Privacy & Cookie Policy

1. Information we collect

When you visit this website

This site is hosted by Webflow, which processes technical information such as your IP address, browser type and the pages you request so it can deliver the site and keep it secure. Our fonts load from Google Fonts, so your browser also shares your IP address and browser details with Google when a page loads.

The site guide (the chat button in the corner of the home page) runs entirely in your browser. It matches your question to a part of the page, and we don’t receive or store what you type into it.

When you contact us

If you call or text us, we receive your phone number, your name if you give it, and anything you tell us, including voicemails and text messages.

When you’re a client

We collect your business contact details, the information you give us to set up your agent (like your hours, services, service area and policies), the phone numbers and email addresses where you want alerts sent, and billing details.

Public business contact information

To find businesses that may be interested in our service, we may collect business contact information that’s publicly available, like a business’s name, phone number, email address and website.

When you call a business that uses ringpilotHQ

Our voice AI and telephony providers process the audio of your call so the agent can understand and respond to you. The call is turned into a transcript and may be recorded. We collect what you share during the call, usually your name, callback number, what you need and when, and sometimes details like your address or a food allergy if you choose to mention them. We also receive call details such as your phone number and the time and length of the call.

2. How we use information

• To answer calls for our clients, write up each request, and send it to the business by email or text.
• To respond to you and set up demos.
• To test, monitor and fix our service, including checking that alerts were delivered.
• To set up, support and bill client accounts.
• To reach out to businesses about our service. If you don’t want to hear from us, tell us and we’ll stop.
• To keep our service secure, prevent misuse, and comply with the law.

We don’t sell personal information, and we don’t share it for targeted advertising.

3. Calls we answer for our clients

When you call a business that uses ringpilotHQ, we’re acting on that business’s behalf. We use what you share to get your request to them, and we don’t use it to market our own services to you. Once the business receives your request, it handles it under its own privacy practices.

The agent is an automated AI system. It’s set up to answer only from the information the business provides and not to confirm bookings on the business’s behalf. The business follows up with you directly to confirm.

The agent isn’t an emergency service. If you’re in danger or smell gas, leave the area and call 911.

If you have a question about a call, you can contact the business you called, or contact us and we’ll work with them to help.

4. How we share information

• With the business you called. Your request goes to that business by email and, for urgent requests, by text.
• With service providers who help us run ringpilotHQ. These include voice AI and telephony, workflow automation, workspace and data storage, email and text messaging, website hosting (Webflow) and fonts (Google). We share only what they need to do that work.
• For legal reasons. When the law requires it, to respond to valid legal requests, or to protect the rights, safety or property of our clients, callers, us or others.
• If our business changes hands. For example, as part of a merger or sale.
• With your permission.

5. Cookie policy

Cookies are small files a website saves in your browser. Here’s everything this site uses:

• No advertising, analytics or tracking cookies. We don’t track you across other websites.
• One session storage item for the site guide. After the guide shows its “Looking for something?” message, it saves a small note named rpgSeen in your browser’s session storage so the message doesn’t pop up again during your visit. Your browser deletes it when you close the tab, and it’s never sent to us.
• Our hosting and fonts. Webflow may use strictly necessary technology to deliver and secure the site, and Google receives your IP address when our fonts load. Their own privacy policies explain how they handle that information.

You can block or delete cookies and site data in your browser settings. Because we don’t use advertising or analytics cookies, the site works the same either way. We don’t track visitors across sites, so Do Not Track and Global Privacy Control signals have nothing to switch off here.

If we ever add analytics or other cookies, we’ll update this section first and ask for your consent where the law requires it.

6. How long we keep information

We keep personal information only as long as we need it for the purposes in this policy, including providing our service to clients, resolving disputes, and meeting legal, tax and accounting requirements. When we no longer need it, we delete it or de-identify it.

7. How we protect information

We use reasonable administrative, technical and physical safeguards for a business our size, and our AI receptionist is set up not to take payment card numbers over the phone. No system is perfectly secure, so we can’t guarantee security. If a breach affects your information, we’ll notify you as the law requires.

8. Your choices and rights

You can ask us to:

• Tell you what personal information we have about you
• Correct it
• Delete it
• Stop contacting you

Depending on where you live, state privacy laws may give you additional rights, and we’ll honor them as those laws require. We’ll confirm your identity before acting on a request, and we won’t treat you differently for making one. If your request is about a call we answered for a client, we may need to work with that business to respond.

We only text you about your inquiry or our service, and we don’t send marketing texts without your permission. Tell us to stop at any time.

9. Children

This site and our service are meant for businesses, not children. We don’t knowingly collect personal information from children under 13. If you think we have, contact us and we’ll delete it.

10. Changes to this policy

We may update this policy as our service changes. When we do, we’ll change the “Last updated” date at the top, and for significant changes we’ll let our clients know directly.