Privacy Policy
Last updated: July 25, 2026
1. Who this policy covers
This policy explains how RingbackBizAI ("RingbackBizAI," "we," "us") collects, uses, and protects personal information. It applies to two groups: the business owners who create an account with us ("you," "your business"), and the customers who text or call a business using our service ("your customers"). We are a data processor for your customers' information and a data controller for your own account information.
2. Information we collect
| From your business | Business name, industry, address, phone number, email, username, password (stored as a salted hash, never in plain text), hours, pricing, service rules, staff roster, and legal/tax details if you complete toll-free number verification. |
|---|---|
| From your customers | Their phone number and the content of text conversations with your AI assistant, so it can hold context across a conversation and so you can review it in your dashboard. |
| Calendar data | If you connect Google Calendar, we access only what's needed to check availability and create booking events. We never read a calendar you haven't connected. |
| Payment data | Billing is handled entirely by Stripe. We never receive or store full card numbers ourselves. |
| Website analytics | When you or a visitor loads our marketing site, we log the page, referrer, device type, browser family, and IP address to a page-view log. We do not use cookies for this and do not track visitors across other websites, and we don't link an IP address to any other identity unless you've separately signed up or logged in. |
3. How we use information
- To operate the core service: generating and sending AI text replies, checking calendar availability, booking jobs, and following up with quiet leads.
- To run your account: authentication, billing, customer support, and the "forgot password" email flow.
- To monitor and improve the service: error alerting, aggregate usage statistics, and the website traffic figures shown in our admin dashboard.
- To meet legal obligations, including SMS carrier (toll-free verification) requirements and responding to lawful requests.
We do not sell your data or your customers' data, and we do not use conversation content to train third-party AI models beyond the single request needed to generate that reply.
4. Who we share information with
We use the following subprocessors to operate the service. Each only receives the data it needs to perform its function:
| Amazon Web Services (AWS) | Hosts our infrastructure and databases, and sends/receives text messages and phone calls on your business's behalf (AWS End User Messaging and Amazon Connect). All data described above is stored on AWS. |
|---|---|
| Groq | Processes conversation text to generate the AI's replies. Message content is sent per-request and is not retained by us on their servers beyond what's needed to return a response. |
| Stripe | Processes subscription billing and stores payment methods. |
| Provides calendar availability and event creation, only if you connect a Google Calendar. |
5. Data retention
We keep business account data for as long as your account is active, and conversation/lead data for as long as your account is active plus a reasonable period afterward for your own records and legal compliance. If you close your account, you can request deletion of your business's data by contacting us; some records may be retained where required by law (for example, billing records).
6. Security
Passwords are hashed with PBKDF2 (260,000 iterations, unique salt per account) and are never stored or logged in plain text. Dashboard sessions use HttpOnly, Secure cookies. All administrative endpoints require a separate authentication secret. No method of storage or transmission is perfectly secure, but we design the system to limit what's exposed and to whom.
7. Your rights and choices
- Business owners can view, edit, export, or delete most of their own account and business data directly from their dashboard, and can reach us at the email below for anything that isn't self-service.
- Your customers can opt out of receiving further texts at any time by replying STOP, which is honored automatically. Anyone who wants their conversation history deleted can contact the business directly or reach us at the email below and we'll act on that request.
- Depending on where you're located, you may have additional rights under laws like the CCPA or GDPR, including the right to access, correct, or delete your personal information. Contact us to exercise these rights.
8. Cookies and tracking
Our dashboard uses a single HttpOnly session cookie required for you to stay logged in -- there is no advertising or cross-site tracking cookie anywhere on our site. Our marketing site logs anonymous page-view counts (page, device type, browser family, referrer) without cookies or persistent identifiers.
9. Children's privacy
RingbackBizAI is a business tool and is not directed at children. We do not knowingly collect personal information from anyone under 13.
10. Changes to this policy
We may update this policy as the service changes. Continued use of the service after an update means you accept the revised policy.
11. Language
This policy is originally written in English. Spanish and French versions are provided for convenience so business owners can read it in their preferred language. If any conflict or ambiguity arises between a translated version and this English version, this English version controls.
12. Contact
Questions about this policy or a request to access, correct, or delete data: ringbackbizai@gmail.com
See also our Terms of Service & Business Agreement. Also available in español and français.
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