Privacy Policy

Introduction

RingMind AI LLC ("RingMind AI," "we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you interact with our AI voice agent services, visit our website at ringmindai.com, or communicate with us.

Please read this policy carefully. If you do not agree with its terms, please discontinue use of our services.

Information We Collect

Information collected during AI voice agent calls

When you call a business using RingMind AI's voice agent technology, we may collect:

• Your name and contact information (phone number, email address)
• The nature of your inquiry or service request
• Appointment preferences and scheduling information
• Audio recordings and transcripts of your call
• Any other information you voluntarily provide during the call

Information collected via our website

• Name and email address when you submit a contact or demo request form
• Usage data including pages visited and time spent on site
• Device information and IP address
• Cookies and similar tracking technologies

Information collected via SMS

When you receive an SMS from RingMind AI, we collect your phone number and message delivery status. You provide consent to receive SMS by verbally providing your phone number during a call with our AI voice agent.

How We Use Your Information

We use the information we collect to:

• Provide and operate our AI voice agent services
• Send appointment confirmations and follow-up notifications via SMS
• Forward your information to the business whose AI agent you contacted
• Improve and optimize our AI agent performance
• Respond to your inquiries and provide customer support
• Comply with legal obligations
• Send you a single follow-up SMS with appointment booking information after your call

SMS Communications

By providing your phone number to our AI voice agent during a call, you consent to receive a single follow-up SMS notification containing appointment booking information and a scheduling link.

• Message frequency: One message per call interaction
• Message and data rates may apply
• To opt out: Reply STOP to any SMS message to unsubscribe
• For help: Reply HELP to any SMS message
• We do not send marketing or promotional SMS messages

How We Share Your Information

We do not sell your personal information to third parties. We may share your information with:

• Our business clients — the business whose AI agent you contacted receives your call information to follow up with you
• Service providers — third party vendors who help us operate our services (Retell AI, Twilio, Make.com, Google) under strict confidentiality agreements
• Legal requirements — when required by law or to protect our rights

Data Retention

We retain call recordings and transcripts for up to 90 days. Contact information is retained for as long as necessary to provide our services or as required by law. You may request deletion of your data at any time by contacting us.

Your Rights

You have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information
• Opt out of SMS communications by replying STOP
• Lodge a complaint with a supervisory authority

Security

We implement industry-standard security measures to protect your information including encryption, secure servers, and access controls. However, no method of transmission over the internet is 100% secure.

Cookies

Our website uses cookies to improve your browsing experience and analyze site traffic. You can control cookie settings through your browser preferences.

Children's Privacy

Our services are not directed to children under 13. We do not knowingly collect personal information from children under 13.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting the new policy on our website with an updated effective date.

Contact Us