Terms of Service

1. The Service

Ring Tracker provisions tracking phone numbers, forwards calls placed to them to a phone you choose, and reports on those calls. Depending on your plan and settings, the Service may also play a recording announcement and a whisper, record and transcribe calls, take a voicemail message when nobody answers, classify calls, send email alerts, and swap numbers on your website for attribution.

• Tracking numbers are not your business line. They are provisioned from our carriers, we control them, and they exist to measure marketing. Keep your own primary number.
• No emergency calls. The Service cannot place or receive 911 or other emergency calls, and tracking numbers must never be given out as a way to reach emergency help.
• Inbound voice only. The Service does not make outbound calls for you and does not send or receive text messages.
• We may add, change or retire features, and may suspend a feature for everyone when a carrier, a law or a safety concern requires it.

2. Eligibility and accounts

• The Service is for business use in the United States. It is not offered to consumers or to anyone under 18.
• You sign in with a Google account. You are responsible for keeping that account secure and for everything done in your workspace by anyone you invite or allow in.
• Every workspace owner and admin can change settings that carry legal consequences (recording, announcements, retention). Choose them accordingly. Their actions are your actions.
• Information you give us about your business must be accurate and kept current.
• We may decline, suspend or close any account that we reasonably believe breaks these Terms, the law, or a carrier's rules.

3. Your industry and business type

Every workspace must declare the industry and business type of the business it tracks, and the person who declares it confirms that it is accurate. We rely on that answer to decide which legal safeguards apply, including whether the workspace may record at all.

4. Health information: no HIPAA services

The Service is not designed for, and must not be used to collect, store or transmit, protected health information under HIPAA or consumer health data under Washington's My Health My Data Act or similar laws.

• We are not a business associate of any covered entity, and we do not sign Business Associate Agreements. Nothing in these Terms or in the Service creates one.
• If you are a HIPAA covered entity or business associate, or you handle consumer health data, you may use the Service only in healthcare mode, which stores call metadata (caller number, time, duration, outcome, source) and nothing spoken on the call. You alone decide whether even that use is permitted for you, and you are responsible for any notice, consent or agreement your own obligations require.
• We make no representation that the Service, in any mode, satisfies HIPAA, the My Health My Data Act, or any other health privacy law.
• If we find health information in a recording, transcript or message, we may delete it without notice and suspend the workspace.

5. Call recording and consent

Call-recording law varies by state and by where each party to the call is. Washington, California, Florida, Illinois, Maryland, Massachusetts, Michigan, Montana, Nevada, New Hampshire, Pennsylvania and others require the consent of every party. Violations can be crimes and carry private lawsuits with statutory damages and attorney's fees.

To help you, the Service plays a recording announcement (“This call may be recorded for quality purposes.”) at the start of every recorded call, and starts recording before the announcement so the announcement is inside the recording as evidence. Recording also captures ringing and unanswered calls briefly; audio from calls that were never connected is deleted without being stored.

6. Acceptable use

You will not, and will not let anyone in your workspace:

• use the Service for anything unlawful, deceptive, harassing or harmful;
• use tracking numbers for telemarketing, robocalls, spam, surveys, or any outbound campaign;
• forward calls to premium-rate, international or shared-cost numbers, or attempt to;
• commit or facilitate toll fraud, traffic pumping, or any scheme that generates calls for revenue;
• route health information through the Service, or misdeclare an industry to unlock recording (sections 3 and 4);
• record calls where you lack the consent the law requires (section 5);
• resell, sublicense or share the Service with a business that isn't yours, unless we agree in writing;
• probe, scan, overload, reverse engineer or interfere with the Service or its carriers;
• bypass or disable any safeguard, limit or acknowledgment in the Service;
• impersonate anyone, or give a tracking number out as an emergency number;
• use caller data from the Service for anything other than serving the callers and running your business.

We may suspend a workspace immediately, without notice, to stop any of the above or to comply with a carrier, regulator or court. We may also set usage limits to protect the Service.

7. Tracking numbers

• Tracking numbers belong to us or our carriers. You have a limited right to use them while your workspace is in good standing. They cannot be ported out, and we may replace a number if a carrier requires it.
• When a number is released, by you or by us at the end of service, it is held for 30 days and then returned to the carrier, where it may be assigned to someone else. Calls after that are not ours.
• Put tracking numbers only where the Service tells you to. A tracking number placed in directories, citations, signage or print outlives your subscription and can send your customers to a stranger. You are responsible for removing tracking numbers from everywhere you put them.
• We may reclaim a number that is used in breach of these Terms or that a carrier or regulator asks us to reclaim.

8. Customer data

“Customer Data” means the call records, recordings, voicemails, transcripts, classifications and other data the Service produces for your workspace, and anything you enter into it.

• You own Customer Data. You grant us the rights we need to host, process, store, transmit, display and back it up in order to provide, secure, support and improve the Service, and to comply with the law.
• For data about your callers, you are the controller (or business) and we process it on your behalf, as described in the Privacy Policy. You are responsible for your own privacy notice to callers and for answering their requests; we will help you do so.
• Audio is deleted after the retention period you set (7 days by default, 90 days at most); transcripts and call details stay until the workspace is closed. Retention is your choice and your responsibility.
• Transcripts and classifications are generated by automated systems, including AI services. They can be wrong. Don't rely on them for anything that matters without checking the audio.
• We may use aggregated, de-identified data that cannot identify you or your callers to operate and improve the Service. We do not sell Customer Data and do not use it to train AI models.
• The Privacy Policy is part of these Terms and explains what we collect, the providers we rely on, and how long we keep things.

