Who we are
RingOut Pty Ltd ("RingOut", "we", "us") provides Miya, an AI receptionist for local businesses. This policy explains how we handle personal information under the Privacy Act 1988 (Cth) and the Australian Privacy Principles.
It applies to our customers, the people who call our customers' businesses, and visitors to ringout.ai.
Information we collect
From businesses that use RingOut
- contact and account details, such as names, email addresses, phone numbers and business details;
- billing details, processed by our payment provider;
- the business information you load into RingOut, such as services, prices, opening hours and policies;
- calendar availability and bookings from a calendar you connect.
From people who call a RingOut customer
- the caller's phone number and the details they share on the call, such as their name, address and reason for calling;
- call recordings, transcripts and summaries, on plans that include them;
- call outcomes and bookings made for the business.
From website visitors
- details you enter in our forms, such as a demo booking or contact message;
- technical information such as device, browser and pages visited, collected through cookies and analytics tools.
How we use information
We use personal information to:
- provide the call answering service, including answering calls, booking appointments and creating call records for the business;
- set up, bill and support customer accounts;
- respond to enquiries and demo bookings;
- keep the service secure, fix problems and improve it;
- meet our legal obligations.
We do not sell personal information. We send marketing emails only where permitted, and you can unsubscribe at any time.
Callers and our customers
When we answer a call for a business, we handle the caller's information on behalf of that business. That business decides how its call records are used and is responsible for explaining this to the people who ring it. Miya introduces herself as an AI receptionist, and calls on plans with recording start with a short recording notice.
Where information is stored and processed
Call recordings, transcripts and account data are stored in Sydney, Australia. During a live call, audio passes through speech services in the United States so that Miya can understand and respond. That audio is not stored by those services.
Some of our service providers, such as telephony, payment, email and error monitoring providers, may process information outside Australia. Where we disclose personal information overseas, we take reasonable steps to make sure it is handled in line with the Australian Privacy Principles.
Who we share information with
We share personal information only as needed to run RingOut, with:
- the business you called, if you are a caller;
- service providers for telephony, speech processing, hosting, payments, email, scheduling and support;
- calendar services a customer connects, such as Google Calendar or Calendly;
- professional advisers, or authorities where the law requires it.
Keeping information secure
We take reasonable steps to protect personal information from misuse, loss and unauthorised access, including access controls and limiting who can see customer data. No system is completely secure, so please tell us straight away if you think your account has been compromised.
How long we keep information
Call recordings and transcripts are kept for 12 months and then deleted. Account and billing records are kept while your account is active and for as long as we need them for legal, tax and accounting purposes. When information is no longer needed, we delete or de-identify it.
Cookies and analytics
Our website uses cookies and similar tools to keep it working, remember preferences and understand how pages are used. You can block or delete cookies in your browser settings, although some features may not work as expected.
Access, correction and complaints
You can ask to access or correct the personal information we hold about you by emailing hello@ringout.ai. If you called a RingOut customer, we may refer your request to that business, as it controls its call records.
If you have a privacy complaint, contact us first and we will respond as soon as we can. If you are not satisfied with our response, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.
Changes to this policy
We may update this policy as RingOut changes. The latest version will always be on this page with its updated date.
Questions about privacy can be sent to hello@ringout.ai.