How KeptRing Handles Your Calls and Data

What your callers hear

The first thing every caller hears, before any questions, is that it's an automated assistant and that the call is recorded. On your line it sounds like this:

"Thanks for calling [your company]. This is the company's automated assistant, and this call is recorded so we get your details right. How can I help you today?"

Our demo line says: "Thanks for calling Summit Heating and Plumbing. This is the virtual assistant, and this call may be recorded." You can't turn the disclosure off. Our Terms don't allow it.

• It never claims to be a person. If a caller asks, it says it's an automated assistant and that the team will call them back.
• If a caller doesn't want to be recorded, your line's assistant says it can't take the call without recording, suggests they call back later to reach your team, and ends the call. It doesn't collect their details.
• It doesn't quote prices or promise arrival times, and it doesn't make up facts about your company.
• It answers only the calls you forward to it. Free trials start with business-hours calls only. After-hours answering is your choice. It knows your office hours, and after hours it tells callers the team will call back the next business day.

Gas, CO, fire, and other safety calls

If a caller mentions a gas or rotten-egg smell, a carbon monoxide alarm, fire, smoke, sparking, a burning smell, or someone hurt, the assistant puts safety first. It tells them to call 911, and to get everyone out first if there's gas, smoke, fire, or a CO alarm. On gas calls it also tells them not to use light switches or flames and to call from outside. It doesn't troubleshoot, gives no repair advice, and never says help is on the way.

The lead email for that call says EMERGENCY at the top, so you see it first. KeptRing is not an emergency service. It doesn't dispatch anyone and doesn't replace 911 or your own emergency line.

What we record and why

For each call we keep:

• The audio recording and a written transcript.
• The caller's phone number, the call time, and how long it lasted.
• The details the caller gives: name, callback number, address, the problem, and when they'd like someone out.
• A short summary written by AI, and how urgent the call sounded.

We record calls so the lead email gets names, numbers, and addresses right, so you can check what was said when a summary isn't clear, and so we can fix mistakes and improve your script.

Where it goes and who can see it

• You. After each call we email the lead to the addresses you gave us. The email has the caller's details, the summary, and the transcript. It doesn't include the audio. If you want a recording, email support@keptring.com and we'll get it for you.
• Tom. KeptRing is a small business. Tom is the only person at KeptRing who can see recordings and transcripts. Our automated systems use call data to send your lead emails and count your minutes.
• The providers that run the service. Recordings and transcripts are stored with our voice AI provider. Our phone carrier connects the calls. Our email provider delivers your lead emails. Our hosting provider runs keptring.com and the small database behind it. Stripe handles payments. They get only what they need to provide the service. A list of our current providers is available on request.
• No one else. We don't sell data, and we don't use your callers' information to market to them. If a partner referred you, they see your business name and account status, never your calls or leads.

AI training. KeptRing doesn't use your calls to train AI models. Our voice AI provider's terms let it use call data, after removing identifying details and combining it with other data, to improve and train its models. Its only way to turn that off is to stop storing recordings and transcripts, which would remove features you get, so we haven't used it. Our Privacy Policy has the details.

How long we keep it

• Recordings and transcripts stay with our voice AI provider while your account is active. There's no automatic delete date. Ask, and we delete specific calls sooner.
• Demo-line calls, including recordings, transcripts, and the caller's number, are deleted after 90 days.
• Our own lead log (caller details and the summary, without the transcript) deletes itself 90 days after each call.
• Lead emails stay in your inbox as long as you keep them. Our email delivery provider keeps copies of lead emails, including transcripts, under its own retention policy. When we delete your call data, we also delete what we can from that provider, or ask it to.
• Payment details are held by Stripe. You enter your card on Stripe's page, and KeptRing never sees your full card number. We keep billing records as long as tax rules require.
• Phone carrier records such as numbers, call times, and call length may be kept by our providers under their own policies.

How to get your data deleted

Email support@keptring.com and tell us which calls, or ask us to delete everything. We delete or remove identifying details within 90 days of your request, except anything we must keep by law or for an open billing question, payment dispute, or legal claim. If one of your callers asks us to delete their information, we may refer them to you, since you're the business they called.

What happens if you cancel

• You can cancel online anytime from the billing link in any billing email, or by emailing us. Your service runs through the end of the month you've paid for. Cancel during the free trial and you're never charged.
• When your service ends, we stop answering. Turn off call forwarding to KeptRing. Calls that still reach your KeptRing number go to the fallback number you gave us.
• We keep your KeptRing number for at least 30 days after your service ends, in case you come back. After that we may release it to our carrier, which can give it to someone else. Your own business number is always yours.
• Within 30 days after your service ends, you can ask for a copy of your lead summaries, and recordings and transcripts where available. We delete or remove identifying details from your call data within 90 days after your service ends.

What we never do

• Sell your data or your callers' data.
• Text your callers. Lead-alert texts to your own cell are Coming soon, once carrier registration is approved. Until then, every lead comes by email.
• Pretend to be a person, or skip the recording notice.
• Make outbound calls. KeptRing answers inbound calls only.
• Log into your Google account.