Terms

Last updated: 24 September 2026

These Terms of Service, including Schedule 1 (Data Processing), are between Sylabs Ai Ltd (company number 17435055), registered office at 167-169 Great Portland Street, London, W1W 5PF, trading as Ringar AI ("Ringar AI", "we", "us"), and the business or organisation that opens an account, accepts an order form or uses the paid service ("Customer", "you").

1. Who these Terms are between

The service is offered for business use only. By accepting these Terms, the person doing so confirms that they are acting for a business or organisation and have authority to bind it.

2. The agreement and order of documents

These Terms, any order form or written commercial proposal we accept, and any service-specific terms expressly incorporated into that order form make up the agreement. If an order form expressly states that it overrides a provision of these Terms, the order form takes priority for that provision. Otherwise these Terms continue to apply. Any service-specific terms expressly incorporated into an order form take priority only for the service or feature they address. This allows separately negotiated enterprise terms without changing the standard Terms that apply to self-serve and other customers who have not agreed an express override.

Our Privacy Policy explains how we use personal information as controller. Schedule 1 to these Terms governs personal data we process on the Customer's behalf.

3. What Ringar AI does

Ringar AI is an AI-powered telephone service that can answer inbound calls, understand and transcribe caller requests, retrieve configured business information, gather information, route or transfer calls, take messages, request callbacks, make or change bookings where connected, and carry out other configured workflows.

The exact features, call volumes, telephone numbers, integrations, usage limits and charges for a Customer are those shown in the applicable order form, plan or account.

4. AI-specific limitations

The service is automated software, not a human receptionist. AI and speech systems can mishear, misunderstand, generate incorrect or incomplete information, fail to trigger an action, or behave unexpectedly because of caller phrasing, background noise, third-party system failures, configuration or other limitations.

We do not guarantee that every call will be answered, understood, completed or escalated correctly.

The service is not a substitute for emergency services and must not be relied on for emergency calls.

The service must not be relied on to provide medical, legal or regulated financial advice.

The Customer must not use Ringar AI as the sole decision-maker for decisions that have legal or similarly significant effects on an individual unless the Customer has confirmed the use is lawful and appropriate safeguards are in place.

Where accuracy is critical, the Customer must build in an appropriate human review, fallback or escalation path.

5. Customer responsibilities

The Customer is responsible for:

providing accurate, complete and lawful business information, instructions, prompts, policies and workflow rules;
testing the configured assistant and important workflows before relying on them for live callers, and re-testing after material configuration changes;
keeping transfer, escalation and fallback destinations accurate, reachable and appropriately monitored;
reviewing the service's suitability for the Customer's industry, regulatory obligations and risk level;
providing callers with privacy or other notices required for the Customer's use case, and obtaining any consent the Customer is legally required to obtain;
ensuring it has the rights and lawful basis needed to provide Customer Data to Ringar AI and connected services;
keeping account credentials secure and ensuring invited users are authorised to access the Customer's data;
promptly telling us about material errors, unsafe behaviour, security incidents or unexpected outputs it becomes aware of.

6. Acceptable and restricted use

The Customer must not use the service:

for unlawful, fraudulent, deceptive, abusive or harassing activity;
to impersonate another person or business without lawful authority;
to transmit malware, interfere with security or attempt to gain unauthorised access to systems or data;
for unsolicited or automated marketing calls unless the Customer has established that the calls and any required consent comply with applicable electronic-marketing and data-protection law;
to collect payment-card data, passwords or other authentication secrets through the AI unless we have expressly approved a secure supported workflow;
to make emergency-service decisions or as the only route for urgent situations where failure could cause harm;
to make solely automated high-impact decisions about individuals without a lawful basis and required safeguards;
to process special-category personal data as a routine feature of the service unless the Customer has told us in advance, has an appropriate lawful basis and the use has been agreed/configured appropriately.

We may suspend an affected feature or account where we reasonably believe its use creates a material legal, security or service-integrity risk, and will give notice where reasonably practicable.

7. Accounts and access

The Customer is responsible for its users and all activity under its account. Users must keep authentication credentials confidential. The Customer must tell us promptly if it suspects unauthorised access. We may require re-authentication or take reasonable protective measures where we suspect compromise.

