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Privacy Policy

Last updated: 28 September 2026

1. Who we are

Sylabs Ai Ltd (company number 17435055), with its registered office at 167-169 Great Portland Street, London, W1W 5PF, trades as Ringar AI ("Ringar AI", "we", "us"). You can contact us at hello@ringar.ai.

ICO data protection registration: ZC238548.

2. What this policy covers

Ringar AI provides AI-powered telephone assistance and related software to businesses. This policy explains how personal information is handled when you visit our website, create or use a customer account, try the service before creating an account, contact us, or interact with a Ringar AI service.

There are two main data-protection roles:

  • For customer account data, website visitors, direct enquiries and calls made directly to a Ringar AI demonstration or test service, Sylabs Ai Ltd is generally the data controller.
  • For calls made to a business customer using Ringar AI, that business is generally the data controller and Sylabs Ai Ltd acts as its processor, handling caller data on the customer's documented instructions.

The exact role depends on who decides why and how personal information is used. If we use information for our own independent purposes, we act as controller for that use even if we are a processor for the underlying customer service.

3. Information we handle

Customer and account information

  • Name, work email address, login and authentication information.
  • If you use Google or Microsoft sign-in: the profile information and account identifier the sign-in provider supplies for authentication.
  • Business information you provide or ask us to use, such as business name, website, services, opening hours, locations, pricing, policies, FAQs and instructions.
  • Authorised-representative and company details needed to activate or verify telephone numbers.
  • Billing, invoice and commercial contact information where relevant.
  • Support messages, demonstration requests, partner enquiries and other communications with us.

Website visitors and pre-account trials

  • The website address, business name and industry you provide so we can prepare a trial assistant.
  • The public pages of a website you ask us to read in order to prepare business information.
  • An anonymous or pseudonymous session identifier used to keep your pre-account set-up available.
  • A value derived from your internet address and basic technical/security information used to prevent abuse and protect the service.
  • Information you submit through website forms.

Callers to our customers

  • Telephone number where supplied by the telephone network; withheld numbers remain withheld.
  • Name, contact details and other information the caller chooses to provide.
  • A written transcript, call summary, reason for the call, structured outcome and follow-up information.
  • Information needed for actions such as a booking, callback, message, transfer or other configured workflow.
  • Where the customer has supplied it or connected a relevant system, existing-caller context such as email address, notes, previous interactions or booking details.

4. How and why we use personal information

  • Provide and administer customer accounts and the service: contract; legitimate interests in operating and supporting the service.
  • Configure assistants and business knowledge: contract.
  • Answer calls, transcribe conversations and carry out configured workflows for a customer: processed on the customer's instructions as processor; the customer determines its lawful basis.
  • Run our own demonstration/test service: legitimate interests in demonstrating and improving the service; contract where relevant.
  • Security, fraud/abuse prevention, troubleshooting and service integrity: legitimate interests; legal obligation where applicable.
  • Respond to enquiries and manage the commercial relationship: legitimate interests and/or steps towards a contract.
  • Telephone-number verification and regulatory compliance: legal obligation and/or contract.
  • Keep financial and business records: legal obligation and legitimate interests.
  • Measure our own advertising on Meta (optional): consent, given through the cookie banner. Nothing is sent to Meta without it.
  • Measure our own advertising on TikTok (optional): consent, given through the cookie banner. Nothing is sent to TikTok without it.

Where consent is the appropriate lawful basis, we will ask for it separately and you may withdraw it at any time. We do not rely on acceptance of these Terms as consent where data-protection law requires a distinct consent.

5. Artificial intelligence and automated processing

Calls may be answered by an AI assistant rather than a person. The assistant may convert speech to text, use business information and connected systems, generate replies and carry out actions configured by the business customer. AI systems can mishear, misunderstand or produce incorrect or incomplete information.

Ringar AI is not designed to make solely automated decisions that have legal or similarly significant effects on an individual without appropriate safeguards. Customers must not configure the service to make high-impact decisions about people unless the use is lawful and appropriate safeguards, including meaningful human review where required, are in place.

Where a business customer uses Ringar AI to qualify, route or prioritise enquiries, that customer remains responsible for deciding whether the use amounts to automated decision-making or profiling and for providing any additional notices and safeguards required by law.

6. Call audio, transcripts and recordings

We do not store call audio ourselves. The written record of a call, such as the transcript, summary and outcome, is what we keep for the customer. Live call audio necessarily passes through telephony and voice-processing providers so that the call can be connected and processed. Those providers apply their own retention under their own terms and data processing agreements.

7. Service providers and sub-processors

We use specialist suppliers to provide parts of the service. We only share the information reasonably needed for their role.

