Privacy Policy

1. Who We Are

Ringroo AI is a product of Aconference Pty Ltd (ABN 11 143 955 088), an Australian proprietary limited company. In this policy, "Ringroo AI", "we", "us", and "our" all refer to Aconference Pty Ltd trading as Ringroo AI.

We operate an AI-powered voice receptionist platform for Australian small businesses and tradespeople. Our service handles inbound phone calls on behalf of our subscribers, captures caller information, and provides call summaries and notifications.

We are the data controller for personal information collected through our website and subscription accounts. In relation to call recordings and caller data, we process that information as a service provider acting on your behalf as our subscriber.

2. What Personal Information We Collect

We collect two categories of personal information: information about our subscribers (you, the business owner), and information about callers (the people who ring your Ringroo number).

Subscriber information:

• Full name and business name
• Email address
• Phone number (mobile number for SMS delivery)
• Business details (trade type, service area, working hours, services offered)
• Payment information (processed by Stripe — we do not store full card details)
• Account credentials and usage history

Caller information (collected on your behalf):

• Caller's name (as provided voluntarily during the call)
• Caller's phone number (via inbound caller ID)
• Caller's address or location (as provided during the call)
• Nature of the enquiry or job request
• Audio recording of the call
• AI-generated transcript of the call
• Urgency classification assigned by the AI

3. How We Collect Personal Information

We collect personal information in the following ways:

• Account registration: When you sign up for Ringroo AI, you provide your name, email, phone number, and business information.
• Subscription and billing: When you enter a subscription plan, payment details are collected and processed by our payments provider, Stripe.
• Inbound calls: When calls are forwarded to your Ringroo number, our system captures the caller's phone number and records the conversation. Callers provide their name, address, and other information during the conversation with the AI.
• Dashboard usage: We collect log data about how you use the Ringroo AI dashboard, including access times, features used, and device information.
• Support communications: If you contact us by email, we retain that correspondence.

4. Why We Collect Personal Information

We collect and use personal information for the following purposes:

• Providing the service: To operate the AI receptionist, handle calls, generate SMS summaries, and provide call transcripts and recordings in your dashboard.
• Account management: To manage your subscription, authenticate your account, and communicate with you about your account.
• Billing: To process payments and manage subscription renewals.
• Customer support: To respond to your enquiries and resolve issues with the service.
• Service improvement: To analyse call quality, AI performance, and product usage to improve our service. We use de-identified or aggregated data wherever possible for this purpose.
• Legal obligations: To comply with applicable Australian laws, including tax obligations and record-keeping requirements.

We will not use your personal information or caller information for direct marketing purposes without your explicit consent. We will never sell your data or caller data to third parties.

5. Who We Share Personal Information With

We use the following third-party service providers to operate the Ringroo AI platform. Each provider is bound by appropriate data processing agreements and privacy obligations:

Provider	Purpose	Data shared
Twilio	Telephone infrastructure — routing and receiving inbound calls	Phone numbers, call audio
Anthropic	AI language model — powers the conversational AI receptionist	Call transcripts (de-identified where possible)
ElevenLabs	Voice synthesis — generates the AI receptionist's spoken responses	Text of AI responses
Deepgram	Speech-to-text transcription — converts call audio to text	Call audio recordings
Stripe	Payment processing — subscription billing	Payment card details, billing address
Google / Microsoft	Calendar integration (where enabled by subscriber)	Calendar availability data

We may also disclose personal information where required by Australian law, a court order, or a regulatory authority. We will notify you of such disclosure where we are lawfully permitted to do so.

We do not disclose personal information to overseas recipients except as described above (our providers operate infrastructure in Australia and the United States). Where data is transferred to the United States, we take reasonable steps to ensure the recipient handles that information in a manner consistent with the Australian Privacy Principles, as required by APP 8. This includes relying on each provider's standard contractual data protection clauses and their published data processing agreements.

6. Data Storage and Security

Your account information is stored on servers located in Australia and/or the United States. Call recordings and transcripts are stored encrypted at rest using AES-256 encryption. Data in transit is protected using TLS 1.2 or higher.

We take reasonable technical and organisational measures to protect personal information from unauthorised access, loss, misuse, or disclosure. These include access controls, encrypted storage, staff training, and regular security reviews.

However, no internet-based service can guarantee absolute security. If you become aware of any potential unauthorised access to your account, please notify us immediately at nick.j.black@gmail.com.

In the event of a data breach that is likely to result in serious harm, we will notify affected individuals and the Office of the Australian Information Commissioner (OAIC) in accordance with the Notifiable Data Breaches scheme.

7. Your Rights

Under the Australian Privacy Act 1988, you have the following rights in relation to your personal information:

• Access: You may request a copy of the personal information we hold about you.
• Correction: If any of your personal information is inaccurate, incomplete, or out of date, you may ask us to correct it. You can update most subscriber information directly in your dashboard.
• Deletion: You may request that we delete your personal information. We will comply with such requests to the extent we are not required by law to retain the data. Note that deleting your account will also delete your call history and associated caller data.
• Complaint: If you believe we have breached the Australian Privacy Principles, you have the right to make a complaint to us. If you are not satisfied with our response, you may refer your complaint to the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au.

To exercise any of these rights, contact us at nick.j.black@gmail.com. We will respond within 30 days.

8. Cookies and Tracking

Our website uses cookies to operate the user session and maintain your logged-in state in the dashboard. We use minimal cookies — session cookies only — and do not use advertising cookies or cross-site tracking technologies.

• Session cookies: Used to keep you logged into your account. These expire when you close your browser.
• Preference cookies: Used to remember your dashboard preferences. These are first-party cookies only.

We do not use Google Analytics, Facebook Pixel, or other third-party tracking scripts on our dashboard. Our public marketing pages may use basic, privacy-respecting analytics to understand overall traffic patterns — we do not use cookies to track individual visitors across sessions on our marketing pages.

9. Call Recordings

All calls handled by the Ringroo AI system are recorded and transcribed as part of the service. Call recordings and transcripts are stored securely for 90 days from the date of the call, after which they are permanently and automatically deleted from our systems.

You can access call recordings and transcripts for your account from your dashboard during this 90-day window. Subscribers are responsible for downloading or archiving any recordings they wish to retain beyond the 90-day retention period.

Callers to your Ringroo number should be made aware that their call may be recorded. We recommend your Ringroo AI greeting includes a statement such as "This call may be recorded for quality assurance purposes." This is both best practice and may be required by law depending on your jurisdiction and circumstances.

10. Children's Privacy

Ringroo AI is a business service and is not directed at children under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have inadvertently collected personal information from a child, we will delete it promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will notify you by email and update the effective date at the top of this page. We encourage you to review this policy periodically.

12. Contact and Privacy Complaints

For any privacy-related questions, requests, or complaints, please contact our Privacy Officer:

• Email: nick.j.black@gmail.com
• Company: Aconference Pty Ltd trading as Ringroo AI
• ABN: 11 143 955 088

We take privacy complaints seriously. Upon receiving a complaint, we will:

• Acknowledge receipt within 5 business days;
• Investigate the complaint promptly and in good faith;
• Respond with our findings and any proposed resolution within 30 days.

If you are not satisfied with our handling of your complaint, you may contact the Office of the Australian Information Commissioner (OAIC) at oaic.gov.au or by calling 1300 363 992.