Privacy Policy for RingKeeper

RingKeeper (“the App”, “we”, “us”) is an Android app that helps small business owners turn their phone call recordings into an organized customer list. This Privacy Policy explains what information the App collects, how it is used, and the choices you have. By using RingKeeper, you agree to the practices described here.

1 Information We Collect

1.1 Account information

When you sign in, we collect:

• Your mobile phone number, verified via SMS one-time password (OTP) using Firebase Authentication.
• The business name, your name, and a short description of what your business sells or does, which you provide during one-time registration.
• Your city and state, detected automatically from your device's coarse (approximate, city-level) location at registration time. We do not collect or store precise GPS coordinates.

1.2 Call recordings and customer data

RingKeeper does not record phone calls itself. It reads call-recording audio files that your phone's own dialer or recorder app has already saved to your device's shared storage (a feature you must enable separately in your phone's settings).

For each new recording, the App:

• Sends the audio file to Google's Gemini API to generate a transcript and extract structured information: the caller's name, phone number, what they need, budget discussed, and a short summary.
• Stores the extracted text (not the audio) — customer name, phone number, requirement, budget, summary and transcript — on your device and in our Firestore database (Google Cloud), associated with your account only.
• Does not upload, store, or retain the original audio recording on our servers. The recording stays on your device; it is only transmitted to Google's Gemini API for processing at the time of analysis. Please refer to Google's Gemini API terms and privacy documentation for how Google itself handles data sent to that API.

1.3 Information you provide directly

You may also manually add customer or lead entries (name, phone number, requirement, budget) without an associated call recording.

1.4 Device and diagnostic information

To troubleshoot issues (for example, a specific phone brand or model where call recordings aren't being found), the App records basic technical information: your phone's manufacturer and model, Android version, App version, whether storage permissions are granted, and the outcome of each background scan (how many recordings were found, and any error encountered). This does not include call content, contact names or numbers from your device, or precise location, and is not used for advertising or shared with third parties.

1.5 Contacts — only to fill in a missing phone number

Sometimes a call recording tells us the customer's name but no phone number. In that case, and only in that case, the App looks that one name up in your device's phonebook so the lead is still callable from within the App. Specifically:

• The lookup happens on your device. We search your contacts for the name we extracted, and read back only the matching contact's phone number.
• We do not upload, copy, index, or transmit your address book. No other contact fields — email addresses, photos, notes, or the names of contacts we did not search for — are read.
• If a match is found, that phone number is saved as part of that lead record, and is then stored and synced in the same way as the rest of your lead data described in section 1.2.
• This permission is optional. If you decline it, the App simply saves the lead without a phone number and you can add one yourself.

2 How We Use Your Information

• To verify your identity and let you sign in (phone number + OTP).
• To automatically convert your call recordings into an organized, searchable list of customer leads.
• To let you contact customers via WhatsApp or a phone call directly from the App. This opens WhatsApp or your phone's dialer — we do not access or store your WhatsApp messages.
• To show you basic usage information within the App (for example, how many leads are in each stage).
• To operate and improve the App's reliability, such as background scanning for new recordings, including diagnosing device- or brand-specific issues using the information described in section 1.4.

We do not use your information for advertising, and the App does not contain third-party advertising or analytics/tracking SDKs.

3 Third-Party Services We Use

RingKeeper relies on the following third-party service providers, each of which processes data under its own privacy policy:

We do not sell your data to third parties, and we do not share it with anyone except the service providers above, to the extent needed to operate the App.

4 Data Storage and Security

• Your customer and lead data is stored locally on your device (in an app-private database) and synced to Firestore, restricted so that only your own signed-in account can read or write it.
• Any API keys the App uses are managed on our backend and are not stored in a way that is visible or editable within the App.
• We use industry-standard security practices, including encrypted local storage for sensitive on-device data and access-controlled cloud storage.

5 App Permissions

RingKeeper avoids the most sensitive telephony permissions — it never requests Call Log or SMS access. The permissions it does request are:

• Storage / audio files access — to find and read call-recording files already saved by your phone's own recorder app.
• Contacts — used only to look up a phone number for a customer whose name was captured from a call but whose number was not, as described in section 1.5. Optional; the App works without it.
• Notifications — to let you know when new leads have been created from a scan.
• Coarse location — used once during registration to auto-fill your city and state; never used for tracking.
• Internet and network state — required to sync your data and to send recordings for processing, and to check connectivity before doing so.
• Run at startup — so that background scanning for new recordings resumes after you restart your phone.
• Ignore battery optimisations (optional) — on some phones you may be asked to exempt RingKeeper from battery optimisation so that scheduled scans are not delayed or skipped. This is optional and the App works without it.
• All Files Access (optional, off by default) — on certain phone brands where recordings are saved in a location the App cannot otherwise see, you may be offered the option to grant broader file access. This is never requested automatically and is only used to locate call-recording audio files — never to browse, modify, or access any other files on your device.

6 Data Retention and Deletion

We retain your account and customer/lead data for as long as your account remains active, so the App continues to work as expected. If you would like your account and all associated data deleted, contact us using the details below and we will process your request within a reasonable time. Step-by-step instructions are on our support page.

7 Children's Privacy

RingKeeper is intended for business owners and is not directed at children. We do not knowingly collect personal information from children under 13 (or the relevant minimum age in your jurisdiction).

8 Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the “Last updated” date at the top of this page.

9 Contact Us

If you have questions about this Privacy Policy or wish to request data deletion, contact us at: