Privacy notice

Ringbridge provides call handling, booking and related services for trades, garages and field-service businesses.

Last updated 24 September 2026

This notice explains how we handle personal information when you:

visit the Ringbridge website;
contact us about Ringbridge;
become a Ringbridge customer or business contact; or
speak to Ringbridge when it is answering a call on behalf of one of our customers.

We have written this notice to explain what happens to your information without requiring you to understand the technology behind the service.

1. Who we are

Ringbridge is a trading style of Elevyn Technology Group Limited, a company registered in England and Wales.

Registered office:

167–169 Great Portland Street
London
W1W 5PF
United Kingdom

Email: hello@ringbridge.co.uk

ICO registration: ZC078522

For personal information we collect for our own business purposes — for example through this website, sales enquiries, customer administration and security — Elevyn Technology Group Limited is the data controller.

When Ringbridge answers calls on behalf of one of our customers, the customer will normally be the data controller and Ringbridge acts as its data processor. This is explained further below.

2. Information we collect

The information we collect depends on how you interact with us.

Website visitors and enquiries

If you contact us through the website, by email or directly, we may collect:

your name;
business or organisation name;
email address;
telephone number;
type of business;
approximate call volumes;
information you include in your enquiry;
correspondence between you and Ringbridge.

We may also receive basic technical information needed to operate and secure the website, such as:

IP address;
browser and device information;
requested pages;
timestamps;
security and error logs.

Our website does not use advertising cookies. If you accept analytics, we use Microsoft Clarity to understand how the website is used. Please see our separate Cookies page for current details.

Ringbridge customers and business contacts

If you use or consider using Ringbridge, we may also process:

business contact information;
account and billing information;
service configuration;
authorised users;
support requests;
contracts and commercial correspondence;
integration and configuration information;
records relating to the delivery and administration of the service.

Calls handled by Ringbridge

When Ringbridge answers a call for one of our customers, the information processed may include:

the caller's telephone number;
call date, time and duration;
an audio recording of the call, where recording is enabled;
a transcript of the conversation;
the caller's name and contact details;
address, postcode or service location;
information about the reason for the call;
vehicle registration or vehicle details where relevant;
job, repair, service or booking information;
appointment preferences and availability;
messages or instructions given by the caller;
information Ringbridge extracts or structures from the conversation;
actions taken during or following the call;
booking, transfer, callback or escalation outcomes;
quality and service-review information relating to how the call was handled.

The exact information collected is determined by the business you are calling and how its Ringbridge service has been configured.

Ringbridge is designed to collect information that is relevant to the enquiry rather than information that is unnecessary for the job.

3. Information you provide during a call

Please avoid giving Ringbridge information that is not relevant to your enquiry.

Depending on the nature of a call, a caller may occasionally provide sensitive personal information, for example information concerning health, disability or vulnerability.

Ringbridge does not seek this type of information unless it is genuinely needed for a workflow authorised by the business using the service.

Where sensitive information is processed, the business using Ringbridge is responsible for ensuring that it has an appropriate lawful basis and, where required, an additional condition under data protection law.

Ringbridge processes that information in accordance with the customer's instructions and the safeguards applying to the service.

4. How we use personal information

Where Ringbridge acts as a controller, we may use personal information to:

respond to enquiries;
provide information about Ringbridge;
take steps towards entering into a contract;
provide and administer our services;
manage customer accounts;
provide support;
issue and manage invoices and payments;
operate and secure our website and systems;
investigate technical problems, misuse or security incidents;
comply with legal, accounting and regulatory obligations;
understand how our website and service are being used;
improve our service using information that has been appropriately aggregated or anonymised.

We do not sell personal information.

Submitting an enquiry does not automatically add you to a marketing mailing list.

5. Our lawful bases

Where Ringbridge acts as the controller, the lawful basis depends on what we are doing.

Enquiries and sales conversations

We normally rely on our legitimate interests in responding to people who contact us and explaining our services.

Where you are asking us to take steps towards providing Ringbridge to you, processing may also be necessary before entering into a contract.

Providing Ringbridge to customers

We process customer and account information where necessary to perform our contract with the customer.

Legal and financial records

We process information where necessary to comply with legal obligations, including accounting and tax requirements.

Security, fraud prevention and service reliability

We rely on our legitimate interests in protecting Ringbridge, our customers, our systems and other users.

