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 privacy@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, 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. When and with whom do we share your information?
4. Do we use cookies and other tracking technologies?
5. Do we offer artificial intelligence–based products?
6. How long do we keep your information?
7. How do we keep your information safe?
8. Do we collect information from minors?
9. What are your privacy rights?
10. Controls for Do-Not-Track features
11. Do United States residents have specific privacy rights?
12. Do we make updates to this notice?
13. How can you contact us about this notice?
14. 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 or dealer group 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, email, voicemails, and chat) may be recorded, transcribed, analyzed, and shared with authorized dealership 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 and dealer groups.

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 and dealer groups
• Ensure compliance with internal 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 or dealer group 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

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

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

In short: We share communication data only with authorized dealership users and the service providers who support our platform, for legitimate operational use.

We may share information with:

• Dealership management and dealer groups – to provide communication insights, lead tracking, and performance analytics.
• 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.

We do not share mobile phone numbers or text messaging opt-in data with third parties or affiliates for their marketing or promotional purposes.

Data we process for dealerships

When a dealership uses Ringlead, the dealership controls its customers' personal information and Ringlead processes it on the dealership's behalf, under our agreement with them. Requests about that information are forwarded to the dealership, and we help them respond.

4. Do we use cookies and other tracking technologies?

Yes. We use cookies and similar technologies to authenticate users, track platform usage, improve site performance, and measure the effectiveness of our advertising. The following third-party technologies are active on our website:

Meta (Facebook) Pixel. We use the Meta Pixel, a snippet of code provided by Meta Platforms, Inc., on our website. The Meta Pixel places a cookie on your browser that allows Meta to recognize you when you visit Facebook or Instagram. We use this to display Ringlead advertisements to people who have previously visited ringlead.ca and to measure the effectiveness of our ad campaigns by tracking whether users visited our website after clicking a Ringlead ad. We may also use Meta's Custom Audiences feature to show ads to groups of users based on website activity. The data collected by the Meta Pixel is processed by Meta according to Meta's Privacy Policy. You can opt out of interest-based advertising from Meta by adjusting your ad preferences at facebook.com/settings or by visiting aboutads.info/choices.

Google Analytics. We use Google Analytics to track and report website traffic. Google may use the collected data to contextualize and personalize ads in its own network. You can opt out by installing the Google Analytics opt-out browser add-on.

Microsoft Clarity. We use Microsoft Clarity to understand how visitors interact with our website through session recordings and heatmaps. For more information, visit Microsoft Clarity's terms.

5. 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. We do not use personal or communications data to train AI models, and our AI providers' business terms do not allow them to train on it.

6. How long do we keep your information?

We keep personal and communications data for as long as needed to provide the Services to the dealership, then delete it after the dealership's agreement ends. Some records are kept longer where needed for security, legal, or audit purposes. If deletion is requested or no longer necessary, recordings and transcripts are securely deleted or anonymized.

7. How do we keep your information safe?

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

• Role-based access controls and authentication
• Encryption in transit (TLS) and at rest (AES-256)
• Regular audits and logging of data access

Your information is hosted in the United States and may be accessed by our staff in Canada to support the Services.

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

8. 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.

9. 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 privacy@ringlead.ca or via a data subject access request.

10. 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.

11. 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 privacy@ringlead.ca and will be verified before processing.

12. 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 current version is always the one published on this page.

13. How can you contact us about this notice?

Contact our Privacy Officer at privacy@ringlead.ca.

14. 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 privacy@ringlead.ca. Requests will be processed in accordance with applicable law and contractual obligations.