How RingsOnce handles your data.

Effective date: April 30, 2026 · Plain-English summary, not a substitute for legal review

1. Who we are

RingsOnce ("we", "us", "our") provides AI receptionist services for local service businesses. Contact: info@ringsonce.com.

2. Information we collect

We collect personal and business information through:

Form submissions — name, business name, owner name, email, phone, industry, service area, business hours, services offered, and other onboarding details you provide
Vapi voice calls — call recordings, transcripts, caller phone numbers, and call metadata (time, duration, outcome) when Sarah handles inbound calls for your business
Account activity — sign-in events, dashboard usage, and billing history

3. How we use it

We use this information to:

Provision and operate your AI receptionist (Sarah) and associated infrastructure
Send account communications and service updates
Process billing and prevent fraud
Improve Sarah's call quality through audit and tuning (Managed tier only)

4. Third parties we share data with

We use the following sub-processors to deliver the service. Each is contractually bound to handle your data per industry-standard agreements:

Stripe — payment processing
Twilio — SMS and voice telephony
Vapi — voice AI infrastructure that powers Sarah
Google — Sheets (your leads dashboard) and Calendar (your booking integration)
Resend — transactional email delivery

We do not sell your data. We do not share it with advertisers. We do not use your call recordings to train third-party models.

5. SMS / TCPA consent

By providing your phone number and opting into RingsOnce SMS communications, you consent to receive automated text messages from us related to your account, your AI receptionist's lead capture, follow-up sequences for your business's customers, and service updates. Message and data rates may apply. Message frequency varies.

Reply STOP to opt out at any time. Reply HELP for help. Opting out will end SMS notifications but will not affect your account or service delivery via other channels.

6. Data retention

We keep your data for as long as your account is active, plus 90 days after closure for backup and dispute-resolution purposes. After that, your records are purged from our primary systems and we instruct sub-processors to do the same on the next regular purge cycle.

7. Right to access, correct, or delete

You can request a copy of your data, ask us to correct inaccuracies, or delete your account at any time. Use the “Delete my account” option in your dashboard, or email info@ringsonce.com.

8. Security

Data is stored encrypted in transit (TLS) and at rest. Access is restricted to RingsOnce personnel who need it to operate the service.

9. Children

RingsOnce is for businesses and adult business owners. We do not knowingly collect data from anyone under 13.

10. Changes to this policy

If we materially change how we handle data, we'll post the updated policy and email account holders. Continued use of the service after notice constitutes acceptance.

11. Contact

Questions: info@ringsonce.com or 614-368-0104.