Privacy Policy

01Scope

This Privacy Policy applies to personal information we process when you:

• visit RingScore.ai;
• request access to RingScore;
• create or use a RingScore account;
• submit scenarios, personas, test configurations, phone numbers, files, notes, prompts, policies, or workflows;
• run or receive AI receptionist test calls;
• view or generate transcripts, recordings, scores, reports, or analytics;
• communicate with RingScore;
• use related support, security, administrative, or product features.

This Privacy Policy does not apply to third-party websites, services, AI receptionist vendors, telephony providers, or systems that RingScore does not control.

02Information we collect

2.1 Access request information

When you request access, we may collect:

• full name;
• company name;
• organization type;
• company email address;
• phone number;
• intended use of RingScore;
• any additional information you choose to provide.

2.2 Account and administrative information

If approved, we may collect:

• login credentials or authentication identifiers;
• access code status and invite metadata;
• role, permissions, organization, and team membership;
• account settings;
• acceptance of Terms of Service, Acceptable Use Policy, and this Privacy Policy;
• timestamps, IP address, browser information, and version of legal terms accepted.

2.3 Test configuration and customer content

We may collect content and configuration information that you submit or create in the Service, including:

• custom scenarios and personas;
• test packs and scoring instructions;
• prompts, judge configurations, and workflow rules;
• office, scheduling, insurance, billing, escalation, and handoff rules;
• target AI receptionist phone numbers;
• notes, files, and other materials submitted for evaluation.

You may submit only synthetic, fictional, test, or properly de-identified data. See Section 7.

2.4 Test call data

When a test is run, we may collect or generate:

• call audio and transcripts;
• call summaries, timestamps, and duration;
• the originating phone number assigned to the test and the target AI receptionist phone number;
• call status and connection metadata;
• scenario and persona used;
• AI receptionist responses;
• scoring, judge, and readiness outputs;
• failure classifications and evidence snippets;
• internal logs needed for evaluation, security, debugging, and abuse prevention.

2.5 Technical and usage information

We may collect:

• IP address;
• device, browser, and operating system information;
• pages viewed and referring pages;
• clicks and product interactions;
• session metadata and log files;
• error reports and usage volume;
• security events;
• cookies and similar technologies.

2.6 Communications

If you contact us, we may collect:

• your name, email address, phone number, and company;
• message content and support tickets;
• meeting notes and feedback;
• sales, onboarding, or support communications.

03How we use information

We use information for the following purposes.

Access and accounts. To review and approve access requests; issue private signup links and access codes; create, authenticate, and administer accounts; and record acceptance of legal terms.

Service delivery. To provide, operate, maintain, and improve the Service; run AI receptionist evaluations; place authorized test calls; generate transcripts, summaries, scores, reports, and analytics; and support custom scenarios, personas, and test packs.

Security and trust. To detect, prevent, investigate, and respond to misuse, unauthorized testing, spam, harassment, fraud, abuse, security incidents, or policy violations; and to enforce our Terms of Service and Acceptable Use Policy.

Communications. To communicate with you about access, onboarding, support, product updates, security, or administrative matters.

Service improvement. To improve RingScore’s testing, reporting, evaluation models, workflows, and user experience, consistent with Section 6 (AI Processing and Model Training).

Compliance and protection. To comply with legal, regulatory, contractual, carrier, security, and audit obligations, and to protect RingScore, users, third parties, and the public.

04How we share information

4.1 Service providers

We use service providers for hosting, storage, telephony, AI model processing, transcription, analytics, security, monitoring, email, customer support, billing, and administrative operations. These providers may process information only as needed to provide services to RingScore, subject to contractual obligations where applicable. The specific providers we use may change from time to time without notice.

4.2 Customer organization and authorized users

If you use RingScore through an organization, information related to your account, test configurations, reports, usage, and activity may be visible to authorized administrators or users within that organization.

4.3 Legal, safety, compliance, and abuse prevention

We may disclose information if we believe disclosure is necessary to:

• comply with law, legal process, or government requests;
• enforce our Terms of Service or Acceptable Use Policy;
• investigate or prevent misuse, unauthorized testing, spam, harassment, fraud, abuse, security incidents, or policy violations;
• protect the rights, safety, property, or security of RingScore, users, third parties, or the public;
• respond to complaints, disputes, or claims.

4.4 Business transfers

If RingScore is involved in a merger, acquisition, financing, reorganization, sale of assets, bankruptcy, or similar transaction, information may be transferred as part of that transaction, subject to applicable law.

4.5 With your direction or consent

We may share information when you direct us to do so or when you provide consent.

05No sale or cross-context behavioral advertising

06AI processing and model training

RingScore uses third-party AI model providers and proprietary tooling to transcribe calls, score AI receptionist responses, run judges, and generate evaluation reports. The specific AI model providers we use may change from time to time without notice.

