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Ringmetriks Privacy Policy

Last Updated: July 23, 2026

This Privacy Policy explains how Ringmetriks ("Ringmetriks," "we," "us," or "our") collects, uses, discloses, and safeguards information in connection with our call tracking, analytics, and marketing attribution platform (the "Service"). This Policy applies to our website, dashboard, APIs, and any related applications (collectively, the "Platform").

By using the Service, you agree to the collection and use of information as described in this Policy. If you do not agree, please do not use the Service.

1. Who This Policy Covers

Ringmetriks is a business-to-business SaaS platform. Our direct customers are businesses and marketing agencies ("Customers") who use Ringmetriks to track phone calls, form submissions, chats, and other marketing conversions. This Policy addresses two categories of individuals:

  • Customers and their authorized users — the businesses and individuals who create Ringmetriks accounts and use our dashboard.
  • End Callers/Visitors — the customers, prospects, and website visitors of our Customers whose calls, texts, or web activity are tracked using Ringmetriks technology on our Customers' behalf.

Important note for End Callers/Visitors: Ringmetriks acts as a data processor/service provider on behalf of our Customers. If you interacted with a business that uses Ringmetriks and have questions about how your specific data is used, please contact that business directly — they control the collection and use of your information. This Policy describes our practices as the platform provider.

2. Information We Collect

2.1 Information from Customers (Account Holders)

  • Account and billing information: name, business name, email, phone number, billing address, payment details (processed via a third-party payment processor)
  • Login credentials and authentication data
  • Configuration data: tracking numbers purchased, campaigns created, integration settings, routing rules
  • Support communications

2.2 Information from End Callers/Visitors (Collected on Behalf of Customers)

When someone calls a tracking number, fills out a form, or visits a website using our tracking technology, we may collect:

  • Call data: caller phone number (or masked/anonymized identifier, depending on Customer configuration), call duration, call time/date, call recordings (where enabled), call transcripts, keypad entries (IVR), and caller geographic location (derived from area code or carrier data)
  • Call recordings: audio recordings of calls, where the Customer has enabled recording. Call recording consent is the responsibility of our Customers — see Section 8.
  • Form and chat data: information submitted through tracked web forms, chat widgets, or landing pages
  • Website and session data: IP address, device/browser type, referral source, UTM parameters, pages visited, session duration, and click paths, collected via tracking pixels, cookies, and similar technologies
  • Attribution data: the marketing source, campaign, keyword, or channel associated with a call or conversion

2.3 Automatically Collected Technical Data

  • Log data (IP address, browser type, access times, pages viewed)
  • Device identifiers
  • Cookies and similar tracking technologies (see Section 6)

3. How We Use Information

We use collected information to:

  • Provide, operate, and maintain the Service (e.g., routing calls, generating reports, matching conversions to marketing sources)
  • Process transcription and call recording features requested by Customers
  • Generate analytics, dashboards, and attribution reports for Customers
  • Process payments and manage Customer accounts
  • Provide customer support and respond to inquiries
  • Detect, prevent, and address fraud, abuse, or security issues
  • Improve and develop the Service, including through aggregated or de-identified analysis
  • Comply with legal obligations
  • Send Customers service-related communications (billing notices, product updates, security alerts)

We do not sell End Caller/Visitor personal information to third parties for their own independent marketing purposes.

4. How We Share Information

We may share information in the following circumstances:

  • With the Customer whose tracking number or tracking code captured the data — this is the core function of the Service.
  • Service providers/subprocessors: cloud hosting, telephony carriers, transcription providers, payment processors, and analytics tools that help us operate the Service, bound by confidentiality and data protection obligations.
  • Integration partners: if a Customer connects a third-party tool (e.g., a CRM, Google Ads, Google Analytics, or a marketing platform) to their Ringmetriks account, data will flow to that integration per the Customer's configuration. Ringmetriks is not responsible for how connected third-party tools handle data once transmitted.
  • Legal and safety reasons: to comply with a legal obligation, respond to lawful requests from public authorities, enforce our Terms of Service, or protect the rights, property, or safety of Ringmetriks, our Customers, or others.
  • Business transfers: in connection with a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to standard confidentiality protections.

We maintain a current list of subprocessors, available upon request to Customers.

5. Call Recording and Transcription

Ringmetriks provides call recording and transcription as optional features that Customers may enable. Where enabled:

  • Recordings and transcripts are stored in accordance with the retention settings configured by the Customer or, absent configuration, our default retention period of 12 months.
  • Recordings may be used by the Customer for quality assurance, training, marketing attribution, and dispute resolution.
  • Recordings may be processed by third-party transcription providers to generate text transcripts.