8. Phone numbers and telephony

Where we obtain or connect a telephone number, it is provided through telecommunications suppliers and is subject to their technical and regulatory requirements, including identity or business verification.

A number supplied by us is assigned for use with the service while the relevant service remains active. Unless we expressly agree otherwise in writing, we do not guarantee that a supplied number can be ported or transferred to the Customer after termination.

The Customer is responsible for configuring and maintaining any forwarding, fallback or destination number that it controls.

9. Third-party services and integrations

The service depends on third-party infrastructure and may connect to third-party calendars, CRMs, booking systems, email services, telephony providers or other integrations selected by the Customer.

Third-party services are subject to their own availability and terms. We are not responsible for a third-party service itself, but we remain responsible for our own obligations, including our processor obligations for sub-processors under Schedule 1.

If a third-party dependency fails, Ringar AI may be unable to complete an action. The service should not confirm that an external action succeeded unless the relevant system has returned a success result.

10. Fees, VAT and payment

Unless a signed order form or other written agreement states otherwise, the service is billed monthly in advance. Fees, usage allowances and any set-up charges are those shown in the applicable plan, order form, invoice or other agreed commercial document. Standard plans have no setup or onboarding fees. Fees are exclusive of VAT unless stated otherwise.

Included minutes expire at the end of each billing period and do not roll over. Plan changes are not prorated mid-cycle, and a downgrade takes effect at the next billing date.

For the standard monthly plan, payment is due immediately when the invoice or charge is issued. If the Customer has agreed a fixed-term or longer-term plan, the billing frequency, payment schedule and due dates are those set out in the signed order form or other written agreement.

A free trial, where offered, includes one UK phone number and 50 calling minutes, requires no payment card to start, and runs for 7 days or until those minutes are used, whichever happens first. When the trial ends, the Customer must choose a paid plan before Ringar is required to accept further calls. A call already in progress when the allowance is reached is never interrupted and runs to its normal end. We may end or change a trial at any time, and when a trial ends the Customer must choose a plan or the service stops.

Where a paid plan has a minute allowance, Ringar stops accepting new calls when that allowance is used. A call already in progress when the allowance is reached is never terminated and runs to its normal end. Ringar may offer additional minute bundles in future; where they are offered, their prices and terms will be shown in the applicable plan or order form. Additional capacity above a plan's stated concurrent-call allowance may occasionally be available but is not guaranteed, and Ringar reserves the right to enforce the published allowances.

If an undisputed invoice remains unpaid after its due date, we may give notice requiring payment and may suspend the service if payment is still not made within a reasonable cure period.

11. Term, cancellation and suspension

For a monthly plan, the Customer may cancel at any time. Cancellation takes effect at the end of the current paid monthly billing period, and the service continues until that date unless it is suspended or terminated earlier under these Terms. If the Customer has agreed a fixed-term or longer-term plan, its term, renewal and cancellation rights are governed by the signed order form or other written agreement.

Fees already paid for a billing period that has begun are non-refundable. No pro-rata refund is due for unused time in that paid period, except where required by law.

Either party may terminate for a material breach that is not remedied within 30 days after written notice, where the breach is capable of remedy. Either party may terminate immediately if the other becomes insolvent or where continued performance would be unlawful.

We may suspend the service immediately where reasonably necessary to protect security, prevent unlawful use, comply with law or respond to a material threat to the service, and will notify the Customer where reasonably practicable.

12. Customer Data and intellectual property

The Customer retains ownership of its business information, Customer Data and confidential information. The Customer grants us a non-exclusive licence to host, copy, transmit, transform and otherwise process that material only as reasonably necessary to provide, secure and support the service and to comply with law.

We and our licensors retain all intellectual-property rights in the Ringar AI software, platform, designs, documentation and underlying technology. No rights are transferred to the Customer except the limited right to use the service during the term.

We will not use the Customer's name, logo, call content or testimonials in public marketing or a case study without the Customer's permission.

We may use service telemetry and information that has been irreversibly anonymised or aggregated so it no longer identifies the Customer, its users or callers, for security, analytics and service improvement.

