Privacy Policy

Ringtime BV
Frans Ackermanstraat 20, 9000 Gent, Belgium
Company Number: 1026.705.408
VAT Number: BE1026705408

Email: hello@ringtime.ai
Last updated: November 3, 2025

1. Who we are

Ringtime provides AI-powered voice assistants for businesses. We handle phone calls automatically, help book appointments and integrate with your business tools.

This privacy policy explains how we collect and use personal information when you:

• Use our services as a business customer
• Call a business that uses Ringtime
• Visit our website

We are committed to protecting your privacy and complying with the EU General Data Protection Regulation (GDPR) and Belgian privacy laws.

2. What information we collect

If you're a business customer

• Your name, email, phone number and company details
• Billing and payment information
• How you use our platform (which features, when, how often)

If you call a business using Ringtime

• Your voice recording and what you said (the conversation)
• Your phone number
• Information you provide during the call (name, appointment preferences, etc.)

If you visit our website

• Basic information about your visit (pages viewed, device type, location)
• Cookies (small files stored on your device) - see Section 9

3. Why we collect this information

To provide our services:

• Answer phone calls with AI
• Schedule appointments
• Connect calls to the right person
• Sync information with calendars and CRM systems
• Process payments

To improve our services:

• Make our AI better at understanding and responding
• Fix technical problems
• Understand how people use our platform

To communicate with you:

• Send service updates and important notices
• Provide customer support
• Send marketing emails (only with your permission - you can unsubscribe anytime)

To protect and comply:

• Prevent fraud and ensure security
• Meet our legal obligations
• Enforce our terms of service

4. Legal basis for processing

We process your personal data based on:

Contract: We need your information to provide the services you signed up for.

Legitimate interest: We have good business reasons to process certain data (like improving our AI or preventing fraud), and we balance this against your privacy rights.

Consent: For things like marketing emails and certain cookies, we ask for your permission first. You can withdraw consent anytime.

Legal obligation: Sometimes we must process data to comply with the law.

5. How we share your information

We never sell your personal data.

We share information only when necessary:

Service providers: We work with trusted companies that help us deliver our services (cloud hosting, payment processing, AI technology, email services). These companies can only use your data as we instruct them and must protect it properly.

Your integrations: When you connect tools like your CRM or calendar, we share information to make those integrations work. You control these connections.

Legal requirements: We may disclose information when required by law, court order, or to protect rights and safety.

Business transfers: If our company is sold or merged, your information may be transferred to the new owners.

6. International data transfers

We primarily store data in the European Union. However, some of our service providers may be located outside the EU (including in the United States).

When we transfer data internationally, we use:

• Standard Contractual Clauses approved by the EU
• Additional security measures to protect your data
• Only providers that commit to strong data protection

7. How we protect your information

We take security seriously and use:

• Encryption to protect data in transit and at rest
• Access controls so only authorized people can view data
• Regular security monitoring and updates
• Secure data centers with physical protection

No system is 100% secure, but we work hard to protect your information using industry-standard practices.

8. How long we keep your information

We keep personal data only as long as necessary:

Voice recordings: Typically 12 months (you can request earlier deletion)

Account information: During your subscription, plus up to 90 days after you close your account

Billing records: 7 years for tax compliance

Website analytics: Up to 26 months

Marketing data: Until you unsubscribe

When we no longer need data, we delete it securely.

9. Cookies

We use cookies (small data files) on our website to:

• Remember your preferences
• Understand how people use our site
• Improve website performance

Essential cookies are necessary for the website to work. Optional cookies (analytics and marketing) require your consent - you can manage these through the cookie banner on our website.

You can also control cookies through your browser settings.

10. Your privacy rights

Under GDPR, you have the right to:

Access: Get a copy of your personal data

Correction: Fix inaccurate information

Deletion: Request that we delete your data (with some exceptions for legal obligations)

Restriction: Ask us to limit how we use your data

Objection: Object to certain types of processing (like direct marketing)

Portability: Get your data in a portable format

Withdraw consent: Change your mind about things you previously agreed to

To exercise these rights: Email hello@ringtime.ai with your request. We'll respond within 30 days.

11. Special notes

If you called a business using Ringtime: The business you called controls your data - contact them directly to exercise your privacy rights. We process the data on their behalf.

Children: Our services are not intended for anyone under 16. If you're under 16, don't use our services.

Marketing: You can unsubscribe from marketing emails anytime by clicking "unsubscribe" in any email or contacting us.

12. Changes to this policy

We may update this privacy policy from time to time. If we make significant changes, we'll notify you by email or through a notice on our website.

Continuing to use our services after changes take effect means you accept the updated policy.

13. Contact us

Questions or concerns about privacy?

Email: hello@ringtime.ai

Mail: Ringtime BV, Frans Ackermanstraat 20, 9000 Gent, Belgium

Want to exercise your rights or make a complaint?

Email us first at hello@ringtime.ai - we want to help.

If we can't resolve your concern, you can contact the Belgian Data Protection Authority:

Gegevensbeschermingsautoriteit
Rue de la Presse 35, 1000 Brussels, Belgium
Phone: +32 2 274 48 00
Email: contact@apd-gba.be
Website: www.gegevensbeschermingsautoriteit.be

In plain English

What we do: We provide AI phone assistants for businesses.

What we collect: Voice recordings, contact info, and usage data.

Why: To provide and improve our services.

Who we share with: Only trusted service providers (never sold).

Your control: You can access, correct, or delete your data anytime.

Questions? Email hello@ringtime.ai

This privacy policy complies with the EU General Data Protection Regulation (GDPR) and Belgian data protection laws.

Ringtime BV
Company Number: 1026.705.408 | VAT: BE1026705408
hello@ringtime.ai | www.ringtime.ai

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