Privacy Policy

Questions or concerns?

Reading this Privacy Notice will help you understand your privacy rights and choices. If you do not agree with our policies and practices, please do not use our Services. You can contact us anytime at info@ringlead.ca.

Summary of key points

This summary highlights the key points from our Privacy Notice. For more details, review each section below.

• We collect information you provide directly, and information automatically generated during use of our platform (such as calls, transcriptions, and communication analytics).
• Calls, voicemails, messages, and other communications may be recorded and transcribed as part of our core service functionality.
• We share communication data only with authorized dealership users, dealer groups, OEMs, and service providers who support our platform.
• You may have rights to access, update, delete, or restrict processing of your data.

Table of contents

1. What information do we collect?
2. How do we process your information?
3. What legal bases do we rely on to process your information?
4. When and with whom do we share your information?
5. Do we use cookies and other tracking technologies?
6. Do we offer artificial intelligence–based products?
7. How long do we keep your information?
8. How do we keep your information safe?
9. Do we collect information from minors?
10. What are your privacy rights?
11. Controls for Do-Not-Track features
12. Do United States residents have specific privacy rights?
13. Do we make updates to this notice?
14. How can you contact us about this notice?
15. How can you review, update, or delete the data we collect from you?

1. What information do we collect?

Personal information you provide to us

In short: We collect personal and communications information that you provide or that is generated through your use of our Services.

We collect personal information that you voluntarily provide, as well as data automatically created during the use of our communications platform. The information we collect depends on the context of your interactions, the dealership or organization you are associated with, and the features you use. This may include:

• Names and contact details
• Phone numbers, email addresses, and job titles
• Usernames, passwords, and authentication data
• Call metadata (call duration, timestamps, participants, and outcome data)
• Audio recordings and transcriptions of calls made or received through the platform
• Message content, chat logs, and other communications between users and customers
• Lead, CRM, and customer data generated through communications
• Dealership, dealer group, or OEM affiliation
• Contact preferences and communication settings

Communications data

Because Ringlead Automotive is a communications-first platform, all inbound and outbound communications (including phone calls, SMS, voicemails, and chat) may be recorded, transcribed, analyzed, and shared with authorized dealership and OEM users. This processing is an essential part of the platform’s functionality, enabling real-time visibility, reporting, and training.

2. How do we process your information?

In short: We process your information to operate our communications platform, deliver analytics, and provide visibility to dealerships, dealer groups, and OEMs.

We process your personal and communications data to:

• Facilitate account creation, authentication, and user management
• Enable, record, and transcribe communications between customers and dealership staff
• Generate conversation summaries, sentiment analysis, and lead follow-up reports
• Provide performance dashboards for dealership management, dealer groups, and OEMs
• Ensure compliance with internal, OEM, or regulatory communication standards
• Provide quality assurance, training, and coaching insights based on communication analytics
• Improve call routing, voice quality, and system usability
• Detect and prevent fraud or system misuse
• Comply with legal obligations and respond to lawful requests

Call recording and transcription

All calls made or received through our Services may be recorded and automatically transcribed. These recordings and transcripts are stored securely and accessible only to authorized dealership, dealer group, or OEM users for legitimate operational purposes. We use these recordings to:

• Analyze and improve customer communication quality
• Support dealership performance management
• Train and coach sales and service staff
• Measure response speed and lead-handling effectiveness
• Generate AI-powered analytics and compliance summaries

3. What legal bases do we rely on to process your information?

We process your information only when we have a valid legal reason to do so. This may include:

• Your consent (e.g., when using our platform or contacting a dealership using our systems)
• Contractual necessity (to provide Services to dealerships and their employees)
• Legitimate interests (operational efficiency, analytics, and service improvement)
• Legal obligations (record retention, audit, or regulatory compliance)

Where required by law, we will obtain explicit consent for call recording or transcription.

4. When and with whom do we share your information?

In short: We share communication data only with authorized dealership and OEM partners for legitimate operational use.

We may share information with:

• Dealership management and dealer groups – to provide communication insights, lead tracking, and performance analytics.
• OEM partners – for compliance reporting and program visibility.
• Third-party processors and vendors – including call routing, AI transcription, cloud storage, and CRM integration partners (e.g., Twilio, OpenAI) under contractual agreements.
• Legal or regulatory authorities – if required to comply with laws or respond to valid legal requests.

We do not sell personal or communication data. All sharing is limited to business and compliance purposes.

5. Do we use cookies and other tracking technologies?

Yes. We use cookies and similar technologies to authenticate users, track platform usage, and improve site performance. For details on cookie usage and preferences, refer to our Cookie Notice.

6. Do we offer artificial intelligence–based products?

In short: Yes, certain Services include AI-powered transcription, analytics, and coaching tools. We use third-party AI providers (e.g., OpenAI) to transcribe and analyze communications. These providers process your input, output, and metadata only as needed to deliver the requested functionality. All AI processing is governed by data protection agreements and strict confidentiality obligations.

7. How long do we keep your information?

We retain communications and related data for as long as required to fulfill dealership or OEM contracts, comply with legal requirements, or resolve disputes. If deletion is requested or no longer necessary, recordings and transcripts are securely deleted or anonymized.

8. How do we keep your information safe?

We employ technical and organizational security measures to protect all stored and transmitted data, including:

• End-to-end encryption for call recordings and transcripts
• Role-based access controls and authentication
• Encrypted data storage and transmission
• Regular audits and logging of data access

While no system can be guaranteed 100% secure, we continuously improve our safeguards against unauthorized access, misuse, or data loss.

9. Do we collect information from minors?

No. Our Services are not directed toward or intended for use by individuals under 18 years of age. If we learn that we have collected information from a minor without consent, we will promptly delete it.

10. What are your privacy rights?

Depending on your jurisdiction, you may have the right to access, correct, delete, restrict, or transfer your personal information, and to withdraw consent where applicable. Requests may be submitted to info@ringlead.ca or via a data subject access request.

11. Controls for Do-Not-Track features

We do not currently respond to Do-Not-Track (DNT) browser signals due to the lack of an established standard. If that changes, this policy will be updated accordingly.

12. Do United States residents have specific privacy rights?

Residents of California and other U.S. states with privacy laws (such as Colorado, Virginia, Utah, Texas, and others) may have rights to:

• Access personal data
• Request deletion
• Correct inaccuracies
• Opt out of data sharing for advertising
• Receive a copy of stored information

Requests can be made at info@ringlead.ca and will be verified before processing.

13. Do we make updates to this notice?

In short: Yes. We will update this Privacy Notice as necessary to remain compliant with evolving laws. The latest version will always include the updated “Last Updated” date at the top of this page.

14. How can you contact us about this notice?

15. How can you review, update, or delete the data we collect from you?

To review, update, or delete your personal or communication data (including call recordings and transcripts), please submit a data subject access request or email info@ringlead.ca. Requests will be processed in accordance with applicable law and contractual obligations.