Legal

Privacy Policy

Last updated: September 23, 2026

1. Who we are

RingCasa is a cloud business phone service operated by SDG360 [legal form and address to be completed], in Québec (“RingCasa”, “we”). This policy explains how we collect, use, disclose, retain and protect personal information, in accordance with Québec’s Act respecting the protection of personal information in the private sector (as amended by Law 25) and the Personal Information Protection and Electronic Documents Act (PIPEDA).

2. Person in charge of the protection of personal information

The person in charge of the protection of personal information at RingCasa is [name and title to be completed]. For questions, access requests or complaints: [email protected], with the subject “Privacy”.

3. Our two roles

For our customers and their users (accounts, billing, support), RingCasa is responsible for the personal information it collects.
For the content of our customers’ communications (calls, recordings, voicemails, texts and contacts of their own clients), we act on behalf of the customer business, which remains responsible for that information. If you are a client of a business that uses RingCasa, please contact that business first; we will help it respond.

4. Information we collect

Account: name, email address, business name and country, language, password (stored as a one-way hash), role and preferences.
Billing: plan, payment history and billing address. Card numbers are handled directly by our payment provider; we do not store them.
Communications: calling and called numbers, date, duration and outcome of calls; call recordings (if turned on); voicemails and their transcripts; texts and images (SMS/MMS); notes and summaries.
Contacts: the names, numbers, categories and notes users add.
Texting registration: the business and representative details carriers require for texting registration (for example A2P 10DLC).
Technical data: IP address, browser or device type, sign-in and error logs, device tokens for app notifications.

We do not sell personal information and we do not use it for advertising.

5. Purposes and consent

We use this information to: provide the Service (route calls and texts, show history, transcribe voicemail); create and manage accounts; bill; keep the Service secure and prevent fraud and abuse; provide support; meet our legal obligations; and improve the Service using usage statistics. We collect only what is needed for these purposes. By using the Service you consent to these uses; you may withdraw consent, subject to the consequences for the Service (for example closing the account).

We share information only with providers that help us deliver the Service, who are contractually bound to protect it and to use it only to serve us:

Twilio — telephony, texting, phone numbers;
Stripe — payments and billing;
Mailgun — transactional email;
Google Firebase — mobile app notifications;
OpenAI and Anthropic — voicemail transcription and call summaries, when those features are used;
our cloud hosting provider and our content delivery network (CDN).

We may also disclose information where the law requires it (for example under a court order) or as part of a business transaction (merger, sale), subject to confidentiality agreements.

7. Transfers outside Québec

Some of our providers process or store information outside Québec, including elsewhere in Canada and in the United States. Before such a transfer, we assess whether the information will receive adequate protection, taking into account its sensitivity, the purpose of its use and the contractual and technical safeguards in place. Information processed abroad may be accessible to that country’s authorities under its laws.

8. Retention and destruction

We keep information as long as needed for the purposes described or as required by law. Recordings, voicemails and texts are kept while the account is active, according to the retention settings chosen by the customer business. When an account is closed, data is deleted or anonymized within a reasonable time, except what we must keep for legal reasons (for example tax records); backups are erased on their normal cycle.

9. Security and confidentiality incidents

We protect information with reasonable safeguards: encrypted connections (HTTPS/TLS), encryption at rest of sensitive credentials, hashed passwords, role-based access and logging of important actions. No system is infallible: we keep a register of confidentiality incidents and, when an incident presents a risk of serious injury, we promptly notify the Commission d’accès à l’information du Québec, the Office of the Privacy Commissioner of Canada where required, and the people concerned.

10. Cookies and website

The app uses strictly necessary cookies (session and cross-site request forgery protection). The ringcasa.com website uses no advertising cookies or tracking tools; it only keeps your language, theme and currency preferences in your browser. The website’s fonts are loaded from Google Fonts, which sends your IP address to Google.

11. Your rights

Subject to the exceptions provided by law, you may:

ask to access the personal information we hold about you and get a copy, including in a structured, commonly used technological format;
ask for it to be corrected if it is inaccurate, incomplete or ambiguous;
withdraw your consent or ask for your information to be deleted;
be informed of the information used to make a decision based exclusively on automated processing, if any;
file a complaint with us and, if you are not satisfied, with the Commission d’accès à l’information du Québec or the Office of the Privacy Commissioner of Canada.

We answer requests in writing within 30 days. We may ask you to confirm your identity.

12. Information about children

The Service is for businesses and is not intended for children. Some customer businesses (for example daycares) may record information about children in their contacts; they remain responsible for that information and must limit it to what is necessary. We process it on their behalf, with the same safeguards.

13. Changes

We may update this policy. For a material change, we will notify our customers by email or in the app before it takes effect. The date of the last update appears at the top of the page.