1. Who we are
RingToRoute ("we", "us") operates this website and service. Contact, including privacy requests: [email protected].
We provide an AI phone-answering and booking service ("the Service") to US home-service businesses ("Clients"). The EU General Data Protection Regulation (GDPR) applies to how we handle personal data. Some US state laws may also apply.
2. Two different roles
- We are the controller for data about visitors to ringtoroute.com, people who contact us or book a call, our Clients' staff contacts, and business prospects we contact.
- We are a processor / service provider for data about our Clients' callers (homeowners who phone a Client). We process that data only on the Client's instructions, under our Terms and a data processing agreement. The Client's own privacy policy governs it, so please contact that business first.
3. What we collect and why
| Data | Source | Purpose | Legal basis (GDPR) |
|---|---|---|---|
| Name, business name, email, phone, message | Contact form, email, Cal.com booking | Reply to you, hold the call you booked | Steps before a contract / legitimate interest |
| Mobile number and SMS consent records | Opt-in checkbox, verbal consent on a call | Send the texts you agreed to; prove consent | Consent |
| Business contact details of prospects (name, role, business email or phone, website) | Public sources such as business websites, Google Maps listings and state licence registers | Business-to-business outreach about the Service | Legitimate interest. You can object at any time, and every email has an opt-out. |
| Client account and billing data | Client onboarding; Stripe | Provide and bill the Service; tax records | Contract; legal obligation |
| Caller data on behalf of Clients: phone number, name, address, job details, call audio, transcripts, texts | Calls and texts to a Client's line | Answer, triage and book for the Client | Processed for the Client (the Client is the controller) |
| Technical logs (IP address, browser, pages requested) | Our hosting provider | Security and keeping the site running | Legitimate interest |
Cookies: ringtoroute.com does not use advertising or analytics cookies.
4. Text messaging (SMS) privacy
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text-messaging opt-in data and consent are excluded from every category of sharing described in this policy and will not be shared with any third party. We share mobile numbers only with the carriers and messaging providers needed to deliver the messages. We do not sell or share mobile numbers or SMS opt-in data with third parties for marketing. See our SMS Terms.
5. Who we share data with (sub-processors)
We do not sell personal data, and we do not share it for cross-context behavioural advertising. We use these providers to run the business:
| Provider | What for | Location |
|---|---|---|
| Retell AI | AI voice agent, call recordings and transcripts | USA |
| Twilio | Phone numbers, call routing and SMS (once texting is enabled) | USA |
| OpenAI (AI model provider, used through Retell) | Language understanding during calls | USA |
| Cloudflare | Website hosting, CDN and DNS | Global |
| Zoho Mail | EU data centre | |
| Cal.com | Booking calls with us | USA |
| Stripe | Payments and invoicing | EU/USA |
| Google (Calendar) | Client booking calendars, if a Client connects one | USA/Global |
| Loom | Demo videos | USA |
We may also disclose data if the law requires it, or to protect our rights or someone's safety.
6. International transfers
Retell AI and the AI model providers used through it process data in the United States, and several other providers are US-based. Zoho Mail stores our email in an EU data centre. Where data leaves the EEA, we rely on Standard Contractual Clauses or the EU–US Data Privacy Framework, where the provider participates.
7. How long we keep data
- Call recordings: 90 days, then deleted, unless the Client sets a shorter period.
- Call transcripts and call summaries: 12 months, unless the Client sets a shorter period.
- Booking and lead records kept for a Client: for the life of the Client relationship plus 12 months.
- Prospect data: up to 12 months after last contact, or until you object. We keep a minimal suppression record so we don't contact you again.
- SMS consent and opt-out records: up to 4 years after your last message or opt-out, so we can prove consent.
- Invoices and accounting records: as long as tax law requires (typically up to 10 years).
8. Your rights
Under the GDPR you can ask to access, correct, delete, restrict or port your data, and you can object to processing, including direct marketing, at any time. Where we rely on consent, you can withdraw it at any time. Residents of some US states have similar rights. Email [email protected] and we'll respond within one month. If you called one of our Clients, we'll pass your request to that business. You can also complain to a data protection supervisory authority, such as the one where you live.
9. Security
We use access controls, two-factor authentication on provider accounts, encrypted connections (HTTPS/TLS) and least-privilege access to call data. No system is perfectly secure. If a breach affects your data, we'll notify you and the authorities as the law requires.
10. Children
The Service is for businesses and is not directed to children under 16.
11. Changes
When we update this policy, we change the date above. If the changes are significant, we'll notify Clients by email.