  • Database and authentication: Supabase stores customer accounts, business configuration, transcripts and outcomes. The primary database project is hosted in London (eu-west-2). Supabase's built-in email service sends sign-up, confirmation and password-reset emails.
  • Transactional email: Resend sends notification and transactional emails from mail.ringar.ai.
  • Web application hosting: Vercel hosts the web application, in the London region.
  • Website analytics: Google Analytics 4 and Microsoft Clarity provide anonymous visit statistics, session recordings and heatmaps for the public website. Analytics runs for a visitor who has not answered the cookie banner and keeps running until they reject or withdraw it, and only where the site is configured with the relevant measurement or project ID. See "Cookies and similar technologies" below.
  • Advertising measurement (optional): Meta Platforms Ireland Limited provides the Meta Pixel and the Meta Conversions API, which we use to measure our own adverts on Facebook and Instagram. They are used only with the visitor's consent, and only where the site is configured with a Meta pixel. Meta also uses the information for its own purposes, described in its privacy policy and its Business Tools Terms. See "Cookies and similar technologies" below.
  • Advertising measurement (optional): TikTok provides the TikTok Pixel and the TikTok Events API, which we use to measure our own adverts on TikTok. They are used only with the visitor's consent, and only where the site is configured with a TikTok pixel. TikTok also uses the information for its own purposes, described in its privacy policy and its business terms. See "Cookies and similar technologies" below.
  • Call-handling service hosting: Fly.io hosts our call-handling service, in the London region.
  • Telephony and phone numbers: Twilio provides phone numbers, call routing and the carrier leg of calls, in the Dublin region.
  • Live call AI, speech and voice processing: xAI provides real-time AI voice for live calls: speech recognition, language model and speech synthesis. Live call audio and transcripts are processed by xAI. The provider has not stated a processing region in our records; it may process data outside the UK.
  • AI features in the web app: OpenAI is used outside live calls, such as analysing a website you give us and the in-product test chat. The API is used with storage for training and evaluation switched off; standard abuse monitoring retention still applies.
  • Business verification: Companies House is used for public register lookups during phone-number activation.
  • Customer-chosen integrations: calendars, CRM, spreadsheets and messaging services process only the data needed for the connected workflow, and only when you connect them.

Google user data

If you connect Google Calendar, we access: the list of calendars in your Google account, your free and busy times, and the events we create for you.

We use this only to let you choose which calendar to use, to offer callers times that are free, and to create, move and cancel appointments that Ringar AI books for callers, on the calendar you choose. We do not use it for advertising, and we do not sell it.

Ringar AI's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Storage: the connection details we store are held in our database (Supabase, London), and access to them is restricted to the systems that need them to provide the feature.

Sharing: we share calendar information only as needed to provide the feature, with the service providers already listed in this policy that process a call (for example, offered appointment times are spoken to the caller). We do not allow anyone to read your calendar data for their own purposes, except where needed for security, to comply with law, or with your consent.

Deletion and control: disconnecting Google Calendar in Integrations stops our access and clears the stored Google access. You can also remove Ringar AI's access at any time from your Google Account permissions page. To delete other stored information, email hello@ringar.ai.

The exact providers may change as the service evolves. We will keep this list current and notify account owners before a material sub-processor change.

8. International transfers

We do not claim that all processing takes place in the United Kingdom. Some suppliers, or their support, security or infrastructure functions, may process or make personal information accessible outside the UK.

Where a transfer is a restricted transfer under UK data-protection law, we use a lawful transfer mechanism as applicable, such as UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, together with any required transfer-risk assessment or additional safeguards.

9. How long we keep information

We keep personal information only for as long as we need it for the purpose for which it was collected, to provide the service, meet legal or regulatory requirements, resolve disputes and protect the service. Retention can differ by data type.

  • Customer account and business configuration: while the account is active, then for the limited period needed to close the account, support export/deletion and meet legal obligations.
  • Call transcripts, summaries, outcomes and workflow records: while the account is open, because they are the customer's operational record of their own calls. We do not delete call data automatically on a fixed schedule yet. We handle deletion and export requests on request: contact us at hello@ringar.ai.
  • Website enquiries and commercial correspondence: for as long as reasonably needed to respond, manage the relationship and keep appropriate business records.
  • Pre-account and abandoned trial data: kept only while it may still be needed for a visitor to return to an unfinished trial. If you want it deleted sooner, contact us at hello@ringar.ai.
  • Abuse-prevention signals derived from your internet address: kept only for as long as needed to protect the service.

Backups may persist for a limited period after deletion until they are overwritten through normal backup cycles. Information that has already been sent to a customer's own email, CRM, calendar or other system is then controlled by that customer.

10. Your rights

Depending on the circumstances and the lawful basis being used, you may have rights to access your personal information, correct it, ask for it to be erased, restrict its use, receive it in a portable form, and object to certain uses. If we rely on consent, you may withdraw that consent.

Right to object: where we rely on legitimate interests, you have the right to object to processing based on your particular situation. You also have an absolute right to object to direct marketing.

If you are a caller to one of our business customers, please contact that business first because it is normally the controller. If you contact us, we will assist the customer as required. If you called Ringar AI directly for a demonstration or test, contact us at hello@ringar.ai.

11. Cookies and similar technologies

We use cookies and similar storage that are necessary to operate the service, including authentication/session storage, remembering the business or workspace you are using, and a pre-account session so your trial set-up can be restored.

