Legal
Privacy Policy
RingDesk ("we", "us", or "our") operates an AI-powered virtual receptionist service for medical professionals and service businesses in India. This Privacy Policy describes how we collect, use, store, and protect personal data in connection with our service. We are committed to complying with the Digital Personal Data Protection Act, 2023 (DPDP Act) and all applicable Indian data protection laws.
Summary: We collect the minimum data needed to run our service. Your data lives on Indian servers. We never sell it. You can request deletion at any time by writing to hello@ringdesk.in.
1. Who We Are
RingDesk is a technology company registered in India. We provide an AI receptionist device and software platform ("the Service") that handles inbound call routing, appointment management, and automated messaging for professionals and businesses.
For privacy-related matters, contact us at: hello@ringdesk.in
2. Data We Collect
2.1 Data from the business customer (you)
- Your name, phone number, and email address (provided when signing up)
- Your practice or business name and city
- Scheduling preferences, working hours, and service descriptions you configure
- Knowledge base content you upload (FAQs, fees, services, etc.)
2.2 Data from your callers (end-users)
When someone calls your number and interacts with RingDesk via WhatsApp, we may collect:
- Their WhatsApp phone number
- The content of their messages with the AI (appointment requests, questions, confirmations)
- Appointment details such as date, time, and purpose of visit
- Language preference detected from the conversation
We do not collect medical diagnoses, prescriptions, or sensitive health records. Our AI is strictly limited to scheduling, answering general queries, and escalating urgent matters — it is not designed to receive or store clinical information.
2.3 Technical data
- Device identifiers and logs from the RingDesk Box hardware at your premises
- Usage analytics from this website (via Google Analytics — see Section 6)
- Error logs for service stability and troubleshooting
3. How We Use Your Data
We use the data we collect for the following purposes:
- Providing the Service: Routing calls, managing appointments, sending WhatsApp messages, and operating your AI receptionist
- Customer support: Responding to your queries, debugging issues, and onboarding
- Service improvement: Analysing anonymised aggregate patterns to improve accuracy and reliability
- Billing and account management: Processing payments and communicating about your subscription
- Legal compliance: Meeting obligations under the DPDP Act and other applicable Indian law
We do not use your data or your callers' data for advertising, third-party marketing, or any purpose unrelated to delivering the Service.
4. Data Storage and Security
All personal data processed by RingDesk is stored on servers located in India. We apply industry-standard technical and organisational measures to protect data, including:
- Encryption of data in transit (TLS) and at rest (AES-256)
- Access controls restricting data access to authorised personnel only
- Regular security reviews and vulnerability assessments
- Automatic log purging after retention periods expire
No method of electronic storage is 100% secure. If a data breach occurs that is likely to harm you, we will notify you and, where required, the relevant regulatory authority under the DPDP Act.
5. Data Retention
- Conversation logs: Retained for 90 days from the date of conversation, then permanently deleted
- Appointment records: Retained for the duration of your active subscription plus 12 months, then deleted
- Account data: Retained for the duration of your subscription plus 12 months after termination, or as required by law
- Analytics data: Retained in aggregated, anonymised form only
You may request early deletion of your data at any time (see Section 8).
6. Third-Party Services
We use the following third-party services to operate RingDesk:
- WhatsApp Business API (Meta): Used to send and receive messages. Messages transit through Meta's infrastructure under their Business Terms and Privacy Policy.
- Google Analytics: Used on this website to understand visitor behaviour. Analytics data is anonymised and does not identify individual users. You can opt out via browser settings or the Google Analytics Opt-Out Add-on.
- Payment processors: We use regulated payment gateways to process subscription payments. We do not store card details ourselves.
We do not sell, rent, or share personal data with any third party for their own marketing or commercial use.
7. Children's Data
Our Service is intended for businesses and professionals, not individuals under 18. We do not knowingly collect personal data from children. If a caller's conversation involves a minor, we handle only the appointment scheduling details necessary to complete the request.
8. Your Rights Under the DPDP Act
As a Data Principal under the Digital Personal Data Protection Act, 2023, you have the right to:
- Access: Request a summary of the personal data we hold about you
- Correction: Ask us to correct inaccurate or incomplete data
- Erasure: Request deletion of your personal data (subject to legal retention obligations)
- Grievance redressal: Raise a complaint about how we have handled your data
- Nominate: Nominate another person to exercise your rights in the event of death or incapacity
To exercise any of these rights, write to us at hello@ringdesk.in with the subject line "Privacy Request". We will respond within 72 hours and resolve your request within 30 days.
If your grievance is not resolved to your satisfaction, you may lodge a complaint with the Data Protection Board of India once it is operational.
9. Cookies
This website uses Google Analytics cookies to understand how visitors use our site. These cookies do not contain personally identifiable information. You may disable cookies in your browser settings without affecting your use of the RingDesk service itself.
10. Changes to This Policy
We may update this Privacy Policy from time to time. When we make material changes, we will notify existing customers by email and update the "Last updated" date at the top of this page. Continued use of the Service after the effective date constitutes acceptance of the revised policy.
11. Contact
For privacy-related questions, data requests, or complaints:
- Email: hello@ringdesk.in
- Subject line: "Privacy Request" for data rights, or "Privacy Complaint" for grievances