Asking for your data

Ringfully is a phone system sold to businesses, and almost everything it holds belongs to one of those businesses rather than to us. Which one of these you are decides who can actually answer you.

You called a business that uses Ringfully

That business decides what is recorded and why. It is their record of their own conversation with you, and they are the ones who can give it to you or delete it. Ask them first. If you come to us, we will pass your request on and tell you we have. We will not answer it over their head.

You work for a business that uses Ringfully

Same answer: your employer holds it, and we hold it for them.

You are a Ringfully customer, or you emailed us

Then it is ours to answer, and everything below applies directly.

Email [email protected]. There is deliberately no form: we have nothing behind one that would do anything with what you typed, and a form that quietly discards a legal request would be worse than not offering one.

Tell us:

1. what you want: a copy, a correction, deletion, or just to know what is held;
2. enough to find you: the phone number involved, the business you called or work for, and roughly when;
3. where to send the answer.

We may need to check you are who you say you are before handing over call records: a phone number alone is not proof, and giving someone else’s recordings to the wrong person is the failure worth being careful about. We will ask for the least we can get away with.

1. To know. What categories we hold about you and why, set out in advance on the privacy policy.
2. A copy, in a structured, commonly-used format.
3. Correction, where something is wrong.
4. Deletion, where we are not required to keep it. Some things we are: the record of an emergency call is kept deliberately, for about seven years.
5. Portability: your data in a form you can take elsewhere.
6. To withdraw consent you previously gave.
7. An explanation of automated processing, and to have a person review it instead. In practice this means the AI assistant, which is off unless a business turned it on. See the AI page. It makes no decision about anyone.

Being specific, because a vague promise here is worth nothing.

We can produce a copy. You are found by a phone number, by your entry in a business’s contact directory, or by your user account, and what comes back includes your directory entry, your calls, the recordings made of them, your voicemail and its transcripts, your text messages, transfers, your presence on each call, callback requests, and the record of who played back audio relating to you. It arrives as one JSON file, or a section at a time as a CSV file. The audio itself is not inside that file: it is held by our telephony processor, and we provide it on request.

We can tell you who listened. Playing or downloading a recording, a voicemail or a transcript is written down against the item, with who did it and when, and that record is part of the copy above. Two limits on it, both worth knowing: it does not reach back to before it existed, and it is written on a best-effort basis, so it evidences the occasions it captured and proves nothing about any it missed.

We can delete. One operation removes what can be removed and replaces your identifiers where the record itself has to survive. A single call recording can also be deleted on its own. Recording and voicemail audio is deleted at our telephony processor before the entry that points at it, because the audio is held there and nowhere else; if the processor will not confirm the deletion, nothing is marked deleted and we will not tell you the request is finished.

Deletion is not total, and we will tell you what was kept. Usage and billing records stay for six years, because tax law requires the books an invoice was computed from to be kept that long. The entry recording your erasure stays, because it is the proof your request was carried out. Call records stay with your identifiers replaced rather than the row deleted. If you worked for the business, your name and email address also survive in the entries describing what you did, because an entry with the person taken out of it records nothing. And a recording is also the other party’s personal information: where you were the member of staff on the call, it is kept rather than destroyed.

What is still done by hand is the request itself. Nothing records that you asked, or how we checked you are who you say you are. That is a process rather than a feature, and clause 5 is the commitment standing behind it.

Thirty days, and usually much less. If a request is genuinely complicated we may take longer, in which case we will tell you before the thirty days are up, why, and when to expect an answer.

It is free. If someone made the same request repeatedly to be difficult we could charge, but we would tell you first rather than send a bill.

Tell us ([TBD] at [email protected]), and we would rather fix it than have you escalate. But you do not have to come to us first, and you can complain to:

1. the Office of the Privacy Commissioner of Canada, for federal privacy law;
2. the Commission d’accès à l’information du Québec, if you are in Quebec; or
3. your provincial or state regulator, wherever you are.

Ringfully’s person responsible for the protection of personal information is John, [TBD], [email protected], at [TBD].