1. Who we are and how to contact us
Ring & Booked provides a done-for-you AI phone receptionist service for businesses. For privacy questions, requests, or concerns, email support@otterbeacon.com with the subject line “Privacy request.”
2. Information we collect
Depending on how you use the service, we may collect:
- Account information: name, email address, sign-in method, and account settings.
- Business setup information: business name, contact details, service area, hours, services, language preferences, call-routing details, and setup notes.
- Call-service information: information supplied in a configured call flow, which may include caller contact details, appointment details, call recordings, transcripts, and AI-generated summaries where those features are enabled for your service.
- Billing information: selected plan, subscription status, invoices, and payment-method status. Card details are collected by Stripe, not stored by Ring & Booked.
- Contact requests: the name, email address, phone number, and message you submit through our website.
- Technical and usage information: device, browser, approximate usage information, and interactions with the website or support chat, subject to your privacy choices.
3. How we use information
We use information to provide and secure the website and service; create and manage accounts; configure and support a merchant’s receptionist; process subscriptions; communicate about requested setup or support; prevent misuse; and comply with legal obligations. We do not use call recordings or transcripts to build advertising audiences.
4. Service providers and disclosures
We use service providers to operate parts of the service, including hosting and security, authentication and database services, payment processing, email delivery, website analytics, support chat, embedded video, and—where configured for a merchant—telephony, AI, and calendaring services. These providers may process information only as needed to provide their services to us and subject to their own terms and privacy practices. We may also disclose information when required by law, to protect people or rights, or in connection with a business transfer.
5. Call recordings, transcripts, and AI
Recording, transcription, summaries, language settings, and call-routing features are configured for each merchant. Before activating a recording-enabled call flow, we will work with the merchant on the appropriate caller notice and routing approach. Merchants must not configure the service to collect information they are not entitled to collect. Do not submit highly sensitive information unless it is necessary for the approved call flow and you have confirmed an appropriate process with us.
6. Retention and security
We retain information for as long as reasonably necessary to provide the service, maintain security, resolve disputes, meet recordkeeping obligations, and enforce agreements. Retention for call content may vary by the merchant’s configured service and provider settings. We use reasonable administrative, technical, and organizational safeguards, but no internet service can promise absolute security.
7. Your choices and requests
You may update business details in your workspace. To request access, correction, export, deletion, or information about retention, email support@otterbeacon.com from the email address associated with your account. We may need to verify your identity and may retain limited information where required or permitted by law.
8. Cookies and similar technologies
Essential technologies are used to run sign-in, billing, and site functions. With your permission, we may load optional analytics and support-chat technologies. You can change this choice from the privacy choices link on the home page. Embedded video is provided by YouTube’s privacy-enhanced domain and may have its own technologies once played.
9. Children
The service is for business use and is not directed to children. You must be at least 18 and authorized to act for the business to create an account. We do not knowingly collect personal information directly from children under 13. If you believe a child has provided information to us, contact us so we can review and delete it where appropriate.
10. Changes
We may update this policy as our service or legal requirements change. We will post the updated version here and update the effective date. Material changes may also be communicated through the service or by email.