13. Confidentiality

Each party must keep the other party's confidential information confidential, use it only to perform or exercise rights under the agreement, and disclose it only to personnel, advisers and suppliers who need it and are subject to appropriate confidentiality duties.

This does not apply to information that is public through no breach of the agreement, was lawfully known already, is independently developed without using the other party's confidential information, or must be disclosed by law. Where legally permitted, the receiving party will give reasonable notice before a compelled disclosure.

These confidentiality obligations continue for five years after termination; trade secrets remain protected for so long as they remain trade secrets.

14. Data protection

Each party must comply with the data-protection laws that apply to it. Where we process personal data on the Customer's behalf, Schedule 1 applies and forms part of these Terms.

The Customer is normally the controller of caller data and Ringar AI is the processor. We act as controller for our own account, billing, security and business-administration purposes as described in the Privacy Policy.

15. Availability, maintenance and changes to the service

We aim to provide the service reliably, but we do not guarantee uninterrupted or error-free availability. Calls and workflows may depend on telecommunications networks, internet connectivity, cloud infrastructure, AI providers and customer integrations outside our direct control.

We may maintain, update or change the service to improve functionality, security, reliability, legal compliance or supplier compatibility. We will take reasonable steps to avoid materially reducing paid core functionality during a current billing period without notice.

16. Warranties and disclaimers

We will provide the service with reasonable skill and care. Except as expressly stated in the agreement and to the fullest extent permitted by law, we do not give warranties that the service will be uninterrupted, error-free, meet every requirement, produce a particular business outcome, or that every AI-generated response, transcript, classification or action will be accurate.

The Customer remains responsible for deciding whether the service is suitable for a particular workflow and for independently checking outputs before relying on them where an error could materially affect a person or the Customer.

17. Customer indemnity for unlawful use

Subject to Clause 18, the Customer will indemnify us against third-party claims, losses and reasonable external legal costs, and any regulatory fine or penalty only to the extent it is lawfully recoverable from the Customer, to the extent they arise directly from:

(a) the Customer's unlawful use of the service, including unlawful or unsolicited marketing or spam calls;
(b) the Customer's failure to provide a caller notice, permission or consent that applicable law requires the Customer to provide or obtain;
(c) Customer Data, instructions or materials that the Customer had no lawful right to provide, use or instruct us to process, including material that infringes a third party's rights; or
(d) the Customer's deliberate use of the service in breach of the restrictions in Clause 6.

This indemnity does not apply to the extent the claim or loss was caused by our breach of the agreement, our negligence, our unlawful processing, or our processing outside the Customer's documented instructions. The indemnity is subject to the liability exclusions and cap in Clause 18 and does not create a separate or additional liability pot.

18. Liability

18.1 Nothing in the agreement limits or excludes either party's liability for: (a) death or personal injury caused by negligence; (b) fraud or fraudulent misrepresentation; or (c) any other liability that cannot lawfully be limited or excluded under applicable law.

18.2 Subject to Clause 18.1, neither party is liable to the other, whether in contract, tort (including negligence), breach of statutory duty or otherwise, for any loss of profit, revenue, anticipated savings, goodwill or business opportunity, or for any indirect, special or consequential loss.

18.3 General Liability Cap. Subject to Clauses 18.1 and 18.2, each party's total aggregate liability arising out of or in connection with the agreement, including liability arising under Schedule 1 (Data Processing) and the indemnity in Clause 17, shall not exceed 200% of the Annualised Fees.

18.4 Annualised Fees means the recurring subscription fees and any committed minimum usage charges that would be payable by the Customer for 12 months on the Customer's then-current plan immediately before the event giving rise to the claim, excluding VAT and one-off set-up or implementation charges. If an order form expressly agrees a different liability cap for an enterprise or other negotiated arrangement, that expressly agreed cap replaces this Clause 18.3 for that order.

18.5 The cap in Clause 18.3 is a single aggregate cap and is not cumulative with any indemnity, data-protection or other contractual claim. Neither party may recover more than once for the same loss. Regulatory fines or penalties imposed directly on a party remain that party's responsibility except to the extent applicable law permits recovery from the other party.