Consent obligations regarding call recording are addressed in Section 8 and in our Terms of Service. Ringmetriks does not independently verify that Customers have obtained the legally required consent before enabling recording.

6. Cookies and Tracking Technologies

Ringmetriks uses cookies, pixels, local storage, and similar technologies embedded on Customer websites to:

  • Attribute website visits and conversions to marketing campaigns
  • Dynamically swap displayed phone numbers based on traffic source ("dynamic number insertion")
  • Distinguish unique visitors and sessions

Website visitors may control cookies through their browser settings. Disabling cookies may limit certain tracking and attribution features but will not prevent a call itself from being connected.

7. Data Retention

We retain:

  • Customer account data for as long as the account is active, and for a reasonable period thereafter to comply with legal, tax, and accounting requirements.
  • Call recordings, transcripts, and call metadata according to the retention period configured by the Customer, or our default period if none is set. Customers may request earlier deletion through their dashboard or by contacting support.
  • Aggregated or de-identified data may be retained indefinitely for analytics and product improvement, as it no longer identifies an individual.

8. Call Recording Laws and Customer Responsibilities

Call recording and monitoring laws vary by jurisdiction. Some jurisdictions require all-party consent (all participants must be notified/consent before a call is recorded), while others require only one-party consent.

Ringmetriks Customers are solely responsible for:

  • Determining which consent laws apply to their business and callers
  • Configuring appropriate recording disclosures (e.g., pre-call announcements/beeps) within the Ringmetriks dashboard
  • Obtaining any consents required by applicable law before recording calls

Ringmetriks provides tools (such as configurable recording announcements) to help Customers meet these obligations, but Ringmetriks does not provide legal advice and is not responsible for a Customer's failure to comply with applicable recording laws. See our Terms of Service for the full allocation of this responsibility.

9. Your Privacy Rights

9.1 California Residents (CCPA/CPRA)

California residents may have the right to: know what personal information is collected; request deletion; request correction; opt out of "sale" or "sharing" (as defined by California law); and non-discrimination for exercising these rights. Requests can be submitted to mail@app.ringmetriks.com. If you are an End Caller/Visitor, we may need to redirect your request to the relevant Customer, as they are the party that controls the data.

9.2 Canadian Residents (PIPEDA/PIPA)

Ringmetriks is governed by the laws of British Columbia, Canada, and we comply with the federal Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, British Columbia's Personal Information Protection Act (PIPA). Canadian residents may have the right to: access the personal information we hold about them; request correction of inaccurate or incomplete information; withdraw consent to certain uses (subject to legal or contractual restrictions); and file a complaint with the Office of the Privacy Commissioner of Canada or British Columbia's Office of the Information and Privacy Commissioner. As with other jurisdictions, if you are an End Caller/Visitor, we may need to redirect your request to the relevant Customer, as they control the collection and use of the data. Requests can be submitted to mail@app.ringmetriks.com.

9.3 European/UK Residents (GDPR)

If you are located in the EEA, UK, or Switzerland, you may have rights to access, rectify, erase, restrict, or port your personal data, and to object to certain processing. Where Ringmetriks acts as a processor on behalf of a Customer (controller), requests should generally be directed to that Customer; we will assist as required by applicable data processing agreements.

9.4 Other Jurisdictions

We will honor applicable data subject rights under other state or national privacy laws as required.

To exercise any rights, contact us at mail@app.ringmetriks.com. We may need to verify your identity before fulfilling a request.

10. Data Security

We implement administrative, technical, and physical safeguards designed to protect information against unauthorized access, alteration, disclosure, or destruction, including encryption in transit, access controls, and monitoring. No system is completely secure, and we cannot guarantee absolute security.

11. International Data Transfers

Ringmetriks may process and store data in the United States or other countries. Where required, we rely on appropriate safeguards (such as Standard Contractual Clauses) for transfers of personal data from the EEA, UK, or Switzerland.

12. Children's Privacy

The Service is not directed to individuals under 18, and we do not knowingly collect personal information from children. If we learn we have inadvertently collected such information, we will take steps to delete it.

13. Third-Party Links and Integrations

The Platform may integrate with or link to third-party services (e.g., CRMs, ad platforms, analytics tools). This Policy does not apply to those third parties, and we encourage you to review their privacy policies.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email to account administrators or a notice on the Platform. The "Last Updated" date reflects the most recent revision.

15. Contact Us

Ringmetriks
Email: mail@app.ringmetriks.com