Privacy Policy

01What this policy covers

This policy explains how we handle personal information when you:

• Visit our website.
• Contact us about RINGSAVES.
• Use RINGSAVES as a business customer.
• Call or message a business that uses RINGSAVES.

It covers automated enquiry responses, voicemail audio, AI-assisted conversations, website analytics and your privacy rights.

02Our role and the business you contact

When you contact a business that uses RINGSAVES, that business normally acts as the data controller for your enquiry. It decides why your information is used and how it follows up.

RINGSAVES normally acts as its data processor, handling information on the business’s behalf and under its instructions. The business’s own privacy information also applies to its use of your details.

We act as a controller for our own website enquiries, business customer administration, billing, support and legal responsibilities. We may also act as a controller for limited information needed to protect our service and prevent misuse.

03Information we collect

When you contact a participating business

We may process:

• Your telephone number and the number or business you contacted.
• Call information, including time, duration, status and associated identifiers.
• SMS messages, replies, timestamps and delivery information.
• Details you provide, such as your name, property address, issue, urgency and availability.
• Voicemail audio and associated recording information, if you leave a message.
• Enquiry summaries, conversation status and records of notifications sent to the business.

We receive this information from your calls and messages, the business you contacted and the providers supporting our communications service.

When you visit our website or contact us

We may collect:

• Your name, email address, telephone number and business details.
• Information submitted through forms or correspondence.
• Appointment details and service preferences.
• Technical information, such as IP address, browser, device, referring website and pages visited.
• Cookie preferences and website interaction information where relevant technologies are enabled.

When you become a business customer

We may also process account details, authorised contact information, service settings, information supplied about your business, agreement records, invoices and payment status.

Where a payment provider is used, it handles payment credentials under its applicable privacy information. We receive information needed to administer payments and your account.

04Why you may receive a text after calling a business

If you call a participating business and it cannot answer, your call may reach RINGSAVES. We may then send a text on that business’s behalf so you can explain what you need.

You may receive this text whether you leave a voicemail or hang up.

The purpose is to respond to your attempted contact and help the business handle that enquiry. If you reply, the automated assistant may ask relevant questions and organise your answers for the business.

A missed call is not treated as consent to promotional messages. The enquiry-response service is not intended to send unrelated offers or contact you on behalf of other businesses.

You do not have to complete the automated conversation. You can contact the business directly instead.

If a message reached the wrong person, or you do not want further automated enquiry messages, tell the business or email support@leadsave.com.

05How information is used

Depending on your relationship with us, information may be used to:

• Respond to the enquiry you made.
• Collect relevant details so the business can follow up.
• Deliver voicemail audio and enquiry summaries to authorised business contacts.
• Notify the business when an enquiry is complete or a conversation becomes inactive.
• Provide, configure and support RINGSAVES.
• Respond to questions, complaints and privacy requests.
• Administer accounts, payments and service charges.
• Investigate faults, prevent misuse and protect the service.
• Understand website performance and improve usability.
• Meet legal obligations and establish, exercise or defend legal claims.

We do not sell callers’ enquiry information or distribute it as a shared lead to unrelated businesses.

06Lawful bases for processing

For activities where RINGSAVES acts as controller, the applicable lawful basis may be:

Where we rely on legitimate interests, we consider the necessity of the processing and balance those interests against your rights and reasonable expectations.

For enquiries handled on behalf of a business, that business is responsible for establishing its lawful basis. This may include legitimate interests in responding proportionately to attempted contact, or necessary steps towards a contract requested by the individual.

Calling a business does not automatically establish consent to marketing or unrelated uses of your information.

07Twilio and communications

We use Twilio to support calls, SMS messages, delivery information and voicemail recording. Telecommunications providers also process information needed to route communications.

These providers may process message content, telephone numbers, call information and communications metadata. They may have independent responsibilities for network operation, security, fraud prevention and legal compliance.

SMS messages may be visible on shared devices, notification screens or devices accessible to other people. Avoid sending passwords, payment-card details, alarm codes or unnecessary sensitive information.

08Voicemail recordings

Where voicemail is enabled, the greeting explains that messages are recorded before recording begins.

If you leave a voicemail, we process the audio so the business can listen and respond. You can hang up without leaving a recording and may still receive an enquiry-response text.

Our current voicemail service delivers audio rather than an automatically generated transcript.

The business’s nominated contact may receive a playback link. Under the current arrangement, anyone who obtains that link can listen without signing in. The link is intended for the business handling your enquiry, but access is not restricted to a verified recipient.

Businesses should share recordings only with people who need them for the enquiry. Copies independently downloaded or retained by the business fall under its responsibility.

09AI-assisted enquiry handling

We use an AI service provider to help interpret SMS conversations, ask relevant questions and prepare enquiry information for the business.

Information processed may include your messages and the business context needed to respond. This can contain personal details you choose to provide.

AI-generated replies and summaries may contain mistakes. You can correct information or ask the business to review it.

The assistant does not decide whether the business will accept a job, agree a price or confirm an appointment. Those decisions remain with the business. The service is not designed to make decisions about you that have legal or similarly significant effects.

AI providers may retain information for service operation, security and abuse monitoring under the applicable arrangements. We do not claim that processing involves no provider retention.

The assistant is not an emergency service or a substitute for professional advice.

