordings and voicemails. Where a customer has recording on, the audio of the call, with the recording announcement inside it, and any message a caller leaves. Healthcare workspaces never record and never take messages.

Transcripts and classifications. Where enabled, a text transcript of the recording and an automated label (for example new lead, existing customer, spam) with a one-line summary.

Website visits (when a customer uses number swapping). The page visited, the referrer and campaign tags, and a random first-party identifier so a call can be matched to the visit that produced it. No advertising cookies.

Requests from ringtracker.io. When you ask for a spot, the name, email address, phone number, business name, town and website you give us, what you tell us about your calls and the plan you're interested in, plus the page you arrived from, any campaign tags in its address, your IP address and browser.

Visits to ringtracker.io. Google Analytics records the pages viewed, how a visitor arrived, and general device and location information, using first-party cookies. It doesn't tell us who you are.

Billing. Plan, usage (minutes and numbers), and invoices. Card details are held by our payment processor; we never see the full card number.

Operational records. Raw carrier webhooks about calls, an audit log of who changed which setting (with IP address), and the version, time, IP address and browser for each acceptance of our Terms.

2. How we use it

• To provide the Service: route calls, record and transcribe where enabled, take messages, send alerts, report attribution.
• To keep the Service safe: detect toll fraud and abuse, validate carrier requests, investigate incidents.
• To bill customers and keep the records the law requires.
• To support customers and answer their questions.
• To reply to requests from our website, and to understand how people find it.
• To improve the Service using aggregated, de-identified statistics.
• To comply with law, and to enforce our Terms.

We do not sell personal information, we do not use it for advertising, and we do not use recordings, transcripts or any customer data to train AI models. Our AI provider is contractually barred from training on it too.

3. Recording and health information

• Recording is a customer's choice and responsibility. By default the Service announces the recording at the start of every recorded call, and the announcement is inside the audio.
• Calls that ring out without being answered are recorded briefly because recording starts before the call is connected; that audio is deleted without being stored.
• We are not a HIPAA business associate and do not sign Business Associate Agreements. Customers in healthcare and health-related industries run in a mode that keeps call metadata only. If we find health information in a recording, transcript or message, we may delete it.

4. Who we share it with

We share information only with the providers that run the Service, each under its own terms, and only as needed:

• Twilio: the carrier. Provisions tracking numbers, connects and records calls, and holds each recording briefly until we copy it.
• Cloudflare: storage for recordings and voicemails (R2), and the bot check on the sign-in page (Turnstile).
• Railway: hosting for the application and its database, in the United States (US East).
• DigitalOcean: hosting for our website, ringtracker.io, and the requests made through it, in the United States.
• Amazon Web Services: email delivery (SES) for alerts, invitations and reports, and for passing website requests to our team.
• Google: sign-in, where we request only your name, email and picture and never access your Google data; and Google Analytics, which counts visits to ringtracker.io.
• Anthropic: call classification. Transcripts (never audio) are sent to produce a label and summary for workspaces that turn classification on.
• A speech-to-text provider: transcription of recordings for workspaces that turn it on, under terms that forbid retaining the audio.
• Stripe: payments and invoices, once paid plans launch.

We may also disclose information when the law requires it, to protect the rights and safety of callers, customers or the public, to a successor in a merger or sale of the Service (under this policy), or with a customer's direction. Staff of Ring Tracker can see workspace data to support customers and operate the Service; access is logged.

5. How long we keep it

• Recordings and voicemails: for the retention period the customer sets, 7 days by default and never more than 90. A storage rule deletes any audio that is still there at 92 days.
• Call details, transcripts and classifications: for the life of the workspace.
• Raw carrier webhooks: 30 days.
• Audit logs and Terms acceptances: for the life of the workspace, then as our records require.
• Tracking numbers: held 30 days after release, then returned to the carrier.
• Requests from ringtracker.io: until 24 months after we last hear from you, or sooner if you ask us to delete them. If you become a customer, what you sent becomes part of your account.
• Closed workspaces: data is deleted within 90 days of closing, except what we must keep for billing, audit or legal reasons.

6. Security

Data moves over encrypted connections. Recordings are stored privately and served through short-lived links to signed-in members of the workspace they belong to. Each workspace's data is isolated from every other's in the application. Carrier requests are checked for a valid signature before they are trusted. No system is perfectly secure; if we learn of a breach affecting you, we will tell you as the law requires.

7. Your choices and rights

Customers control recording, the announcement and message taking per number; the audio retention period; who is in the workspace; and can export call data from the app. To close a workspace or delete an account, email support@ringtracker.io.

Callers should contact the business they called; it decides what is kept. Where a state privacy law (such as the California Consumer Privacy Act or Washington's My Health My Data Act) gives you rights over information a business holds, we act as that business's service provider or processor and help it respond. We do not sell or share personal information for cross-context advertising.

Anyone can ask us what we hold about them, or ask for a correction or deletion, at support@ringtracker.io. We will verify the request and answer within the time the law allows.

8. Cookies

The app uses a session cookie to keep you signed in, small preference cookies (theme, sidebar), and Cloudflare Turnstile on the sign-in page to block bots. Number swapping sets one first-party identifier on a customer's own website to match calls to visits. Our own website, ringtracker.io, uses Google Analytics cookies to count visits. We use no advertising or cross-site tracking cookies.

9. Where data lives, and children

The Service is hosted in the United States and serves US businesses and their callers in the United States and Canada. It is a business tool and not directed at children; we do not knowingly collect information from anyone under 18.

10. Changes

We may update this policy. Material changes are shown in the app and require acceptance before it opens again; the version and effective date are at the top.

11. Contact

August SEO, LLC, Spokane, Washington. Privacy questions and requests: support@ringtracker.io.