Who we are

Ring AI Inc. ("RingOperator", "we", "us", or "our") is a company incorporated in British Columbia, Canada. We are committed to protecting your privacy and handling your personal information in accordance with applicable data protection laws globally, including the EU/UK GDPR, Canada’s PIPEDA, the United States state privacy laws (including California’s CCPA/CPRA), Australia’s Privacy Act 1988 and Australian Privacy Principles (APPs), and New Zealand’s Privacy Act 2020.

Scope

This Privacy Policy explains how we collect, use, disclose, transfer, and protect personal information when you use our websites, products, services, and customer support. It also describes your privacy rights and how to exercise them. By using our services, you acknowledge this Policy.

Personal information we collect

We collect personal information in the following categories:

• Account and contact details: name, email address, phone number, company, billing/shipping address.

• Transaction and order information: items purchased, order value, payment status, and necessary tax information. Card data is processed by our payment provider; we do not store full card numbers.

• Communications: messages you send to us (e.g., support inquiries) and your preferences.

• Device and usage data: IP address, browser type, device identifiers, pages visited, and interactions with our sites and services. We may use cookies and similar technologies for analytics and service delivery.

• Optional marketing data: your marketing preferences and, if you subscribe, your newsletter engagement.

Sources of personal information include: information you provide directly, information collected automatically through your use of our services, and information provided by service providers and partners where lawful.

Google Calendar Integration

If you choose to connect your Google Calendar to RingOperator, we access your calendar data to provide reservation management services. Specifically:

• What we access: We request permission to read and write events on your Google Calendar. This includes creating, updating, and deleting reservation events.

• How we use it: When a customer makes a reservation (via phone call handled by our AI voice assistant or through other channels), we create a calendar event with the reservation details (date, time, party size, customer name, and contact information). This allows you to view and manage reservations directly in your Google Calendar.

• Data storage: Your Google OAuth tokens are encrypted using AES-256 encryption before being stored in our secure database. We only store the minimum information necessary to maintain your calendar connection.

• Data sharing: We do not share your Google Calendar data with third parties. Your calendar data is only used to provide the reservation management functionality within RingOperator.

• Revoking access: You can disconnect your Google Calendar at any time from the RingOperator dashboard under Settings → Google Services. This will revoke our access to your calendar and delete your stored OAuth tokens. You can also revoke access directly from your Google Account permissions page.

RingOperator' use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

How we use personal information and legal bases

We use personal information for the following purposes and, where required, rely on the corresponding legal bases:

• Provide and operate our services; process orders and payments; provide customer support. Legal bases: performance of a contract; legitimate interests; compliance with legal obligations.

• Improve, maintain, and secure our services, including debugging, auditing, and preventing fraud or abuse. Legal bases: legitimate interests; legal obligations.

• Communicate with you about updates, security notices, and administrative messages. Legal bases: performance of a contract; legitimate interests; legal obligations.

• Send marketing communications with your consent where required. Legal base: consent; legitimate interests where permitted with opt-out.

Cookies and similar technologies

We use essential cookies to provide the site and optional analytics cookies to understand usage and improve performance. You can manage preferences via your browser settings and, where implemented, our cookie banner. Disabling cookies may impact functionality.

Disclosure of personal information

We disclose personal information to: (i) service providers acting on our behalf under contract (e.g., hosting, payment processing, analytics, support tools); (ii) affiliates, only as necessary; (iii) competent authorities when required by law; and (iv) a successor entity in connection with a merger, acquisition, or reorganization, subject to this Policy.

International data transfers

We may transfer personal information to countries other than your own, including to Canada and the United States. Where required, we implement appropriate safeguards such as the EU Standard Contractual Clauses and the UK International Data Transfer Addendum.

Retention

We retain personal information for as long as necessary to provide services, comply with legal obligations (including tax and accounting), resolve disputes, and enforce agreements. Retention periods depend on the type of data and our regulatory obligations. When no longer needed, information is securely deleted or anonymized.

Security

We use administrative, technical, and physical safeguards designed to protect personal information. No method of transmission or storage is 100% secure; we continuously improve our measures in line with industry standards.

Your privacy rights

Depending on your location, you may have the right to access, correct, delete, and port your personal information; object to or restrict certain processing; and withdraw consent where processing is based on consent. You also have the right to lodge a complaint with a supervisory authority. We will not discriminate against you for exercising your rights.

Region-specific rights include:

• EU/UK GDPR: rights of access, rectification, erasure, restriction, portability, and objection; rights related to automated decision-making.

• Canada (PIPEDA): rights to access and correct personal information and to challenge compliance.

• Australia (APPs): rights to access and correct, and to complain to the OAIC.

• New Zealand: rights to access and correct; right to complain to the Office of the Privacy Commissioner.

• United States (including California CCPA/CPRA and other state laws): rights to know, access, delete, correct, opt out of sale or sharing, limit the use of sensitive personal information, and appeal certain decisions.

California notice (CCPA/CPRA)

We do not sell personal information and we do not share personal information for cross-context behavioral advertising. We use service providers under contracts that restrict their use of personal information. The categories of personal information we collect may include identifiers (e.g., name, email, IP address), commercial information (orders), internet or network activity, and inferences drawn from usage to improve services. We collect these for the purposes described above.

Children’s privacy

Our services are not directed to children. We do not knowingly collect personal information from children under 13 (US) or under the age thresholds defined by local law (e.g., under 16 in the EEA/UK). If you believe a child has provided us personal information, please contact us so we can take appropriate action.

How to exercise your rights or contact us

To exercise your rights or ask questions about this Policy, please contact us via our support page. We will verify your request consistent with applicable law and respond within the required timeline. Authorized agents may submit requests as permitted by local law.

Use our contact form at support@ringoperator.com.

Changes to this Policy

We may update this Privacy Policy from time to time. We will post updates on this page and revise the “Last updated” date above. If we make material changes, we will provide additional notice where required by law.