1. Introduction
This Privacy Policy describes how Code Genie Studio LLC ("we," "us," or "our") collects, uses, and shares information through RingGenieHub (the "Service"). We process data on behalf of our business customers to provide AI-powered phone assistant and appointment booking services.
Important: Calls may be recorded and transcribed. Our business customers (data controllers) are responsible for providing notice and obtaining consent as required by applicable laws in their jurisdiction.
2. Controller and Processor Relationship
For business customers, we act as a data processor or service provider. Your business (the customer) is the data controller and determines what personal information is collected and how it is used. We process data solely to provide the Service according to customer instructions.
3. Information We Collect
We collect and process the following categories of information:
Account Information
Name, email address, company name, phone number, billing details
Call Data
Phone numbers, call audio recordings, transcripts, call duration, timestamps, and metadata
Calendar Data
Appointment information, availability schedules (only when explicitly authorized by integration)
Usage Data
Feature usage, interaction logs, performance metrics
Technical Data
IP addresses, browser type, device information, access logs
4. How We Use Information
We use collected information to:
- Provide and operate the AI phone assistant service
- Process, record, and transcribe phone calls
- Manage appointments and calendar integrations
- Improve service quality and functionality
- Generate aggregated and anonymized analytics
- Provide customer support and respond to inquiries
- Send service-related notifications
- Ensure security and prevent fraud
- Comply with legal obligations
AI Model Training: We may use aggregated and anonymized data to improve our AI models and service quality. We do not allow third-party AI providers to train their general foundation models on identifiable customer content. Data shared with AI service providers (OpenAI, ElevenLabs) is used solely to provide real-time service responses.
5. Third-Party Service Providers
We share data with the following third-party processors to deliver our functionality. Each provider has its own privacy policy, and this list may be updated periodically:
Vapi.ai
Provides AI voice infrastructure for real-time call handling.
Data shared: Call audio, phone numbers, call metadata
OpenAI
Provides language models for conversation understanding and response generation.
Data shared: Call transcripts and context to generate responses
ElevenLabs
Delivers voice synthesis for AI responses.
Data shared: Text content for speech generation
Google Calendar API
Enables Google Calendar integration for appointment booking.
Data shared: Calendar availability and event details (only with explicit authorization)
Microsoft Graph API
Supports Outlook calendar integration when selected by users.
Data shared: Calendar availability and event details (only with explicit authorization)
Supabase
Provides database, authentication, and storage infrastructure.
Data shared: All stored application data
n8n
Powers workflow automation and service integrations.
Data shared: Workflow automation payloads as configured
Stripe
Processes payments and manages subscriptions.
Data shared: Billing information, payment details
6. Google User Data and Limited Use
This section describes how RingGenieHub accesses, uses, stores, and shares data obtained through Google APIs. It applies only if you choose to connect a Google account.
How we obtain access
We access your Google data only after you connect your Google account yourself through Google's own OAuth consent screen, where the permissions we request are listed before you approve them. We never ask for or receive your Google password.
What we access, and why
- Your calendar list and availability — so the assistant can offer callers times when you are genuinely free, instead of double-booking you.
- Calendar events — so the assistant can create, reschedule, and cancel the appointments it books on your behalf during a call.
- The email address of the connected Google account — so your dashboard can show you which account is connected.
We request the narrowest permissions these features require. We do not read, collect, or store the contents of your Gmail, Drive, Contacts, or any other Google service.
How we store it
Google access and refresh tokens are encrypted with AES-256-GCM before they are written to our database. We do not copy your calendar wholesale. We store only the names and identifiers of your calendars, so you can choose which one the assistant books into, and the appointments that were created through the Service.
How we share it
Google user data is used solely to provide and improve the appointment booking features described above. We do not sell it. We do not share it with advertising platforms, data brokers, or information resellers. We do not use it to train, retrain, or improve generalized or artificial intelligence models, and we do not permit our AI service providers to do so. Humans do not read your Google data except with your explicit consent (for example, when you ask our support team to investigate a specific booking), where required for security purposes such as investigating abuse, or where required by law.
