Privacy Policy
Last updated: April 29, 2026
RingDesk (“we”, “us”, “our”) is a managed AI receptionist service operated by Anthony J. Martella, a sole proprietorship based in Castle Pines, Colorado, USA. This Privacy Policy explains what information we collect, how we use it, and your rights regarding that information when you visit ringdesk.co or use the RingDesk service.
If you have questions about this policy, contact us at tony@ringdesk.co.
1. Who this policy covers
This policy covers two groups of people:
- Customers: businesses that subscribe to RingDesk and the individuals who manage those accounts.
- Callers: individuals who call a phone number that has been forwarded to a RingDesk-operated AI receptionist on behalf of one of our Customers.
Different sections below apply depending on which group you fall into.
2. Information we collect
From Customers
When you sign up for RingDesk or contact us, we collect:
- Account information: name, email address, business name, phone number, business address, and business type.
- Billing information: payment is processed by Stripe. We do not store your full credit card number. We receive a transaction reference, the last four digits of the card, and billing status from Stripe.
- Service configuration data: the information you provide so we can configure your AI receptionist, including business hours, common call types, frequently asked questions, and any custom call-handling instructions you give us.
- Communications: emails, support messages, scheduled call notes, and any other communications you send us.
From Callers
When someone calls a number forwarded to a RingDesk AI receptionist, we collect:
- Call audio recordings: full audio of the call.
- Call transcripts: a text transcript generated from the audio.
- Caller-provided information: name, phone number, address, reason for calling, and any other information the caller volunteers during the conversation, as part of the lead-capture process for our Customer.
- Caller phone number as provided by the telephone network.
- Call metadata: date, time, duration, and outcome of the call.
The Customer (the business whose phone line was answered) is the controller of caller data. RingDesk acts as the processor on the Customer’s behalf.
Automatically collected when you visit ringdesk.co
- Standard web analytics: pages visited, browser type, approximate location based on IP address, and referring URL.
- Cookies: we use minimal first-party cookies for site functionality. We do not currently use third-party advertising cookies or cross-site tracking.
3. How we use information
We use the information we collect to:
- Provide, configure, and improve the RingDesk service.
- Process payments and manage subscriptions.
- Send service-related notifications, including lead alerts, weekly tuning reports, and account updates.
- Respond to support requests.
- Tune and improve the AI receptionist’s performance for the Customer.
- Comply with legal obligations.
- Detect and prevent fraud, abuse, and security incidents.
We do not sell personal information. We do not share personal information with advertisers or data brokers.
4. Who we share information with
We share information with the following categories of third parties, only as necessary to operate the service:
- Stripe (payment processing) — https://stripe.com/privacy
- Vercel (website hosting) — https://vercel.com/legal/privacy-policy
- Twilio (telephone connectivity, SMS) — https://www.twilio.com/en-us/legal/privacy
- Vapi (voice AI infrastructure) — https://vapi.ai/privacy
- Anthropic (AI language model used by the receptionist) — https://www.anthropic.com/legal/privacy
- Google Workspace (email, calendar) — https://policies.google.com/privacy
- Calendly (call scheduling) — https://calendly.com/privacy
Each of these processors has its own privacy practices. We select processors that we believe handle data responsibly, but we do not control their internal practices.
We may also disclose information when legally required (subpoena, court order) or to protect the safety of any person.
5. Data retention
- Customer account data: retained for the duration of the subscription plus 90 days after cancellation, then deleted unless required to retain for tax or legal reasons (in which case retained for up to 7 years for accounting records).
- Call recordings and transcripts: retained for 90 days by default, then automatically deleted, unless the Customer requests longer retention or specific calls are flagged for tuning purposes.
- Website analytics: retained for 12 months.
Customers can request earlier deletion of their data at any time by emailing tony@ringdesk.co.
6. Your rights
Depending on where you live, you may have the right to:
- Access the personal information we hold about you.
- Request correction of inaccurate information.
- Request deletion of your information.
- Object to or restrict processing.
- Receive a copy of your information in a portable format.
- Withdraw consent (where processing is based on consent).
To exercise any of these rights, email tony@ringdesk.co. We will respond within 30 days.
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what categories of information we collect and the right to opt out of any sale of personal information (we do not sell information).
If you are in the European Economic Area or United Kingdom, you have rights under the General Data Protection Regulation (GDPR). RingDesk currently operates only in the United States and Canada and does not actively market to EU/UK residents, but if you have submitted information to us and are based in the EU/UK, the same rights and contact channel apply.
7. Caller consent and recording
When someone calls a phone number that has been forwarded to RingDesk, the call is answered by an AI receptionist that identifies itself as a virtual assistant. Calls are recorded for service quality, transcript generation, and AI tuning purposes.
It is the Customer’s responsibility to comply with applicable call recording and consent laws in their state and the states of the people calling them. Colorado is a one-party consent state. Some other states (including California, Florida, Pennsylvania, and others) require all-party consent. Customers should configure their RingDesk receptionist to disclose recording at the start of each call where required.
If you are a caller and do not wish to be recorded, you may hang up and contact the business by another channel.
8. Security
We use industry-standard security practices to protect information, including encryption in transit (TLS) and encrypted storage. No system is perfectly secure. If we become aware of a breach affecting personal information, we will notify affected individuals as required by applicable law.
9. Children
RingDesk is a B2B service and is not directed at children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has submitted information to us, contact tony@ringdesk.co and we will delete it.
10. Changes to this policy
We may update this policy from time to time. When we do, we will update the “Last updated” date at the top. For material changes, we will notify Customers by email.
11. Contact
For any questions about this Privacy Policy or our data practices:
Anthony J. Martella, dba RingDesk
Email: tony@ringdesk.co
Address: 6543 Edge View Rd, Castle Pines, CO 80108, USA