Privacy Policy

1.Introduction

RingOne Communications LLC (hereinafter “RingOne”) is a Virginia limited liability company with its principal place of business at 885 Franklin Tpke, Danville, VA 24540. This Privacy Policy explains how RingOne collects, uses, discloses, and safeguards information when you visit RingOne’s website, contact RingOne, or use RingOne’s business phone, VoIP, and unified communications services (together, the “Services”).

2.Information RingOne Collects

Information you provide to RingOne

• Contact and inquiry details. When you submit RingOne’s contact form, request a quote, or subscribe to updates, RingOne collects the information you enter, such as your name, email address, phone number, company name, and the contents of your message. This information is transmitted to and stored in RingOne’s customer relationship management system.
• Account and billing information. If you become a customer, RingOne collects information needed to establish and bill your account, such as your business name, service address, billing contact, and payment details. Payment card information is processed by RingOne’s payment processor; RingOne does not store full card numbers on its systems.
• Support communications. Records of your correspondence with RingOne, including emails, support tickets, and notes from phone calls.

Information collected automatically

• Website usage data. When you visit RingOne’s website, RingOne’s hosting provider and analytics tools automatically log information such as your IP address, browser type, device type, referring page, pages visited, and timestamps.
• Service usage data. When you use RingOne’s communications Services, RingOne collects call detail records and usage data, such as numbers dialed, call duration, date and time of calls, routing information, and features used. This information is necessary to provide, bill, and troubleshoot the Services.

Information from other sources

RingOne may receive information about your business from publicly available sources or from partners and referral sources, which RingOne may combine with information you provide to RingOne.

3.How RingOne Uses Your Information

RingOne uses the information it collects to:

• Provide, maintain, bill, and support the Services;
• Respond to your inquiries and quote requests;
• Send service notifications, such as maintenance windows, outage notices, and changes to your account;
• Send marketing communications about RingOne’s Services, which you can opt out of at any time using the unsubscribe link in each message or by contacting RingOne;
• Analyze and improve RingOne’s website, marketing, and Services;
• Detect, prevent, and investigate fraud, abuse, and security incidents, including fraudulent or unlawful use of the Services;
• Comply with legal obligations, including obligations that apply to providers of interconnected VoIP services (such as E911, CALEA, and FCC recordkeeping requirements); and
• Establish, exercise, or defend legal claims.

4.Customer Proprietary Network Information (CPNI)

As a provider of interconnected VoIP services, RingOne is subject to federal rules governing Customer Proprietary Network Information (“CPNI”). CPNI includes information about the quantity, technical configuration, type, destination, location, and amount of use of the Services you purchase from RingOne, as reflected in your call detail records and billing information.

RingOne uses CPNI to provide the Services you have purchased, to bill for those Services, and to protect RingOne’s network and customers from fraud and abuse. RingOne does not sell CPNI. RingOne will not use your CPNI to market service categories to you beyond those permitted by FCC rules without your consent, and you have the right, and RingOne has the duty, under federal law to protect the confidentiality of your CPNI.

To restrict the use of your CPNI for marketing purposes, contact RingOne using the details in Section 16. Restricting CPNI use will not affect the Services RingOne provides to you.

5.Call Recordings and Message Content

Some features of the Services allow customers to record calls, transcribe voicemail, or store messages. RingOne stores recordings and message content on behalf of the customer administering the account and accesses it only as needed to provide the Services, troubleshoot issues at the customer’s request, or as required by law. Responsibility for call recording consent laws is addressed in Section 20 of RingOne’s Terms of Service.

Recordings and message content are retained for 30 days unless the account administrator deletes them earlier or a different retention period is agreed in a service order.

6.HIPAA Compliance

For customers in healthcare and other regulated industries, RingOne offers HIPAA-compliant service configurations and is willing to enter into Business Associate Agreements (BAAs) as required. If your use of RingOne’s Services involves Protected Health Information (PHI), please contact RingOne to discuss RingOne’s HIPAA compliance program and execute the appropriate agreements.

