Privacy Policy

This Privacy Policy explains how Ringi ("Ringi," "we," "us," or "our"), operated by thewebnex, collects, uses, discloses, and protects information in connection with the Ringi AI calling, chat, and messaging platform (the "Service"). It applies to visitors of our website, the businesses and team members who hold Ringi accounts ("Customers"), and — where relevant — the callers, chat visitors, and contacts a Customer's AI agent interacts with ("End Users").

1. Information We Collect

Account & organization data: name, email, company info, and billing details you provide at signup, or that we receive from a sign-in provider as described in Section 2 below.
Call data: caller phone number, call recordings, transcripts, call duration and direction, timestamps, and AI-generated summaries for calls handled by your agent.
Chat & social data: messages exchanged through your website chat widget or connected social accounts, and visitor-provided contact details.
Lead & appointment data: contact details, lead scores, notes, and calendar bookings your agent captures on your organization's behalf.
Knowledge base content: documents and text you upload so your AI agent can answer questions accurately.
Team & access data: names, emails, and roles of team members you invite, and API keys or webhooks you configure.
Usage & device data: minutes used, API activity, IP address, browser/device type, and log data collected automatically when you use the Service, needed to operate, secure, and troubleshoot it.

2. Signing In With Google

Ringi offers "Sign in with Google" as an optional way to create and access your account. If you use it, we receive your name, email address, and profile picture from your Google account. We use this information solely to create your Ringi account, authenticate you on future logins, and pre-fill your name on your profile — nothing more.

If you separately choose to connect Google Calendar from your dashboard (to let your AI agent book appointments), that is a distinct, explicitly-opt-in permission covered in Section 7 below, and is not enabled just by signing in with Google.

We do not use Google user data for advertising, and we do not sell or transfer it to third parties except as needed to provide the Service (e.g. our authentication provider, Supabase, which processes the sign-in on our behalf) or as required by law. Ringi's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

3. Call Recording, Transcription & AI Disclosure

When your AI agent handles a call or chat, the conversation may be recorded, transcribed, and processed by AI models to power call summaries, lead capture, and appointment booking. Callers and chat visitors are interacting with an automated system, not a human, unless and until your agent transfers them to a live person.

Recording and AI-disclosure requirements vary by jurisdiction — some require all-party consent before a call is recorded, or a spoken disclosure that the caller is speaking with an AI system. It is your organization's responsibility (as the account holder) to configure your agent to provide any legally required disclosure or consent. See the Terms of Service, Section 7.

Text Messages (SMS)

Ringi, operated by WebNex Digital LLC, sends text messages on behalf of the businesses that use it — for example appointment confirmations and reminders, estimate follow-ups, review requests and replies to messages you send — and sends account alerts to business owners. We receive your mobile number when you call, text, chat with, book with or otherwise contact a business that uses Ringi, or when a business owner or their team adds their own number to their account.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are not shared with any third parties, except the service providers that deliver messages on our behalf (such as our messaging carrier, Twilio).

Reply STOP to any message to stop receiving texts from that number, or HELP for help. Message and data rates may apply.

4. How We Use Information

We use the information described above to:

• Provide, operate, and maintain the Service, including generating AI responses, call summaries, and lead scores
• Create and authenticate your account, and let you manage your organization and team
• Process payments and send transactional communications (booking confirmations, billing notices, password resets)
• Monitor, secure, and troubleshoot the Service, and detect abuse or fraud
• Respond to support requests and communicate with you about the Service
• Comply with legal obligations and enforce our Terms of Service

We do not sell personal data, and we do not use Customer or End User data to train third-party foundation models beyond what our AI processors require to generate a response to that specific request.

5. Legal Bases for Processing

If you are located in the European Economic Area, the UK, or another jurisdiction with similar requirements, we process personal data under the following legal bases: performance of a contract (to provide the Service you signed up for), legitimate interests (to secure, improve, and support the Service), consent (e.g. where you opt in to a specific integration like Google Calendar or social messaging), and compliance with a legal obligation.

6. Data Controller & Processor Roles

For account, billing, and website-usage data, Ringi acts as the data controller. For data about your callers, chat visitors, and leads — which your organization collects through the Service — your organization is the data controller, and Ringi acts as a data processor on your behalf, processing that data only to provide the Service and following your instructions (e.g. your agent configuration). If you need a data processing agreement (DPA) for your own compliance purposes, contact info@thewebnex.com.

7. Third-Party Processors

Data is processed by the following sub-processors as necessary to deliver the Service:

• Twilio — telephony and call routing (privacy policy)
• OpenAI — AI response generation from call, chat, and social message content (privacy policy)
• ElevenLabs — text-to-speech voice synthesis (privacy policy)
• Google — Sign in with Google (Section 2), and calendar access only if your organization connects a calendar (privacy policy)
• Meta — Facebook/Instagram/WhatsApp messaging, only if connected (privacy policy)
• Supabase — authentication and database hosting (privacy policy)
• Stripe — payment processing (privacy policy)
• Resend — transactional email delivery (privacy policy)

Each provider processes only the data necessary for its function and is bound by its own privacy terms and, where applicable, a data processing agreement with us.

8. Data Retention

Call recordings, transcripts, and chat history are retained for as long as your account is active. If your subscription is canceled, this data is retained for 30 days (to allow reactivation) and then permanently deleted, unless we are required to retain it longer to comply with a legal obligation. Account and billing records may be retained longer where needed for tax, accounting, or legal purposes. Server and security logs are generally retained for a limited operational window (typically up to 90 days) before automatic deletion or anonymization.

9. Your Rights

Depending on your jurisdiction (e.g. GDPR in the EU/UK, CCPA/CPRA in California), you may have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Request deletion of your data, subject to legal retention requirements
• Export your data in a portable format
• Object to, or request restriction of, certain processing
• Withdraw consent at any time, where processing is based on consent

Requests can be directed to your account administrator or to info@thewebnex.com. We will respond within the timeframe required by applicable law (typically within 30 days).

10. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have the right to know what personal information we collect and how it is used and shared, to request deletion of your personal information, and to not be discriminated against for exercising these rights. We do not sell or share personal information for cross-context behavioral advertising. Requests can be submitted to info@thewebnex.com.

11. Automated Decision-Making

Your AI agent generates conversational responses, call summaries, and lead scores automatically. These outputs are intended to assist your organization, not to make legally or similarly significant decisions about an individual without human involvement. Your organization remains responsible for reviewing and acting on AI-generated output, especially for decisions with material consequences for an End User.

12. Cookies & Do Not Track

We use essential cookies (including session cookies that keep you signed in and secure your session) and may use additional cookies for product analytics to understand how the Service is used so we can improve it. We do not use cookies for third-party advertising. Our systems do not currently respond differently to browser "Do Not Track" signals, though you can control cookies through your browser settings.

13. Children's Privacy

The Service is intended for business use and is not directed at children. We do not knowingly collect personal data from children under 16.

14. Security

We use industry-standard measures to protect data, including encryption in transit (TLS), access controls on our infrastructure and database, httpOnly/secure session cookies, and webhook signature verification on inbound integrations. No system is completely secure, and we cannot guarantee absolute security. Report suspected security issues to info@thewebnex.com.

15. International Data Transfers

Ringi and its third-party processors primarily host and process data in the United States. If you or your customers are located outside the US — including the EU/UK — your data may be transferred to and processed in the United States and other countries where our processors operate, under those processors' standard data-protection safeguards.

16. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or in-app notice before taking effect, and the "Last updated" date above will reflect the most recent revision.

17. Contact

Questions about this Privacy Policy or your data can be directed to info@thewebnex.com, or to your account administrator.