Marketing

Where we send direct marketing, we will do so only where permitted by applicable law. Where consent is required, we will obtain it.

You can opt out of marketing communications at any time.

Calls handled for Ringbridge customers

When Ringbridge processes calls on behalf of a customer, it is normally the customer — not Ringbridge — that determines the lawful basis for collecting and using the caller's personal information.

Ringbridge processes that information on the customer's documented instructions.

6. Calls answered by Ringbridge

If you call a business that uses Ringbridge, that business remains responsible for deciding:

why your information is collected;
what information needs to be collected;
what Ringbridge is allowed to do with it;
how long it should be retained;
who it may be shared with;
the lawful basis for processing it.

The business's own privacy notice therefore applies to the underlying customer relationship.

Ringbridge provides the technology and service used to handle the call on that business's behalf.

If you have a privacy question about a particular call, the business you called will normally be the best first point of contact.

We will assist our customer with responding to privacy requests where required.

7. Recording and transcription

Where enabled for a customer's service, calls handled by Ringbridge may be recorded and transcribed.

Recording and transcription may be used to:

create an accurate record of the enquiry;
produce a call summary;
capture job or booking information;
support follow-up actions;
investigate a complaint or disputed interaction;
monitor the quality and accuracy of the service;
identify areas where that customer's Ringbridge configuration could be improved.

Businesses using Ringbridge should make callers aware when recording or transcription is taking place and provide appropriate privacy information.

Ringbridge supports customers in configuring an appropriate introduction or notice at the beginning of the call.

8. Artificial intelligence and automated processing

Ringbridge uses automated and artificial-intelligence systems to conduct conversations and understand what callers are asking for.

Depending on the customer's configuration, Ringbridge may automatically:

identify the type of enquiry;
extract relevant details from a conversation;
check business rules;
check coverage or availability;
answer approved questions;
offer an available appointment;
create a booking;
send a confirmation;
route or transfer a call;
create a callback or message;
classify the outcome of the call.

These actions take place within the rules and permissions configured for the business using Ringbridge.

Ringbridge's standard service is not intended to make solely automated decisions about individuals that produce legal or similarly significant effects.

Where Ringbridge should not make a decision, the service can be configured to take details, create a callback or refer the matter to a person.

9. Quality checking and improving a customer's Ringbridge

Quality checking is part of the Ringbridge service.

Completed calls may be reviewed automatically and, where appropriate, by authorised people to identify matters such as:

an enquiry that was misunderstood;
a question that was not covered;
missing business information;
an incorrect or incomplete workflow;
an unnecessary handover;
a situation that needs a new rule;
another opportunity to improve how future calls are handled.

This information may be used to improve the Ringbridge configuration for the customer whose calls produced that information.

Changes may be tested against previous call scenarios before being introduced into the live service.

Ringbridge does not allow an agent to rewrite a customer's business rules by itself simply because of a single call.

Where information is used for broader statistical, analytical or product-improvement purposes, we aim to use aggregated or anonymised information that no longer identifies callers.

10. Sharing personal information

We use carefully selected service providers to help operate Ringbridge.

Depending on the service being provided, these may include providers of:

cloud hosting and data storage;
telephony;
speech and voice processing;
artificial-intelligence processing;
database and infrastructure services;
email and messaging;
security and monitoring;
payment and accounting services;
calendar, booking and business-system integrations;
customer support and communications.

Where these organisations process personal information for us or our customers, appropriate contractual and data-protection requirements apply.

We may also disclose information:

to professional advisers such as accountants or lawyers;
where required by law, regulation or court order;
where necessary to protect our legal rights or the security of the service;
in connection with a corporate restructuring, acquisition or sale, subject to appropriate confidentiality and data-protection safeguards.

We do not sell caller or customer information to advertisers or data brokers.

11. Customer integrations

A customer may choose to connect Ringbridge to another system, such as a calendar, booking system, job-management platform or other business software.

Where an integration is enabled, Ringbridge may exchange information with that system where required to carry out the customer's authorised workflow.

For example, this may include:

checking appointment availability;
creating or updating a booking;
creating a customer or job record;
sending caller details;
recording a call outcome.

The customer decides which integrations are enabled and remains responsible for its use of information within those systems.

12. International transfers

Some of the organisations used to provide Ringbridge may process or make personal information accessible outside the United Kingdom.