7.Cookies and Analytics

RingOne’s website uses cookies and similar technologies to remember your preferences, understand how visitors use the site, and measure the effectiveness of RingOne’s marketing. Specifically:

• Essential cookies required for the website to function; and
• Analytics cookies set by Google and Facebook to help RingOne understand site traffic and usage patterns.

You can control cookies through your browser settings, including blocking or deleting them. Disabling cookies may affect some site functionality, such as forms.

8.How RingOne Shares Information

RingOne does not sell, trade, or rent your personal information. RingOne shares information only in the following circumstances:

• Service providers. With vendors who process information on RingOne’s behalf to run RingOne’s website and deliver the Services;
• Underlying carriers and interconnection partners. With telecommunications carriers and network partners to the extent necessary to route and complete calls and messages, including transmitting caller ID and registered location information for emergency (E911) calls;
• Legal requirements. Where required by law, subpoena, court order, or valid law-enforcement request, or where necessary to protect persons or property from imminent harm (consistent with Section 19 of RingOne’s Terms of Service);
• Protection of rights. Where necessary to enforce RingOne’s agreements, protect the security of RingOne’s network, or protect the rights, property, or safety of RingOne, its customers, or others; and
• Business transfers. In connection with a merger, acquisition, financing, or sale of all or part of RingOne’s business, in which case RingOne will require the recipient to honor this Privacy Policy.

9.Data Retention

RingOne retains personal information for as long as needed to fulfill the purposes described in this policy, including to provide the Services, comply with legal and regulatory obligations, resolve disputes, and enforce RingOne’s agreements. Upon termination of service, RingOne retains records as required by law or for legitimate business purposes, then securely deletes or anonymizes remaining data. As general guidelines:

• Contact form inquiries and marketing records are retained until you ask RingOne to delete them or they are no longer needed;
• Account and billing records are retained for the life of the account plus a minimum of 7 years to satisfy tax, accounting, and regulatory requirements;
• Call detail records are retained for up to 3 months; and
• Website server logs are retained by RingOne’s hosting provider for its standard log retention period.

10.Security

RingOne uses administrative, technical, and physical safeguards designed to protect personal information, including encryption of data in transit and at rest, access controls, regular security reviews, and vendor due diligence. No method of transmission or storage is completely secure, and RingOne cannot guarantee absolute security. If RingOne becomes aware of a breach affecting your personal information, RingOne will notify you as required by applicable law.

11.Your Privacy Rights

Depending on where you live, you may have rights regarding your personal information, which may include the right to:

• Request access to the personal information RingOne holds about you;
• Request correction of inaccurate personal information;
• Request deletion of your personal information, subject to legal retention requirements;
• Opt out of marketing communications at any time; and
• Not be discriminated against for exercising your privacy rights.

Residents of Virginia and North Carolina may have additional rights under their state privacy laws. To exercise any of these rights, contact RingOne using the details in Section 16. RingOne will verify your identity before acting on a request and will respond within 30 days. If RingOne denies your request, you may appeal by replying to RingOne’s decision.

12.Do Not Track Signals

Some browsers offer a “Do Not Track” setting. Because there is no common industry standard for interpreting these signals, RingOne’s website does not currently respond to them.

13.Children’s Privacy

RingOne’s website and Services are designed for businesses and are not directed to children under 13. RingOne does not knowingly collect personal information from children under 13. If you believe a child has provided RingOne with personal information, contact RingOne and RingOne will delete it.

14.Third-Party Links

RingOne’s website may contain links to third-party websites and services that RingOne does not operate. This Privacy Policy does not apply to those sites, and RingOne encourages you to review the privacy policies of any third-party sites you visit.

15.Changes to This Policy

RingOne may update this Privacy Policy from time to time. When it does, RingOne will revise the “Last updated” date at the top of this page and, for material changes, notify customers via email or by posting a notice on RingOne’s website. Your continued use of the website or Services after changes take effect constitutes acceptance of the updated policy.

16.How to Contact RingOne

If you have questions about this Privacy Policy, want to exercise your privacy rights, or want to restrict the use of your CPNI, contact RingOne at: