Privacy policy

Ringdone is a UK service that phones businesses on your behalf. Doing that means handling some of your personal data. This page explains exactly what, why, and what your rights are. We’ve tried to write it the way we’d want to read it: short and honest.

Who’s responsible: Ringdone is the data controller. For anything privacy-related, email hello@ringdone.com.

What we collect

• Your account: name and email address, via our sign-in provider Clerk.
• Your tasks and phonebook: the requests you type (“book a table for two…”), the businesses and numbers you save.
• Your calls: the audio of each call is processed to run the conversation, and we store the transcript, an AI-written summary, and call metadata (number dialled, duration, outcome). This is the core of the service: it’s how you see what was agreed.
• “About me”, if you fill it in: any of your full name, delivery address, an email address to give out, dietary or access needs, postcode, and your preferred call language. Every one is optional and has its own switch for whether Ditomay share it on calls (details below). We never collect or store a date of birth, NHS number, or bank or card details: we refuse them if you try to save one, and if a call needs one you can put it in that call’s notes instead.
• Your mobile number, if you verify it for free calls: Twilio Verify texts you a one-time code. We store the verified number and when it was verified, only to keep free calls to one account per phone. We never call or market to it. It is erased with your account (see below).
• Payments: handled entirely by Stripe. We store your credit balance and a ledger of top-ups and charges, never your card.
• Usage analytics: which features are used, via PostHog’s EU cloud. We run it cookieless: no analytics cookies or tracking identifiers are stored on your device.

What the agent shares on a call

• Only what you switch on.Each “About me” detail has a switch, “Ditocan share this on calls”. Your full name is on by default; your address, email, needs and postcode are off until you turn them on. A detail whose switch is off is never given to the call agent.
• Only when it is asked for and relevant. Even with a switch on, the agent gives a detail out only if the other person asks for it and it matters to your task (a name for a booking, an address for a delivery). It never volunteers one.
• For this call only.Anything you type into the composer for a single call (a delivery address, a name, an email, or a note) is used for that call and is kept with it, like the rest of your task. It goes into “About me” only if you tick “Save to About me”.
• Providers. The details you allow are passed, for the duration of the call, to the providers that run it (listed below). Your postcode is also used to centre the Discover map when your device gives no location, so it is sent as a search area to the mapping providers below.
• Never read out. The agent has no date of birth, NHS number or bank details, and is told never to read out a card or account number it has seen in your notes.

The people we call

When you ask us to phone a business, the person who answers is part of the conversation too. Calls are transcribed so we can show you what was said. The agent only shares the details your task needs and your “About me” settings allow, never pretends to be you or any real person, and introduces itself as an AI assistant calling on your behalf. We process this on the basis of our and your legitimate interest in completing the task you requested (the same footing as a human PA making the call).

You can also ask us to call a relative or a friend. For those calls (and for a mobile number with no business named) you confirm in the app that the person expects the call, and we store the time you confirmed on the call record. We use that, with the transcript, to deal with a complaint or misuse. If the person asks not to be called again, we add their number to a do-not-call list and never dial it again.

Why we’re allowed to (lawful bases)

• Contract: your account, tasks, calls, transcripts and billing. We can’t provide the service without them.
• Legitimate interests: analytics to improve the product, fraud and abuse prevention, and processing call participants’ speech as described above.
• Legal obligation: keeping payment records for tax and accounting.

Who processes data for us

We don’t sell your data. We don't run third-party advertising trackers. These providers process data strictly to run the service:

• Cloudflare: Hosting, database and content delivery (EU (data stored in Western Europe)).
• Clerk: Sign-in and account management (US/EU).
• Twilio: The phone line your call is placed on, and the texts that verify your mobile (US/UK).
• OpenAI: The AI voice that holds the conversation, and the call summary (US).
• Vapi: Runs scheduled and non-English calls (US).
• Deepgram: Speech-to-text on scheduled and non-English calls (US).
• ElevenLabs: The voice on scheduled calls (US).
• Microsoft Azure: The voice on non-English calls (EU/US).
• Stripe: Payments; we never see or store your card details (US/EU).
• PostHog (EU): Product analytics, configured cookieless (EU).
• Resend: Sends your call results by email (US).
• Geoapify: The Discover map and business search, and finding an area or postcode you type (EU).
• Google (Maps and Places): The Discover map and business search: Google receives the area you search (map position and search words), and your IP address when the map loads (US/EU).

Where a provider is outside the UK, transfers are covered by the UK extension to the EU–US Data Privacy Framework or standard contractual clauses (the UK’s approved safeguards).

Quality review in the beta

While the product is in closed beta, our team reviews calls to check they went well and to fix problems. Reviewers work from the transcript, the write-up and technical details of the call (timings, how it ended), not from recordings. An automated check, run by OpenAI on our behalf, also reads call transcripts to score quality. We tell beta testers this before their first call. Reviews are internal: the transcript is not shared outside the providers that run the service. Our lawful basis is legitimate interests (making the service work and safe); you can object by emailing hello@ringdone.com.

How long we keep things

Your account, “About me” details, phonebook, calls and transcripts are kept while your account is open, so your history stays available to you. You can change or remove any “About me” detail on the Account page at any time. Delete your account (or email us) and we’ll erase them, except the minimal payment ledger we’re legally required to retain (6 years, UK tax rules).

Cookies

We use only strictly necessary cookies: the ones that keep you signed in. Analytics runs without cookies or device storage, which is why you don’t see a cookie banner.

Your rights

Under UK GDPR you can ask for a copy of your data, have it corrected or erased, restrict or object to processing, and take your data elsewhere. Email hello@ringdone.comand we’ll act within a month. If you’re unhappy with how we handle it, you can complain to the ICO at ico.org.uk.

A few more things

• The service is for adults: you must be 18 or over.
• If we change this policy in a way that matters, we’ll say so on this page and update the date at the top.