18.6 Nothing in this Clause 18 limits a data subject's statutory rights, a regulator's powers under data-protection law, or the Customer's obligation to pay fees properly due under the agreement.

19. Force majeure

Neither party is liable for delay or failure caused by events outside its reasonable control, other than an obligation to pay money already due. The affected party must take reasonable steps to reduce the impact and resume performance when reasonably possible.

20. Changes to these Terms

We may update these Terms for legal, security, operational or product reasons. If a change materially affects an existing Customer, we will give reasonable advance notice. If a material change is materially adverse to the Customer, the Customer may end the affected service before the change takes effect, unless the change is required by law or needed urgently for security.

21. General

Neither party may assign the agreement without the other party's consent, except that we may assign it as part of a genuine reorganisation, merger, acquisition or sale of substantially all of the relevant business, provided the assignee assumes our obligations.
The agreement is the entire agreement about the service and replaces earlier discussions or statements about the same subject, without excluding liability for fraud.
A delay in enforcing a right is not a waiver of that right.
If a provision is invalid or unenforceable, the rest of the agreement remains in effect and the affected provision is treated as modified only as far as necessary to make it enforceable.
No person other than a party to the agreement has a right to enforce it under the Contracts (Rights of Third Parties) Act 1999.
Formal notices under the agreement may be sent by email to the primary account/commercial contact or to hello@ringar.ai, unless an order form specifies another address.

22. Governing law and courts

The agreement is governed by the laws of England and Wales. The courts of England and Wales have exclusive jurisdiction, subject to any mandatory law that applies.

Schedule 1. Data Processing

This Schedule applies where Sylabs Ai Ltd processes personal data on behalf of the Customer and is intended to satisfy Article 28 of the UK GDPR. The Customer is the controller and Sylabs Ai Ltd is the processor for that processing.

1. Processing details

Subject matter: providing AI telephone answering and configured workflows, including call handling, transcription, summaries, outcomes, routing, bookings, callbacks, messages and connected actions.
Duration: for the term of the service and the limited period required to return/delete data and complete lawful backup cycles, unless law requires longer retention.
Nature and purpose: receive and process calls; convert speech to text; retrieve Customer information; generate responses; carry out Customer-configured actions; store call records; provide the dashboard and support.
Types of personal data: caller telephone number; name; contact details; call transcript; notes; summary; reason; outcome; booking/callback details; recognised-caller context supplied by the Customer; account-user details where relevant.
Data subjects: people who call or interact with the Customer, Customer personnel and authorised account users.
Special-category data: not intended as routine input. It may arise incidentally in caller conversations. Routine special-category use must be agreed and lawfully configured by the Customer.

2. Customer's rights and obligations as controller

The Customer determines the purposes of the processing and gives documented instructions to us.
The Customer is responsible for the lawfulness, fairness and transparency of its processing, including its lawful basis, privacy information and any required consent.
The Customer must ensure its instructions comply with applicable data-protection law and that Customer Data has been collected and supplied lawfully.
The Customer may give additional documented instructions that are consistent with the service and the agreement, request reasonable compliance information, exercise the audit rights below, and instruct us on return or deletion at the end of the service.

3. Our processor obligations

We process Customer Personal Data only on documented instructions from the Customer, including these Terms and the Customer's configuration, unless UK law requires otherwise.
If law requires processing outside the Customer's instructions, we will inform the Customer before processing unless the law prohibits us from doing so.
If we believe an instruction infringes applicable data-protection law, we will inform the Customer and may pause the affected processing while the parties resolve the issue.
We ensure people authorised to process Customer Personal Data are subject to confidentiality obligations.
We implement appropriate technical and organisational measures taking account of the nature of the processing, available technology, cost and risk.
We assist the Customer, taking account of the nature of processing and information available to us, with data-subject requests, security obligations, personal-data-breach obligations, DPIAs and prior consultation with the ICO where required.
We notify the Customer without undue delay after becoming aware of a personal-data breach affecting Customer Personal Data.
We make available information reasonably necessary to demonstrate compliance with this Schedule.

