Privacy Policy

Effective Date: February 15, 2026

RingBack Pro LLC ("RingBack Pro," "we," "us," or "our") operates an AI-powered call answering and scheduling service for trade contractors. This Privacy Policy describes how we collect, use, and protect information when you use our services or visit our website at ringbackpro.com.

Information We Collect

We collect the following types of information in the course of providing our services:

• Caller Information: Name, phone number, address or service area, description of the service needed, and preferred scheduling times — collected during inbound calls handled by our AI agent on behalf of our contractor clients.
• Call Recordings and Transcripts: Audio recordings and text transcripts of calls handled by our system, used for service delivery, quality assurance, and improving call handling.
• Contractor Client Information: Business name, contact information, calendar availability, service area, emergency rules, and business preferences provided during onboarding and account setup.
• SMS and Communication Data: Phone numbers and message content related to appointment confirmations, emergency alerts, and service notifications sent via SMS.
• Website Visitor Information: Basic analytics data such as page views and referring sources. We do not use tracking cookies for advertising purposes.

How We Use Your Information

We use the information we collect to:

• Answer and qualify inbound calls on behalf of our contractor clients
• Schedule appointments and send confirmation messages via SMS or email
• Send emergency alerts to contractors when urgent situations are identified
• Provide call logs, recordings, and transcripts to our contractor clients
• Improve our AI call handling and service quality
• Communicate with our contractor clients about their accounts and service

SMS Communications

RingBack Pro sends SMS messages for the following purposes:

• Appointment confirmations to customers who call in for service
• Emergency alerts to contractor clients when urgent calls are received
• Service notifications and scheduling updates

Message frequency varies based on call volume. Message and data rates may apply. SMS consent is not shared with third parties for marketing purposes. Recipients may opt out of SMS messages at any time by replying STOP to any message.

How We Share Information

We share information only as necessary to provide our services:

• With Contractor Clients: Caller information, call recordings, transcripts, and appointment details are shared with the contractor on whose behalf the call was answered.
• With Service Providers: We use third-party platforms (including telephony, AI voice processing, workflow automation, and calendar services) to operate our system. These providers process data on our behalf and are bound by their own privacy and security policies.
• As Required by Law: We may disclose information if required by law, regulation, or legal process.

We do not sell personal information to third parties. We do not share information for advertising or marketing purposes unrelated to our services.

Data Security

We take reasonable measures to protect the information we handle, including encryption of call recordings at rest, use of secure authentication for calendar integrations, and storage of credentials in secure environments. We use SOC 2-compliant service providers where available.

Data Retention

Call recordings, transcripts, and lead data are retained for as long as needed to provide services to our contractor clients and for a reasonable period thereafter for quality assurance and dispute resolution. Contractor clients may request deletion of their data by contacting us.

Your Rights

If you are a caller whose information was collected through our service, you may contact us to request access to, correction of, or deletion of your personal information. If you are a contractor client, you may access and manage your account data by contacting us directly.

Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated effective date.

Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

RingBack Pro LLC
Oklahoma City, OK
Email: chris.garlitz@ringbackpro.com
Phone: (405) 873-7464