Third-party AI model providers process Customer Content under their own terms. We select providers based on capability, reliability, and privacy posture, and configure their services to align with this Privacy Policy where available.

We may use aggregated, de-identified, or operational data to:

• monitor and improve the accuracy of our evaluation models, judges, and scoring;
• benchmark Service performance;
• detect and prevent abuse and security incidents;
• improve the reliability and quality of the Service.

07No protected health information

You agree to submit only synthetic, fictional, test, or properly de-identified data. The Service is not configured for PHI use, and Elva Health Technologies, Inc. does not enter into business associate agreements (BAAs) in connection with the Service.

If we discover that PHI or other regulated healthcare data has been submitted to the Service, we may delete it, restrict the account, suspend or terminate access, notify appropriate parties, and take other action consistent with law and our policies.

08Call recording and test call data

RingScore may record, transcribe, process, analyze, store, and display test calls for evaluation, reporting, debugging, abuse prevention, security, and service improvement.

You represent that you have the authority to place test calls to each target number you configure in the Service.

09Cookies and similar technologies

We use cookies, local storage, and similar technologies to operate the website and application, keep users signed in, remember preferences, understand usage, improve performance, and detect abuse and security risks. We do not use cookies or similar technologies for cross-context behavioral advertising.

10Data retention

Customer Content

Customer Content — including scenarios, personas, test packs, call audio, transcripts, reports, and other materials you create or generate in the Service — belongs to the Customer that generated it. We retain Customer Content for as long as your account remains active or for as long as you choose to retain it through the Service. You may delete Customer Content at any time using available Service controls.

If your account is closed or terminated, Customer Content may be retained for a reasonable period to allow export or recovery, after which it will be deleted in accordance with our standard deletion practices.

Other records

We retain certain administrative and operational records longer than Customer Content where needed for legal, security, compliance, audit, abuse-prevention, or dispute-resolution purposes. These include:

• access request records;
• account and legal acceptance records;
• access-code logs;
• abuse, security, and audit logs;
• support communications.

We retain these records only as long as reasonably necessary for the relevant purpose.

11Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information. However, no system is completely secure, and we cannot guarantee that information will be secure from unauthorized access, loss, misuse, or disclosure.

You are responsible for using strong credentials, protecting access codes, limiting authorized users, and promptly reporting suspected unauthorized access or misuse.

12International processing by service providers

The Service is offered to businesses located in the United States and is operated from the United States. Certain service providers we use, including AI model providers, may process information outside the United States. We use appropriate safeguards where required by applicable law.

13Aggregated and de-identified data

We may create aggregated, anonymized, or de-identified data from information we process. This data does not identify any individual or organization and is not personal information. We may use and disclose aggregated and de-identified data for any lawful purpose, including improving the Service, benchmarking, research, and reporting.

14Your privacy rights

Depending on your state of residence and applicable U.S. state privacy law, you may have rights to:

• request access to personal information we hold about you;
• request correction of inaccurate information;
• request deletion;
• request a copy of your personal information in a portable format;
• opt out of certain disclosures and targeted advertising;
• limit the use of sensitive personal information;
• appeal a denial of a privacy rights request, where required.

To submit a request, contact privacy@elva.ai. We may need to verify your identity and authority before responding.

If you use RingScore through an organization, we may refer certain requests to that organization if it controls the relevant information.

14.1 California residents

If you are a California resident, you may have additional rights under the California Consumer Privacy Act and related laws, including the rights to know, delete, correct, opt out of certain disclosures, limit the use of sensitive personal information, and be free from discrimination for exercising these rights. As stated in Section 5, RingScore does not sell personal information and does not share personal information for cross-context behavioral advertising.

14.2 Automated decision-making

RingScore uses AI models to score, judge, and evaluate AI receptionist behavior. These outputs evaluate AI systems and accounts, not individuals, and RingScore does not use Service outputs to make automated decisions that produce legal or similarly significant effects about individual persons.

15Marketing communications

We may send administrative, transactional, access-related, security, onboarding, support, and product communications.

We may send marketing communications where permitted by law. You may opt out of marketing emails by using the unsubscribe link or contacting us. You may still receive non-marketing communications related to your account or the Service.

16Children

RingScore is a business-to-business service intended for use by businesses and their authorized personnel. It is not directed to children. We do not knowingly collect personal information from anyone under the age of 13. If we learn that we have collected personal information from a child under 13, we will delete it.

17Changes to this privacy policy

We may update this Privacy Policy from time to time. If we make material changes, we may provide notice by posting an updated version, sending email, or using in-product notice. The updated version will be effective as of the date stated at the top unless otherwise noted.

18Contact

Questions or requests about this Privacy Policy may be sent to: