Privacy Policy

1. Introduction

ORION SOLUTIONS LLC, doing business as RingABell.AI ("RingABell.AI," "Company," "we," "us," or "our"), is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our AI-powered call handling services.

By accessing or using RingABell.AI services, you consent to the data practices described in this Privacy Policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

2.1 Information You Provide to Us

We collect information that you voluntarily provide when you:

• Register for an account or sign up for our services
• Complete intake forms or contact forms
• Communicate with our support team
• Configure your service settings and preferences

This information may include:

• Name, business name, and contact information (email, phone number, address)
• Business details (service area, business type, team size)
• Payment and billing information
• Phone system and call handling preferences
• Any other information you choose to provide

2.2 Call Data and Customer Information

When you use our call handling services, we collect and process:

• Call recordings and transcripts
• Caller information (names, phone numbers, addresses)
• Service requests and appointment details
• Call metadata (date, time, duration, call outcome)
• Customer urgency classifications and notes

2.3 Automatically Collected Information

When you access our website or services, we automatically collect:

• Device information (IP address, browser type, operating system)
• Usage data (pages visited, features used, time spent)
• Cookies and similar tracking technologies
• Log files and analytics data

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Service Delivery

• Provide, operate, and maintain our AI call handling services
• Answer customer calls on your behalf
• Qualify and prioritize calls based on urgency
• Send you call summaries, transcripts, and notifications
• Escalate urgent calls to your designated phone numbers
• Process payments and manage billing

3.2 Service Improvement

• Analyze usage patterns and service performance
• Train and improve our AI models
• Develop new features and functionalities
• Troubleshoot technical issues

3.3 Communication

• Send you service-related notifications and updates
• Respond to your inquiries and support requests
• Send marketing communications (with your consent)
• Provide customer service

3.4 Legal and Compliance

• Comply with legal obligations and regulatory requirements
• Enforce our Terms of Service
• Protect our rights, privacy, safety, or property
• Detect and prevent fraud, abuse, or illegal activities

4. How We Share Your Information

We do not sell your personal information. We may share your information in the following circumstances:

4.1 Service Providers

We share information with third-party vendors who perform services on our behalf, including:

• Cloud hosting and storage providers
• Payment processors
• AI and machine learning service providers
• Analytics and performance monitoring services
• Customer support tools

These service providers are contractually obligated to protect your information and use it only for the purposes we specify.

4.2 Legal Requirements

We may disclose your information if required to do so by law or in response to:

• Valid legal process (subpoenas, court orders, warrants)
• Government or regulatory requests
• Legal claims or disputes
• Emergency situations involving safety or security

4.3 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred to the successor entity.

4.4 With Your Consent

We may share your information for any other purpose with your explicit consent.

5. Data Retention

We retain your information for as long as necessary to:

• Provide our services to you
• Comply with legal, accounting, or regulatory obligations
• Resolve disputes and enforce our agreements
• Improve and develop our services

Specific retention periods:

• Call recordings and transcripts: Retained for 90 days unless otherwise requested
• Account information: Retained for the duration of your active subscription plus 7 years for tax and legal purposes
• Payment records: Retained for 7 years in accordance with tax regulations
• Marketing communications: Retained until you opt out

After the retention period expires, we securely delete or anonymize your information.

6. Data Security

We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Secure access controls and authentication
• Regular security audits and vulnerability assessments
• Employee training on data protection
• Incident response and breach notification procedures

However, no method of transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

7. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information:

7.1 Access and Portability

You have the right to request access to the personal information we hold about you and receive a copy in a portable format.

7.2 Correction

You have the right to request correction of inaccurate or incomplete information.

7.3 Deletion

You have the right to request deletion of your personal information, subject to certain legal exceptions (e.g., compliance with legal obligations, completing transactions).

7.4 Opt-Out

You have the right to opt out of marketing communications and certain data processing activities.

7.5 Non-Discrimination

We will not discriminate against you for exercising your privacy rights.

To exercise these rights, please contact us at support@ringabell.ai. We will respond to your request within the timeframe required by applicable law.

8. Children's Privacy

Our services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child without parental consent, we will take steps to delete such information promptly.

If you believe we have collected information from a child, please contact us immediately at support@ringabell.ai.

9. International Data Transfers

RingABell.AI is based in the United States (Arizona). If you access our services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States or other countries where our service providers operate.

These countries may have data protection laws that are different from the laws of your country. By using our services, you consent to the transfer of your information to the United States and other countries as described in this Privacy Policy.

We take appropriate safeguards to ensure your information remains protected in accordance with this Privacy Policy, regardless of where it is processed.

10. Third-Party Links and Services

Our website and services may contain links to third-party websites, applications, or services that are not owned or controlled by RingABell.AI. This Privacy Policy does not apply to these third-party services.

We are not responsible for the privacy practices of third parties. We encourage you to review the privacy policies of any third-party services before providing them with your information.

11. Do Not Track Signals

Some browsers offer a "Do Not Track" (DNT) feature that signals to websites that you do not want your online activities tracked. Currently, there is no universal standard for how to respond to DNT signals.

We do not currently respond to DNT signals. If a standard for responding to DNT signals is established, we will update this Privacy Policy accordingly.

12. Email Communications and Opt-Out

We may send you service-related emails, including:

• Call summaries and transcripts
• Account notifications and billing statements
• Service updates and technical notices
• Security alerts

These communications are necessary for service delivery and cannot be opted out of while you maintain an active account.

We may also send marketing emails with your consent. You can opt out of marketing communications at any time by:

• Clicking the "unsubscribe" link in any marketing email
• Contacting us at support@ringabell.ai
• Updating your email preferences in your account settings

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes, we will:

• Update the "Last Updated" date at the top of this policy
• Notify you via email or through our services for material changes
• Post the updated policy on our website

Your continued use of our services after changes become effective constitutes your acceptance of the updated Privacy Policy. We encourage you to review this policy periodically.

14. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

15. Legal Entity Information

This Privacy Policy is issued by ORION SOLUTIONS LLC, an Arizona limited liability company doing business as RingABell.AI. For purposes of data protection laws, ORION SOLUTIONS LLC is the data controller responsible for your personal information.

16. Additional Disclosures

16.1 Cookies and Tracking

We use cookies and similar tracking technologies to enhance your experience, analyze usage, and deliver relevant content. You can control cookies through your browser settings, but disabling cookies may limit your ability to use certain features.

16.2 Analytics

We use third-party analytics services (such as Google Analytics) to help us understand how users interact with our services. These services may collect information about your use of our services and other websites.

16.3 AI Training and Development

We may use de-identified and aggregated call data to train and improve our AI models. This data cannot be used to identify you or your customers individually.

17. Supplemental State-Specific Provisions

17.1 California Residents (CCPA/CPRA)

California residents have the right to:

• Know what personal information we collect, use, and disclose
• Request deletion of personal information
• Opt out of the "sale" or "sharing" of personal information (we do not sell personal information)
• Correct inaccurate personal information
• Limit the use of sensitive personal information
• Not be discriminated against for exercising these rights

To exercise these rights, contact us at support@ringabell.ai. We will verify your identity before processing your request.

17.2 Other U.S. State Privacy Laws

Residents of Virginia, Colorado, Connecticut, Utah, and other states with comprehensive privacy laws have similar rights. Please contact us to exercise these rights.

18. Acknowledgment and Consent

By using RingABell.AI services, you acknowledge that you have read and understood this Privacy Policy and consent to the collection, use, and disclosure of your information as described herein.

If you do not agree with this Privacy Policy, you must discontinue use of our services immediately.