Where UK data-protection rules on international transfers apply, we use an appropriate transfer mechanism.

Depending on the destination and provider, this may include:

UK adequacy regulations;
the UK International Data Transfer Agreement;
the UK Addendum to approved standard contractual clauses; or
another legally recognised safeguard.

We also assess our service providers and the protections applying to personal information where appropriate.

13. How long we keep information

We do not keep personal information indefinitely simply because we might find it useful later.

Website and sales enquiries

We normally retain ordinary enquiries for up to 24 months after our last meaningful contact, unless there is a reason to retain them for longer, for example because a commercial relationship begins or a legal issue arises.

Customer, contractual and financial information

Information required for customer administration, accounting, tax, legal claims and contractual records may normally be retained for up to six years after the relevant relationship or transaction, where appropriate.

Call information

Where Ringbridge processes call recordings, transcripts, captured details and outcomes on behalf of a customer, the retention period is determined by the customer's requirements and the agreement governing the Ringbridge service.

At the end of the applicable retention period, information is deleted, anonymised or allowed to expire through controlled retention processes unless it must be retained for legal reasons.

Technical and security information

Operational and security logs are retained only for as long as reasonably necessary for system security, reliability, troubleshooting and investigation.

Backups may retain deleted information for a limited additional period before it is overwritten through the normal backup cycle.

14. Security

We use appropriate technical and organisational measures intended to protect personal information against:

unauthorised access;
accidental loss;
alteration;
inappropriate disclosure;
destruction or misuse.

Measures may include access controls, encryption, logging, restricted administrative access, supplier controls and secure development and operational practices.

No internet-based service can guarantee absolute security, but we design and operate Ringbridge with the protection of customer and caller information as an important requirement.

15. Your data-protection rights

Depending on the circumstances, UK data-protection law may give you the right to:

ask for access to your personal information;
ask us to correct inaccurate information;
ask for information to be deleted;
ask us to restrict how information is used;
object to certain processing;
receive certain information in a portable format;
withdraw consent where processing is based on consent;
raise concerns about automated processing;
complain to the Information Commissioner's Office.

These rights are not absolute and may depend on the circumstances and lawful basis involved.

If your request concerns the Ringbridge website or your relationship with Ringbridge

hello@ringbridge.co.uk

We will normally respond to valid requests within one month.

If your request concerns a call Ringbridge handled for another business

Please contact the business you called first, because it will normally be the controller responsible for that information.

Ringbridge will assist that business with responding where required.

16. Children

Ringbridge is designed as a business communications service and is not directed at children.

A caller may nevertheless be under 18. Where this occurs, their information is handled in accordance with the instructions and privacy responsibilities of the business they called.

Customers whose services are likely to involve children should ensure that their Ringbridge configuration, privacy information and data-protection arrangements are appropriate for that use.

17. Marketing

We do not add someone to a general marketing list simply because they contacted Ringbridge.

If you separately choose to receive marketing from us, or we are otherwise permitted to contact you under applicable law, you can ask us to stop at any time.

Service messages relating to an existing account, support request, booking or contract are not marketing communications.

18. Cookies and website analytics

The Ringbridge website does not use advertising cookies.

We may collect limited usage information to understand whether features such as demo calls or contact buttons are being used.

If you accept analytics, we also use Microsoft Clarity, which records how pages are used (for example clicks, scrolling and mouse movement) using pseudonymous identifiers. Clarity is only loaded with your consent, and you can withdraw it at any time using Cookie settings at the foot of each page.

This information does not include the contents of contact forms, demo call transcripts or customer calls.

Live demo calls on the website are processed and recorded by our voice provider, ElevenLabs, and kept for up to 90 days. Please use made-up details on a demo call.

Full details of the cookies and similar technologies we use, and how consent works, are on our Cookies page.

19. Changes to this notice

Ringbridge will continue to develop, so we may update this privacy notice when:

our service changes;
we add new types of processing;
our suppliers or data flows materially change;
legal requirements change.

The latest version will always show the date it was updated.

Where a change materially affects how we use personal information, we will provide additional notice where appropriate.

20. Contact us

Questions about this notice or Ringbridge's use of personal information can be sent to:

Ringbridge
Elevyn Technology Group Limited
167–169 Great Portland Street
London
W1W 5PF
United Kingdom

Email: hello@ringbridge.co.uk