Privacy Policy

Effective date: April 20, 2026 · Last updated: April 20, 2026

RingMines ("RingMines," "we," "us," or "our") provides an AI-powered phone receptionist service. This Privacy Policy explains what information we collect, how we use it, how we share it, and the rights you have. It applies to our website at ringmines.com and to the RingMines service (collectively, the "Service").

1. Who we are

RingMines is a service operated from Illinois, United States. For privacy questions, contact us at privacy@ringmines.com or call (708) 638-7596.

2. Information we collect

Information you give us directly

• Account and billing details (business name, contact name, email, phone, payment information handled by our payment processor).
• Configuration data you provide to set up the receptionist (business hours, greeting scripts, appointment types, FAQs, routing rules, calendar credentials if you choose to integrate).
• Support correspondence.

Information we collect from calls the Service handles on your behalf

• Caller phone number (automatic number identification).
• Call metadata (date, time, duration, call outcome, routing decisions).
• Voice audio of the call.
• Transcripts generated from the audio.
• Structured information the caller provides (name, reason for calling, requested appointment time, messages for you).

Information we collect automatically on the website

• Basic server logs (IP address, user agent, request path, timestamp) for security and debugging.
• We do not use advertising cookies or cross-site trackers on ringmines.com.

3. Phone calls, voice recording, and transcription

The core of the Service is answering phone calls for your business. When a call is routed to RingMines:

• The call is handled by our telephony provider, Twilio, Inc., which acts as our sub-processor for voice connectivity.
• The audio of the call is recorded and transcribed so the AI can respond, so we can deliver the transcript and summary to you, and so we can improve reliability.
• At the start of each call the caller hears a notice that the call may be recorded and that an AI receptionist is answering. You, as our business customer, are responsible for any additional disclosures required in the jurisdictions where your callers are located (for example, two-party consent states such as Illinois, California, and Florida).
• If a caller asks not to be recorded, the Service will respect that request on that call. Some call metadata (number, time, duration) is still logged for billing and fraud prevention.

4. AI processing

Call audio and transcripts are processed by large-language-model providers acting as our sub-processors (for example, OpenAI and Anthropic). These providers process the data under contractual commitments not to use your content to train their general models. We do not sell call content. We do not use your call content to train a shared, multi-tenant AI model without your written agreement.

5. How we use information

• To answer calls, book appointments, capture leads, and send you transcripts and summaries.
• To operate, secure, and improve the Service.
• To bill you and prevent fraud and abuse.
• To comply with law and enforce our Terms.
• To communicate with you about the Service, including service notices and, if you opt in, product updates.

6. How we share information

• Sub-processors who run the Service on our behalf, under contract: Twilio (telephony and SMS), Railway (cloud hosting and database), OpenAI and Anthropic (large-language-model providers for call handling), SMTP email delivery provider (for transactional email and notifications), and Stripe (payment processing). We will update this list as our stack evolves and provide reasonable notice of material sub-processor changes.
• You. We deliver call content, transcripts, and structured fields to the business customer whose line the caller dialed.
• Legal. We may disclose information if required by law, subpoena, or to protect the rights, property, or safety of RingMines, our customers, or the public.
• Business transfer. If RingMines is acquired or merged, information may transfer to the successor entity, subject to this policy.
• We do not sell personal information and we do not share it for cross-context behavioral advertising.

7. Data retention

• Call recordings: retained for 30 days by default, then deleted. Business customers can request shorter retention or immediate deletion of specific recordings.
• Transcripts and call summaries: retained for 12 months by default so you can search historical calls, then deleted.
• Account and billing records: retained for as long as you have an account plus 7 years after closure, to meet tax and accounting obligations.
• Server logs: 90 days.
• Backups: encrypted and rotated out within 35 days.

8. Security

We use TLS for data in transit, encryption at rest for recordings and transcripts, least-privilege access controls, and audit logging. No system is perfectly secure; we commit to notifying affected customers without undue delay if we discover a breach of unencrypted personal information.

9. Your rights (including California)

Depending on where you live, you may have the right to:

• Access the personal information we hold about you.
• Correct inaccurate personal information.
• Delete personal information, subject to legal retention requirements.
• Port a copy of information you provided to us.
• Opt out of the sale or sharing of personal information — we do not sell or share for advertising, so nothing to opt out of.
• Not be discriminated against for exercising these rights.

To exercise these rights, email privacy@ringmines.com with the subject line "Privacy Request." We will respond within 45 days. We may need to verify your identity before acting.

10. Children's privacy

The Service is for businesses. It is not directed to children under 13 and we do not knowingly collect personal information from children under 13. If you believe a child has provided us personal information, contact us and we will delete it.

11. International users

RingMines is operated in the United States. If you access the Service from outside the U.S., your information will be transferred to and processed in the U.S.

12. Changes to this policy

We may update this policy. We will post the updated policy on this page and update the "Last updated" date. If the changes are material we will provide additional notice (for example, by email to the account owner).

13. Contact

RingMines
Illinois, United States
Email: privacy@ringmines.com
Phone: (708) 638-7596