Limited Use disclosure
RingGenieHub's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
How to revoke access
You can disconnect your calendar at any time from Settings → Integrations in your dashboard, which deletes the stored tokens. You can also revoke our access directly from your Google account permissions page.
7. Data Security
We implement appropriate technical and organizational security measures to protect your data:
- Encryption in transit using TLS/SSL protocols
- Encryption at rest for stored data
- Access controls and least privilege principles
- Authentication and authorization mechanisms
- Activity logging and monitoring
- Regular security updates and patches
- Reputable cloud infrastructure providers
However, no method of transmission or storage is completely secure. We cannot guarantee absolute security.
8. Data Retention
We retain your data for as long as your account is active or as needed to provide the Service. After account termination, we retain certain information for up to 90 days for legal compliance, dispute resolution, and legitimate business purposes. Data in backups may take additional time to be fully removed.
Call audio recordings are deleted automatically 90 days after the call, whether or not your account is still active. A recording is the caller's voice, and we do not keep it indefinitely by default. Call transcripts, call summaries and sentiment notes are deleted automatically 12 months after the call, for the same reason: they contain what the caller said. The structured call log — date, duration, cost, caller number and outcome — is retained under the terms above, so your records of who called and when remain intact.
9. Your Rights
Depending on your jurisdiction, you may have the following rights:
- Access: Request access to your personal data
- Correction: Request correction of inaccurate data
- Deletion: Request deletion of your data
- Portability: Request export of your data in a portable format
- Objection: Object to certain processing activities
- Withdraw Consent: Withdraw consent where applicable
- Complaint: Lodge a complaint with a supervisory authority
To exercise these rights, contact us at support@ringgeniehub.com
10. California and US State Privacy Rights
California residents and residents of other US states with privacy laws have additional rights:
- Right to know what personal information is collected and how it is used
- Right to delete personal information
- Right to correct inaccurate information
- Right to opt-out of sale or sharing for advertising (we do not sell or share data for advertising)
- Right to limit use of sensitive personal information
- Right to non-discrimination for exercising privacy rights
To exercise these rights, contact us at support@ringgeniehub.com with "California Privacy Request" or your state name in the subject line.
11. International Data Transfers
Your data may be transferred to and processed in the United States and other countries. For transfers from the European Economic Area (EEA) or UK, we use Standard Contractual Clauses (SCCs) approved by the European Commission or other appropriate safeguards to protect your data.
13. Children's Privacy
The Service is not intended for individuals under 18 years of age. We do not knowingly collect personal information from children. If we become aware that we have collected data from a child without parental consent, we will take steps to delete it.
14. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you of material changes via email or through the Service. The "Last updated" date at the top indicates the most recent revision. Continued use after changes constitutes acceptance.
15. Mobile Messaging and SMS Consent
If you choose to receive text message alerts, we use your mobile number only to send you notifications about appointments your AI receptionist books, reschedules or cancels. Opting in is entirely optional and is never a condition of creating an account, purchasing a plan, or using any other part of the Service.
- We do not share or sell your mobile number, or the fact that you consented to receive text messages, with any third party for their own marketing or promotional purposes.
- Your number is shared with our telecommunications provider (Twilio) solely to deliver the messages you asked for, and with no one else.
- We record when you gave consent so we can show, if asked, that the messages we send were requested.
- Message frequency varies and depends on how many calls your assistant handles. Message and data rates may apply.
- Reply STOP to any message to unsubscribe, or HELP for help. You can also switch alerts off at any time in your account settings.
Turning text alerts off does not affect email alerts, which are included on every plan.
16. Contact Us
For privacy-related questions, concerns, or to exercise your rights, contact us:
Code Genie Studio LLC
Product: RingGenieHub
Email: support@ringgeniehub.com