RingRouteUSA (we / us / our) provides AI phone answering for American small and mid-sized businesses. This policy explains, in plain English, what data we collect, why, how long we keep it, who can access it, and how to reach us about it.
The short version: we collect what we need to answer calls on your behalf (caller phone numbers, call audio, transcripts, configuration fields you set). We don't sell it, we don't share it, we don't use it to train shared AI models. Data lives in US-East AWS. Healthcare customers get a BAA on request.
1. Who this policy applies to
This policy covers everyone who interacts with RingRouteUSA: business customers who use the service, callers whose calls are answered by the AI on a customer's behalf, and visitors to ringrouteusa.com.
2. What we collect
From you (the business customer)
- Account info: name, business name, email, phone, billing address, payment method (handled by Stripe — we don't store full card numbers).
- Configuration: your AI script, hours, escalation rules, integration credentials you provide.
- Usage data: which features you use, dashboard activity, support interactions.
From your callers
- Caller phone number (provided by Twilio).
- Audio of the call.
- Transcript of the call.
- Fields the AI captures per your script (name, appointment time, issue description, etc.).
From visitors to our website
- Standard server logs (IP address, browser type, pages visited).
- Form submissions on the demo request form.
- No third-party advertising trackers. No Google Analytics by default — we use Cloudflare's privacy-preserving analytics.
3. Why we collect it
- Service delivery — to answer calls on your behalf and deliver the captured information to you.
- Account management — billing, support, account settings.
- Service improvement — debugging issues, analyzing aggregate usage patterns. We do NOT use individual call content to train shared AI models.
- Legal compliance — responding to lawful requests, fraud prevention, enforcing terms of service.
4. How long we keep it
- Call audio and transcripts: default 90 days. Configurable to 30, 60, 90, or indefinite per your retention policy.
- Account info: while your account is active + 12 months after cancellation, then deleted.
- Support tickets: 24 months.
- Billing records: 7 years for tax compliance.
You can request earlier deletion of any data by emailing hello@ringrouteusa.com.
5. Who can access it
- You and team members you invite to your workspace.
- RingRouteUSA support staff — only when you explicitly grant access for a support ticket. Every access logged.
- Our infrastructure providers (AWS, Twilio, Stripe) — under their own SOC 2 controls.
- Nobody else. We do not sell, rent, or share data with advertisers, data brokers, or third parties.
6. Security
- TLS 1.3 in transit.
- AES-256 at rest.
- Healthcare audio additionally encrypted with per-tenant keys.
- All data in US-East AWS.
- SOC 2 Type II controls; report available under NDA.
- BAA available for healthcare customers.
7. Your rights
Depending on your jurisdiction, you may have rights including:
- Access to your data
- Correction of inaccurate data
- Deletion of your data
- Portability of your data
- Restriction of processing
- Withdrawal of consent
To exercise any of these, email hello@ringrouteusa.com. We respond within 30 days; in most cases, much faster.
8. Cookies and consent
We keep cookies and similar technologies minimal, and nothing non-essential loads until you consent. You control your choice through the consent banner shown on your first visit and the "Cookie settings" link in the footer of any page. Optional, cookieless Cloudflare analytics loads only if you opt in. We use no third-party advertising or cross-site tracking cookies. Full detail is in our Cookie Policy.
9. Children
RingRouteUSA is a business product. We do not knowingly collect data from anyone under 13.
10. Changes to this policy
We will update this policy when our practices change. Material changes will be announced to active customers by email. The "last updated" date at the top of this page reflects the most recent revision.
11. Contact
Questions, requests, or complaints about this policy: hello@ringrouteusa.com
RingRouteUSA, Inc. · Holiday, Florida · United States