4. Security measures

Our measures are designed to provide a level of security appropriate to the risk and include, as appropriate: tenant isolation and access control; authentication and role controls; encryption in transit and at rest where provided by our infrastructure; least-privilege access; logging for security-relevant events; secure secret handling; vulnerability/dependency management; and procedures for incident response, backup and recovery.

Security measures may evolve as technology and risk change, provided the overall level of protection is not materially reduced.

5. Sub-processors

The Customer gives general written authorisation for us to use sub-processors needed to provide the service. The sub-processors that currently process Customer Personal Data are listed in our Privacy Policy under Service providers and sub-processors. They are:

Supabase, for database and authentication, hosted in London (eu-west-2), and Supabase's built-in email service for sign-up, confirmation and password-reset emails.
Resend, for notification and transactional emails sent from mail.ringar.ai.
Vercel, for web application hosting, in the London region.
Fly.io, for hosting our call-handling service, in the London region.
Twilio, for telephony, phone numbers, call routing and the carrier leg of calls, in the Dublin region.
xAI, for real-time AI voice on 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.
OpenAI, for AI features in the web app 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.
Companies House, for public register lookups during phone-number activation.
Customer-chosen integrations (calendars, CRM, spreadsheets, messaging), only when the Customer connects them.

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

We will give the Customer reasonable prior written notice of an intended material addition or replacement of a sub-processor that will process Customer Personal Data. The Customer may object on reasonable data-protection grounds within 14 days of notice. The parties will work in good faith to resolve the objection; if no reasonable alternative is available, either party may terminate the affected service.

We require each sub-processor to be bound by written data-protection terms that provide an equivalent level of protection for Customer Personal Data as the applicable Article 28 obligations in this Schedule. We remain responsible to the Customer for the performance of those obligations by our sub-processors.

6. International transfers

We will not make a restricted transfer of Customer Personal Data outside the UK except on the Customer's documented instructions (including this Schedule) and in accordance with applicable UK data-protection law. Where required, we will use an applicable adequacy regulation, the UK International Data Transfer Agreement, the UK Addendum to EU Standard Contractual Clauses, or another lawful mechanism, and complete any required transfer-risk assessment/data protection test.

7. Data-subject requests

If we receive a request from a data subject relating to Customer Personal Data, we will not respond on the Customer's behalf unless authorised or legally required. We will pass the request to the Customer and provide reasonable assistance, taking account of the nature of the processing.

8. DPIAs, regulatory consultation and compliance support

Taking account of the nature of processing and information available to us, we will provide reasonable assistance with a data-protection impact assessment, prior consultation with the ICO, and information the Customer reasonably needs to assess our processor compliance. Any unusually extensive assistance may be chargeable where permitted and agreed in advance.

9. Audit and inspection

On reasonable written notice, we will provide information reasonably necessary to demonstrate compliance with this Schedule and allow the Customer, or an independent auditor appointed by it, to conduct an audit or inspection relating to the processing covered by this Schedule.

To avoid unnecessary security and operational risk, audits should normally be no more than once in any 12-month period, during normal business hours, subject to confidentiality and without access to other customers' data. This frequency limit does not apply where a regulator requires an audit, following a relevant personal-data breach, or where the Customer has reasonable grounds to suspect a material breach of this Schedule.

10. Return and deletion at the end of the service

At the end of the processing services, and at the Customer's choice, we will return or delete Customer Personal Data, and delete existing copies, unless UK law requires continued storage. Deletion and export are handled on request rather than automatically: contact us at hello@ringar.ai. We do not delete call data automatically on a fixed schedule yet.

Data already exported or delivered into the Customer's own email, CRM, calendar, booking system or other destination is outside our control after delivery. Backup copies may remain for a limited period until overwritten through normal backup cycles and will remain protected and unavailable for ordinary use.

11. Records and regulatory co-operation

Each party remains responsible for its own direct obligations under applicable data-protection law. We will maintain records required of us as a processor and co-operate with the ICO or another competent authority where the law requires.

12. Order of precedence and liability

If this Schedule conflicts with the main Terms on the processing of Customer Personal Data, this Schedule prevails for that issue. Clause 18 applies to claims under this Schedule, including data-protection claims, unless an applicable order form expressly agrees a different enterprise liability cap or applicable law does not permit the relevant liability to be limited.