Ring Leader Privacy Policy

Effective date: October 3, 2026
Last updated: October 3, 2026

1. About This Policy

This Privacy Policy explains how Ring Leader ("Ring Leader," "we," "us," or "our") collects, uses and discloses personal information through our website at ringleaderai.com and our call-handling service (the "Service").

Ring Leader is a real-estate front desk: an AI-powered inbound call-handling system for real estate teams, small brokerages and solo agents. Depending on how a customer sets it up, the Service can:

answer calls the customer can't take;
talk with callers and ask qualification questions where appropriate;
capture messages;
create call summaries and text transcripts; and
offer live transfers to the customer's team using Solo, Round Robin or Ring-All routing.

This Policy covers:

Customers and Authorized Users: real estate professionals, teams and brokerages that use the Service, and the team members they allow to use it.
Callers: people who call a phone line that uses the Service.
Website visitors and prospects.

Customers are also bound by our Terms of Service. Capitalized terms such as Caller, Caller Information and Authorized User have the meanings given in the Terms.

If you are a Caller

When you call a real estate professional whose line uses Ring Leader, we handle the call on that professional's behalf. The professional decides how their line is configured and what they do with the information afterward. Questions about how a real estate professional uses your information should go to them directly. You can also contact us, and we'll help where we can.

2. Information We Collect

From customers and Authorized Users

Contact and account information, such as name, business or brokerage name, email address and phone number
Configuration information, such as greetings, caller-handling instructions, policies you share with us, routing settings, and the names and phone numbers of team members eligible to receive calls
Billing information, handled as described in Section 8
Communications with us, such as onboarding conversations, support requests and feedback

From Callers (Caller Information)

The Caller's phone number and call details, such as a call identifier, AI handling duration and transfer result
What the Caller says during the conversation, as captured in text. This can include their name, why they're calling, a property or address, a timeframe and how they'd like to be contacted.
Information Callers choose to volunteer. Callers sometimes share details nobody asked for, such as information about their finances, family or health. Anything they say may appear in transcripts and summaries.

From website visitors

Information you submit through forms, such as contact or demo requests and partner program applications
Device and usage information collected automatically, such as IP address, browser type, pages viewed and referring pages

3. How We Use Information

We use personal information to:

provide the Service: answer and handle calls, create summaries and transcripts, deliver post-call information to customers, and offer live transfer opportunities;
set up, configure and support customer accounts;
process payments and manage subscriptions;
send service-related communications;
send marketing communications, subject to your choices in Section 10;
monitor, troubleshoot and protect the Service, and prevent misuse;
comply with law and enforce our Terms.

Caller Information. We use Caller Information to provide, maintain and support the Service for the customer whose line was called, and to comply with law. Any additional uses of Caller Information will be described in this Policy as they are verified.

4. How Calls Are Processed

During the call. Ring Leader's AI talks with the Caller using third-party voice infrastructure, speech and AI model providers.

Live transfers. When a transfer may be appropriate, Ring Leader privately shares context about the Caller with the customer's eligible Authorized Users. With Ring-All routing, only the team member who accepts and is authorized receives the full private briefing.

After the call. Ring Leader uses the text of the conversation to create post-call information. The transcript and related call details are sent to an AI model provider for analysis. Those details can include the Caller's phone number, a call identifier, the transfer result and the AI handling duration.

Delivery to the customer. Transcripts, summaries and caller details reach the customer through the workflow and customer-relationship platform Ring Leader uses for notifications. Summaries and transcripts may also be added to contact records in that platform, subject to length limits.

AI limitations. AI can mishear Callers or summarize a conversation incorrectly. Post-call information may contain errors.

5. Transcripts and Summaries

Ring Leader can create call summaries and text transcripts as part of its post-call workflow. Both can contain personal information, so treat summaries as personal information too.

Transcripts, structured transcripts, session reports and post-call data are stored in Ring Leader's cloud database.

6. Audio Recording

Ring Leader's production audio-recording practices are currently being reviewed and confirmed. Once they're verified, we'll update this Policy to describe them.

Customers are responsible for giving Callers any notices required by the laws that apply to them, including laws on call recording and AI disclosure, as described in our Terms of Service.

7. How We Disclose Information

We disclose personal information as follows:

To customers and their Authorized Users. Caller Information goes to the customer whose line was called, and to that customer's team members according to its configuration.
To service providers. These are companies that help us operate the Service and our business, including telecommunications and voice infrastructure providers, AI model and speech providers, cloud hosting and database providers, workflow, CRM and notification platforms, payment processors, and website hosting and analytics providers. They process information to perform services for Ring Leader.
For legal reasons. We may disclose information when required by law, or to protect the rights, safety or property of Ring Leader, our customers or others.
In a business transfer. Information may be transferred as part of a merger, acquisition, financing or sale of assets.
With consent. We may share information when you direct us to.

8. Payment Information

Payments are processed by a third-party payment processor. The processor collects and handles payment card details under its own privacy terms. We may receive limited information such as billing contact details and transaction records.

9. Website Cookies and Analytics

Our website may use cookies and similar technologies, including analytics tools, to run the site and understand how visitors use it. You can manage or delete cookies in your browser settings. We don't currently respond to browser Do Not Track signals.

10. Marketing Communications and Text Messages

Marketing emails. You can unsubscribe at any time using the link in our emails. We may still send service-related messages.

Text messages. If you give us your mobile number and agree to receive texts, we may send service-related messages and, where you've agreed, marketing messages.

Message frequency varies.
Message and data rates may apply.
Reply STOP to opt out or HELP for help.

We don't share mobile opt-in data or consent with third parties for their marketing purposes. Service providers that help us send messages may process that data on our behalf.

11. Data Retention

Ring Leader retains personal information, including call records, transcripts and summaries, as part of operating and supporting the Service and meeting applicable business and legal obligations. Specific retention and deletion periods are still being defined and will be added to this Policy once they are verified.

12. Data Security

No method of transmitting or storing information is completely secure, and Ring Leader cannot guarantee absolute security. Customers should limit access to post-call information, which may contain personal information.

13. Your Privacy Rights

Depending on where you live, you may have rights to:

know whether we process your personal information and access it;
correct inaccurate information;
delete your information;
get a copy of your information;
opt out of targeted advertising, sale of personal information or certain profiling.

To make a request, contact us using the details in Section 16. We'll verify your identity before acting on a request. An authorized agent may submit a request on your behalf with proof of authorization. If we decline your request, you may appeal by contacting us, and we'll explain our decision in writing.

If your request concerns Caller Information we handle for a real estate professional, we may refer you to that professional or work with them to respond. We respond to requests as required by applicable law.

14. Children

The Service is for businesses and isn't directed to children. We don't knowingly collect personal information from children under 13. If we learn we have, we'll take appropriate steps to delete it.

15. Changes to This Policy

We may update this Policy. The "Last updated" date shows when it last changed. For material changes, we'll take reasonable steps to notify customers, such as by email or through the Service.

16. Contact

For privacy questions or requests, contact Ring Leader using the contact information available at https://ringleaderai.com/.