Privacy

Last updated 4 November 2026

Who we are

RingFoundry builds AI phone receptionists for small New Zealand businesses. We’re based in Wellington. Questions about your information: [email protected].

When you call a receptionist

Every call opens by saying you’re talking to an AI receptionist that takes notes for the team.

• Audio: not stored, by us or by our AI provider.
• Your enquiry: what you tell the receptionist so the business can help (for example name, phone number, suburb or address, what the job is, how urgent it is and a preferred time).
• Call summary and call data: a short summary, when the call happened, how long it took, what the receptionist did (for example “saved an enquiry”) and any question it couldn’t answer, so the business can fill the gap.
• Transcripts: kept for demo calls (see below). For a business’s real line, only if that business has turned transcripts on.
• The receptionist doesn’t ask for dates of birth, card numbers, health details or details about children, and doesn’t store them if you mention them.
• In our system logs, phone numbers are masked. Only the enquiry record for the business keeps the full number, so they can call you back.

Demo calls on this website

Demo calls are transcribed for quality. Everything from a demo (transcript, enquiry details, summary, anything you typed into “Something your website doesn’t say?”, call data) is deleted after 7 days. If you try a demo for your own business, we also read the public pages of the website you give us to set the receptionist up.

How long we keep things for businesses we work with

• Enquiries and call summaries: 12 months
• Call data: 12 months
• Transcripts (only if the business turned them on): 30 days

A business can ask for shorter periods.

If you sign up as a customer

When a business owner signs up, we keep what we need to run the service and bill for it:

• Account details: your name, email, business name, your WhatsApp number and the mobile number calls go to if Holly can’t answer.
• Payments: handled by Stripe. We never see or store your card number. We keep your plan, invoices and how many call minutes you used.
• Your consents: when you accepted the terms and this privacy policy, and whether you agreed to WhatsApp messages, with the exact wording you saw.
• What you teach Holly: your answers on WhatsApp (hours, urgent jobs, price questions, things she must never say) and anything you send her later. We keep the confirmed text as long as you’re a customer. Voice notes, photos and files are deleted as soon as they’ve been turned into text.
• WhatsApp: only if you agreed. Holly messages you about your setup and your calls (for example a summary after each call). Reply STOP at any time and she stops; we send summaries by email instead.

After you cancel, we delete your account details and what you taught Holly within 30 days. Call records follow the periods above. Invoices and payment records are kept for 7 years, because New Zealand tax law requires it.

If you ask us to call you

When you send the “Start with Holly” form, we keep your name, business name, website, mobile number, the plan you picked, your note and that you agreed to be called (with the exact wording you saw). Our team gets it by WhatsApp and email so we can call you. We use it only to talk to you about RingFoundry, and delete it after 12 months, or sooner if you ask (see Deleting your information).

Who helps us run it

• OpenAI (United States) runs the voice and language models. Calls are processed with storage turned off on their side.
• Hetzner (data centre in Finland) hosts our server and the records above.
• Telnyx (United States) provides our phone numbers and connects calls.
• Meta (WhatsApp) delivers WhatsApp messages between Holly and business owners who agreed to them.
• Stripe processes customer payments.
• Postmark (United States) sends our emails, such as call summaries when WhatsApp isn’t used.
• Cloudflare delivers this website.

We don’t sell your information or use it for advertising.

Your rights

Under the New Zealand Privacy Act 2020 you can ask to see the information we hold about you and ask us to correct it. Email [email protected]. If you’re not happy with our answer, you can contact the Office of the Privacy Commissioner.

Deleting your information

You can ask us to delete the information we hold about you at any time, whether you’re a business owner or someone who called a business that uses Holly. Email [email protected] with “Delete my data” and tell us who you are:

• Business owners: your business name and the email or WhatsApp number you signed up with.
• Callers: the number you called from, which business you called and roughly when.

To make sure nobody else can delete (or see) your information, we may ask you to confirm the request from that email address or phone number.

What we delete, within 30 days of your request:

• Business owners: your account details, your consents, what you taught Holly (including everything confirmed over WhatsApp), your WhatsApp messages with Holly that we hold, and the enquiries, call summaries, transcripts and call data for your business. If you’re still a customer, this also ends your plan.
• Callers: your enquiry (name, number, address, the job), and the call summaries, transcripts and call data linked to your number, for every business that uses RingFoundry.

What we keep: invoices and payment records for 7 years, because New Zealand tax law requires it, and a short note that we received and completed your request (the date, nothing else). There’s no call audio to delete: we never keep it.

We email you when it’s done. A few things aren’t ours to delete: the business you called may already have your details (for example if they rang you back), so ask them too; WhatsApp chats on your own phone can be deleted in WhatsApp; Stripe keeps its own payment records under its privacy policy.