Privacy policy

Last updated 24 October 2026

RingSmith answers calls for small businesses. This policy explains what we collect about the businesses that use it and about the people who call them, why, and what you can do about it.

1. Who we are

RingSmith is provided by HoyCall Ltd, a company registered in England and Wales with company number [company number], whose registered office is at [registered office address]. In this policy “we” and “us” mean HoyCall Ltd.

For questions about your data, email [email protected].

[EU representative under Article 27 of the EU GDPR, once appointed: name and contact details]

2. Your data and your callers’ data

RingSmith handles two kinds of personal data, and our role is different for each.

• About you, the business owner and anyone you add to your account: we decide how it is used, so we are the controller.
• About the people who call your business: we answer and record those calls for you, on your instructions, so your business is the controller and we are your processor. Our terms set out how we process it for you.

If you called a business that uses RingSmith and have a question about your data, please contact that business. If you can’t reach them, email us and we’ll pass your request on and help them answer it.

3. What we collect about you

• Account details: your name, email address and the account you sign in with (Google, Microsoft or Apple).
• Your mobile number, which we confirm with a text message code, and the network and type of plan you tell us about.
• Your business: its name, address, phone number, website, opening hours and what it does. You type some of this in; we fill in the rest from your Google Maps listing and your website when you ask us to.
• How you want calls handled: the greeting and voice, the questions to ask, where you work, prices information, booking rules and the numbers you’ve blocked.
• Your calendar, if you connect Google Calendar or Outlook: we check when you’re busy and add the bookings RingSmith makes. We don’t read the content of your other events.
• Alerts: your device’s notification token and, if you turn on WhatsApp alerts, the number to send them to.
• Your subscription: which plan you’re on and whether it’s active. Apple or Google take the payment; we never see your card details.
• Test calls: whether the divert test passed, with your network and plan, so we can tell other owners which networks work.
• Usage statistics and crash reports from the app: which screens were used, how far through set-up people get, and what went wrong when the app crashed, with your device model and system version. You can turn both off in the app under Settings, Privacy.
• What you send us when you email support.

4. What we handle about callers

When RingSmith answers a call for your business, it handles:

• the caller’s phone number and the time and length of the call;
• a transcript of the conversation and a summary of it;
• anything the caller chooses to tell us, such as their name, address and what they need;
• any booking made, and any messages sent to the caller by text or WhatsApp at your business’s request;
• a recording of the call, only if your business has turned recording on. Callers then hear that calls are recorded before the greeting.

RingSmith also keeps a list of numbers that businesses have blocked or marked as spam, so those callers aren’t answered.

5. Why we use it

We don’t sell personal data, we don’t use it for advertising, and we don’t use your calls to train artificial intelligence models.

6. Who we share it with

We use other companies to run parts of RingSmith. They may use the data only to provide their service to us.

We may also share data when the law requires it, to protect people’s safety, or with a buyer if our business or RingSmith is sold, who would have to keep to this policy.

7. Data outside the UK

Some of these companies store or handle data in the United States and elsewhere. When data leaves the UK or the European Economic Area, we make sure it stays protected: the destination is covered by an adequacy decision (such as the UK Extension to the EU–US Data Privacy Framework), or we use the standard contract clauses approved by the UK and EU authorities.

8. How long we keep it

• Your account and settings: for as long as you have an account.
• Calls, transcripts and recordings: until you delete the call or your account. When you delete your account, they are deleted straight away.
• Subscription records: for six years after the subscription ends, as tax law requires.
• Server logs and security records: up to [12 months].
• Backups: deleted data drops out of our backups within [35 days].
• Usage statistics and crash reports: up to 14 months for statistics and 90 days for crash reports.
• Network test results are kept without your name or number once your account is deleted.

After you leave, your RingSmith number plays a message saying the business no longer uses it, and is later released. We keep a record of the calls it receives in that time to know when it can safely be released.

9. Your rights

You have the right to:

• get a copy of the personal data we hold about you;
• have it corrected if it’s wrong;
• have it deleted. You can delete your account yourself in the app, under Settings;
• ask us to limit how we use it, or object to us using it on the basis of our legitimate interests;
• receive the data you gave us in a format you can take elsewhere;
• withdraw your consent, where we rely on it.

To use any of these, email [email protected]. We reply within one month.

If you’re unhappy with how we’ve handled your data, please tell us first. You can also complain to the Information Commissioner’s Office at ico.org.uk, or to the data protection authority in the country where you live.

10. Security and children

Data is encrypted when it travels between the app and our servers. Access to calls and recordings needs your signed-in account, and recordings are only available through short-lived links. Only staff who need access to help you or keep RingSmith running have it.

RingSmith is for businesses. It isn’t meant for anyone under 18, and we don’t knowingly collect their data as account holders.

11. Changes and contact

If we make changes that matter, we’ll tell you in the app or by email before they take effect. The date at the top shows when this policy last changed.