9. Fees

• Where your plan carries a fee, it is billed monthly in advance, with included minutes and numbers stated on the plan. Minutes and numbers beyond the plan are billed at the published overage rates in arrears. Our systems are the record of usage.
• Fees exclude taxes. You are responsible for any sales, telecom or similar taxes we are required to collect.
• If a payment fails and isn't fixed within 10 days, we may suspend the workspace; numbers are held for 30 days after suspension and then released (section 7).
• We may change prices with at least 30 days' notice by email; the change applies from your next billing period.
• Fees are non-refundable except where the law says otherwise.

10. Term, suspension and termination

• These Terms apply from your first acceptance and continue month to month until your workspace is closed.
• You may close a workspace at any time by asking us at support@ringtracker.io.
• We may suspend or close a workspace, immediately and without notice, for a breach of sections 3 to 6, non-payment, a carrier or legal demand, or a risk to the Service or other customers. Otherwise we give 30 days' notice.
• When a workspace closes: access ends, numbers are held 30 days and then released, and Customer Data is deleted within 90 days except what we must keep by law or for billing and audit records.
• Sections 3, 4, 5, 8, 13, 14, 15, 16 and 18 survive termination.

11. Third-party services

The Service runs on carriers, cloud hosting, storage, email, sign-in and AI providers we do not control (they are listed in the Privacy Policy). Call quality, connection and caller ID depend on those carriers and on the phone networks between them and your callers. We are not responsible for their outages, delays, changes or errors.

12. Availability and support

• We work to keep the Service up and route calls to your phone even when parts of the Service fail, but we do not guarantee uptime, call completion, or that any call will be recorded, transcribed or reported.
• We may take the Service down for maintenance and will try to avoid business hours.
• Support is by email at support@ringtracker.io during Pacific business hours.

13. Disclaimers

THE SERVICE IS PROVIDED “AS IS” AND “AS AVAILABLE”. TO THE FULLEST EXTENT THE LAW ALLOWS, WE DISCLAIM ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE AND NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE OR SECURE; THAT ANY CALL WILL CONNECT, BE RECORDED, BE TRANSCRIBED ACCURATELY OR BE CLASSIFIED CORRECTLY; THAT CALLER IDENTIFICATION OR LOCATION IS ACCURATE; OR THAT THE SERVICE, IN ANY CONFIGURATION, COMPLIES WITH ANY LAW THAT APPLIES TO YOU. THE SERVICE IS NOT LEGAL ADVICE AND IS NOT A COMPLIANCE TOOL.

14. Limitation of liability

TO THE FULLEST EXTENT THE LAW ALLOWS, RINGTRACKER AND ITS OWNERS, STAFF, CONTRACTORS AND PROVIDERS WILL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY OR PUNITIVE DAMAGES, OR FOR LOST PROFITS, LOST LEADS, LOST BUSINESS, LOST DATA OR LOST GOODWILL, HOWEVER CAUSED AND UNDER ANY THEORY, EVEN IF WE WERE TOLD THEY WERE POSSIBLE.

OUR TOTAL LIABILITY FOR EVERYTHING ARISING OUT OF OR RELATING TO THE SERVICE OR THESE TERMS IS LIMITED TO THE FEES YOU PAID US IN THE 12 MONTHS BEFORE THE EVENT GIVING RISE TO THE CLAIM, OR ONE HUNDRED US DOLLARS ($100) IF YOU PAID NOTHING.

Without limiting the above, we are not liable for: a missed, dropped, misrouted or unrecorded call; a recording made in violation of any law; health information you routed through the Service; an inaccurate industry or business type; a tracking number you left in a listing after service ended; or an inaccurate transcript or classification. Some jurisdictions don't allow certain limits; in those, our liability is limited to the smallest amount the law allows.

15. Indemnification

You will defend, indemnify and hold harmless Ring Tracker and its owners, staff, contractors and providers from every claim, demand, loss, liability, damage, fine, penalty, cost and expense (including reasonable attorney's fees) arising out of or relating to:

• your use of the Service, or the use by anyone in your workspace;
• a recording, transcript or message made through your workspace, including any claim that consent was required and not obtained;
• health information collected, stored or transmitted through your workspace;
• an inaccurate or misleading industry, business type or other information you gave us;
• your breach of these Terms or of any law;
• a claim by one of your callers, customers, employees or members.

We may take over the defense of any claim at our expense; you will cooperate with us if we do.

16. Governing law and disputes

• These Terms are governed by the laws of the State of Washington, without regard to its conflict-of-laws rules.
• Before filing anything, you agree to email us at support@ringtracker.io with a description of the problem and give us 30 days to resolve it.
• Any dispute that isn't resolved will be brought only in the state or federal courts located in Spokane County, Washington, and you consent to their jurisdiction. Either of us may bring a qualifying claim in small claims court instead.
• Claims must be brought individually, not as a plaintiff or class member in any class or representative action, and must be filed within one year of the events that gave rise to them.

17. Changes to these Terms

We may update these Terms. Material changes are shown in the app and require acceptance before the app opens again; the version and effective date appear at the top of the document. Using the Service after a change means you accept it. If you don't, stop using the Service and ask us to close your workspace.

18. General

• These Terms, the Privacy Policy, and the plan and settings you choose in the app are the entire agreement between us about the Service, and replace any earlier discussion or proposal.
• You may not assign these Terms without our written consent. We may assign them to a successor of the Service.
• Neither of us is liable for delay or failure caused by events outside our reasonable control, including carrier outages, network failures, acts of government, or natural disasters. This does not excuse payment.
• If any part of these Terms is unenforceable, the rest stays in force. Our not enforcing a term is not a waiver of it.
• Notices to you go to the email of your workspace's owners or admins. Notices to us go to support@ringtracker.io.
• We are independent contractors. These Terms create no partnership, agency or employment.

19. Contact

August SEO, LLC, Spokane, Washington. Questions about these Terms: support@ringtracker.io.