We use Google Analytics 4 to understand how the public website is used, where the site is configured with a measurement ID. Analytics runs for every visitor, including one who has not answered the cookie banner, and keeps running until you reject or withdraw the analytics category. You can do that at any time from "Cookie settings" in the site footer: choose "Essential only", or open the choices and turn Analytics off, then save. Withdrawing stops collection from your next action and deletes the Google Analytics cookies the site can reach.

While analytics is running, the site loads Google's gtag.js script, sets Google's cookies (the _ga cookie and a cookie named for the property that holds session state, which identify a browser), and sends anonymous visit statistics: pages viewed, approximate location, and device and browser type. Consent mode defaults are denied, and IP addresses are anonymised. Google Analytics 4 does not log or store full IP addresses. If you reject, the site also tells Google that consent is denied.

We also use Microsoft Clarity to record anonymised sessions and heatmaps to improve the site. Typed text in forms is masked. Like Google Analytics, Clarity runs for a visitor who has not answered the cookie banner and keeps running until they reject or withdraw the analytics category. It sets cookies named _clck and _clsk while analytics is running. You can reject or withdraw at any time from "Cookie settings" in the site footer.

We also offer optional advertising measurement. The Meta Pixel and the Meta Conversions API are switched off unless the site is configured with a Meta pixel, and they do nothing until you accept the "marketing" category in the cookie banner. Before you make a choice, after you reject, or if you never choose, nothing from Meta is loaded, no request is sent to Meta and no Meta cookie is set. They also stay off for a browser that sends a Global Privacy Control or Do Not Track signal, even if you have accepted.

If you accept, the site loads Meta's fbevents.js script and sets Meta's _fbp cookie, and its _fbc cookie if you arrive from a Meta advert. These identify your browser. We then tell Meta when you view a page on our website, look at a landing page or the pricing page, create an account, and choose a type of phone number during setup (national or local, never the number itself).

Each event is sent from your browser and, for the same event, from our servers through the Conversions API. The server copy includes your IP address and browser details. For the account and phone-number events only, it also includes your email address and phone number, if you have given one, in a hashed form that Meta uses to match the event to a Meta account. Meta uses this to measure which of our adverts led to a visit or a sign-up and to show our adverts to people who may be interested. Information sent to Meta may be processed outside the UK.

You can withdraw consent at any time from "Cookie settings" in the site footer. Withdrawing stops the Meta Pixel and the Conversions API from your next action, and the site deletes the Meta cookies it can reach. It cannot remove information Meta has already received; Meta's privacy policy explains how to manage that.

The same applies to the TikTok Pixel and the TikTok Events API. They are switched off unless the site is configured with a TikTok pixel, and they do nothing until you accept the "marketing" category in the cookie banner. Before you make a choice, after you reject, or if you never choose, nothing from TikTok is loaded, no request is sent to TikTok and no TikTok cookie is set. They also stay off for a browser that sends a Global Privacy Control or Do Not Track signal, even if you have accepted.

If you accept, the site loads TikTok's events.js script and TikTok sets its _ttp cookie, which identifies your browser, and may set its ttclid and ttcsid cookies. The ttclid cookie records that you arrived from a TikTok advert. We then tell TikTok when you view a page on our website, look at a landing page or the pricing page, create an account, and choose a type of phone number during setup (national or local, never the number itself).

The page view is sent from your browser only. The other events are sent from your browser and, for the same event, from our servers through the TikTok Events API. The server copy includes your IP address and browser details, and the identifier from your TikTok cookie or the advert address if you have one. For the account and phone-number events only, it also includes your email address and phone number, if you have given one, in a hashed form that TikTok uses to match the event to a TikTok account. TikTok uses this to measure which of our adverts led to a visit or a sign-up and to show our adverts to people who may be interested. Information sent to TikTok may be processed outside the UK.

You can withdraw consent at any time from "Cookie settings" in the site footer. Withdrawing stops the TikTok Pixel and the TikTok Events API from your next action, and the site deletes the TikTok cookies it can reach. It cannot remove information TikTok has already received; TikTok's privacy policy explains how to manage that.

We do not use any other advertising or marketing cookies.

12. Security

We use technical and organisational measures designed to protect personal information, including access controls, tenant isolation at the database layer, secure authentication, and encryption in transit and at rest where provided by our hosting and infrastructure providers. We restrict access to people and systems that need it to provide, secure or support the service.

No internet or cloud service can be guaranteed completely secure. We do not claim a security certification unless we have actually obtained it.

13. Business customers' responsibilities for callers

A business customer decides why its callers' information is processed and is responsible for its own lawful basis, privacy information, sector-specific obligations and any consent that its use case requires. Customers should not configure Ringar AI to collect unnecessary sensitive information and must tell us before using the service for a use case that regularly involves special-category data.

14. Complaints and contact

For privacy questions or requests, contact hello@ringar.ai.

You can also complain to the Information Commissioner's Office (ICO), the UK data-protection regulator. We encourage you to contact us first so we have an opportunity to address the issue.

15. Changes to this policy

We may update this policy as the service, suppliers or law changes. We will update the date at the top. If a change materially affects how we use customer personal information, we will take reasonable steps to notify affected customers.