10Website cookies and analytics

Our website may use cookies and similar technologies for essential operation, security, remembering preferences and optional measurement.

Essential technologies are distinguished from optional analytics and session replay. Where consent is required, it must be obtained before the relevant tracking takes place. Continued browsing does not constitute consent.

Where optional tracking is enabled, you can manage your choices through the website’s cookie controls. Withdrawal affects future tracking and does not automatically erase information previously collected lawfully.

Microsoft Clarity

Where enabled, Microsoft Clarity helps us understand website use through behavioural metrics, heatmaps and session replay.

This may involve page views, clicks, scrolling, device and browser information, identifiers and website content. Session replay reconstructs interactions with our website; it does not record your microphone, voicemail or activity outside our website.

Microsoft may also process information for purposes described in its applicable terms and privacy statement, including advertising-related purposes where applicable.

Further information is available in the Microsoft Privacy Statement.

Website measurement

Where enabled, analytics tools such as Google Analytics help us measure visits, referral sources, website interactions and form-completion events.

We do not intentionally include names, telephone numbers, email addresses, property addresses, enquiry messages, voicemail audio or private access links in website analytics.

You can contact support@leadsave.com for information about the technologies used on our website.

11Service reporting

We may provide participating businesses with information about their enquiries, response times, communications usage and handoff status.

Identifiable information is used where relevant to the service, its administration or another identified lawful purpose.

We may use genuinely anonymised statistics to understand overall service performance. Removing a name or replacing it with an identifier does not, by itself, make information anonymous.

We do not share identifiable enquiry histories between unrelated businesses.

12Who receives information

Where relevant and necessary, information may be shared with:

• The business you contacted and its authorised personnel.
• Communications providers, including Twilio and network operators.
• Providers supporting enquiry processing, AI assistance, storage and service operation.
• Website hosting, security and analytics providers.
• Booking, customer administration and payment providers.
• Authorised support personnel and professional advisers.
• Authorities where disclosure is required or otherwise lawful.

Providers may act as processors or have independent responsibilities for particular uses of information.

Contact support@leadsave.com for further information about recipients of your personal information.

13International transfers

Some providers operate internationally, so information may be stored or accessed outside the United Kingdom.

Where a transfer is restricted under UK data-protection law, an applicable transfer mechanism is required. Depending on the recipient and circumstances, this may involve an adequacy arrangement or appropriate contractual safeguards, together with any necessary additional measures.

You can ask us about the safeguards applicable to your information and how to obtain further details.

14Retention

Retention depends on the purpose, the business’s instructions, applicable provider arrangements and legal requirements.

For enquiry information, relevant considerations include whether it remains necessary to handle the enquiry, support the service or resolve a specific dispute.

Account and financial records may need to be retained for applicable accounting, tax or legal requirements. That does not automatically justify keeping full customer conversations for the same period.

Minimal information may be retained to honour a request not to receive further messages.

Provider-held information may have separate retention periods. Microsoft describes standard Clarity playback retention as 30 days, with certain interaction data and labelled or favourited sessions retained for up to nine months.

Where we act as a processor, deletion or return follows the business’s instructions and applicable agreement. Removing information from our service does not remove copies independently retained by that business.

Specific records may be kept longer where necessary for a legal obligation, investigation or claim.

15Security

We consider the nature of the information and associated risks when selecting security measures and controlling access.

Authorised access may be needed to provide support, investigate delivery problems, prevent misuse or respond to privacy requests.

No system or communications channel can guarantee complete security. Messages and playback links can also be forwarded or accessed on a recipient’s device.

Tell us promptly if you believe information has been sent to the wrong person or accessed without authorisation.

16Sensitive information and children

RINGSAVES is intended to handle ordinary business enquiries. Avoid providing unrelated health information, identity documents or other sensitive details.

If sensitive information is supplied, additional legal conditions and handling restrictions may apply. Legitimate interests alone is not sufficient for processing special-category information.

A voicemail recording is personal information, but is not automatically biometric special-category information unless used for biometric identification.

RINGSAVES is marketed to businesses and is not designed specifically for children. We do not assume every caller is an adult and consider appropriate safeguards where children’s information is identified.

17Your rights

Depending on the circumstances, you may have the right to:

• Access your personal information.
• Correct inaccurate or incomplete information.
• Request deletion.
• Restrict processing.
• Object to processing based on legitimate interests.
• Receive eligible information in a portable format.
• Withdraw consent where processing relies on it.

These rights have legal conditions and are not all absolute.

For an enquiry handled on behalf of a business, contact that business or email us with its name and enough information to locate the enquiry. We will assist the appropriate controller.

For information RINGSAVES controls, email support@leadsave.com. We may request proportionate information to verify your identity.

We respond without undue delay and within applicable legal time limits, normally one calendar month. We will explain any permitted extension or lawful restriction.

18Complaints

Send privacy concerns or complaints to support@leadsave.com.

We will acknowledge data-protection complaints within 30 days, investigate appropriately and communicate the outcome.

You may also complain to the Information Commissioner’s Office:

• Website: ico.org.uk/make-a-complaint
• Telephone: 0303 123 1113

19Changes to this policy

We may update this policy as our service or legal obligations change. The latest version will display its update date.

Where changes materially affect the use of existing information, we will provide appropriate notice and obtain fresh consent where required.