This Privacy Policy explains how we collect, use, share and protect personal data when you use Ringside, our website at ringsidecoach.com, and the Ringside power-dialler and coaching application (together, the Service). It is written to meet our obligations under the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).
1. Who we are (data controller)
The data controller for personal data processed through the Service is Voll Studios Ltd, a company registered in England and Wales (company number 09302803), whose registered office is at 5 Brayford Square, London, England, E1 0SG. Ringside is a product of Voll Studios Ltd.
We are registered with the UK Information Commissioner’s Office (ICO) under registration number ZC135838.
For any privacy question, to exercise your rights, or to contact our data protection point of contact, email privacy@ringsidecoach.com.
2. Controller and processor roles
For the personal data of our own customers and website visitors (account holders, billing contacts, enquiries), Voll Studios Ltd is the controller.
When a customer uses Ringside to dial their own contacts and prospects, the customer decides who to call and why, and uploads or syncs those contact lists. In respect of that customer-supplied contact data and the resulting call recordings and transcripts, the customer is a controller (independent or joint, depending on the arrangement) and Voll Studios Ltd acts as the customer’s processor, processing that data on the customer’s documented instructions under our Terms of Service and any applicable data processing terms. Where we and a customer are joint controllers, the essence of that arrangement is available on request.
3. Personal data we collect
Account and identity data
Name, email address, password (stored hashed), organisation name, job role, and authentication metadata when you create and use an account. When you install Ringside from HubSpot, HubSpot gives us your name and email address and we create your account with them.
Billing and transaction data
Billing name, billing email, plan and seat information, credit balances and usage, and a record of payments. Card and bank details are collected and processed directly by our payment processor (Stripe); we do not store full card numbers on our systems.
Call content (recordings and transcripts)
The Service is a power dialler that records calls, generates live and stored transcripts, and produces AI coaching output derived from the call. Call recordings and transcripts contain the voices, words and personal data of both parties to the call, the rep and the person called. This can include anything said on the call, which may include special category or sensitive information if a caller chooses to disclose it.
Call metadata
Phone numbers dialled and calling from, call times, durations, outcomes and dispositions, and the recording setting that applied to each call.
CRM data
Where you connect Ringside to HubSpot, we sync contact records, call activity, meetings, notes, emails and dispositions to and from your CRM so that calls are logged against the correct contact timeline. You can disconnect HubSpot at any time from Settings; this uninstalls Ringside from your HubSpot account and stops all syncing. Contacts and lists already synced are deleted from Ringside 30 days after disconnect. Calls already written to HubSpot stay in HubSpot.
Technical and usage data
Device and browser information, IP address, log data, and product usage events needed to operate, secure and improve the Service. See our Cookie Notice for how the website and the application are measured.
4. How we use personal data and our lawful basis
We rely on the following lawful bases under Article 6 of the UK GDPR for each purpose. Where we act as a processor for customer contact data and call content, the lawful basis for that processing is determined by the customer as controller; the table below describes the bases we rely on as controller.
| Purpose | Personal data | Lawful basis (UK GDPR Art. 6) |
|---|---|---|
| Creating and administering your account, providing the Service | Account, identity, usage data | Art. 6(1)(b) performance of a contract |
| Billing, taking payment, managing credits and subscriptions | Billing and transaction data | Art. 6(1)(b) contract; Art. 6(1)(c) legal obligation (tax and accounting records) |
| Recording, transcribing and coaching on calls (as controller of our own reps) | Call recordings, transcripts, metadata | Art. 6(1)(b) contract; Art. 6(1)(f) legitimate interests (coaching quality and service improvement) |
| Providing the recording, transcription and coaching features to customers | Customer-supplied contacts, call content | Processed as processor on the customer’s instructions (basis set by the customer as controller) |
| Securing the Service, preventing fraud and abuse | Technical, usage, call metadata | Art. 6(1)(f) legitimate interests (security and integrity) |
| Responding to enquiries and providing support | Identity, contact, message content | Art. 6(1)(b) contract; Art. 6(1)(f) legitimate interests |
| Product analytics and improving the Service | Usage and technical data | Art. 6(1)(f) legitimate interests |
| Measuring use of the website and the application with Google Analytics | Usage, device and browser data, cookie identifiers | Art. 6(1)(a) consent, given through the cookie banner and withdrawable at any time |
| Sending service and marketing communications | Identity and contact data | Art. 6(1)(f) legitimate interests, or Art. 6(1)(a) consent where required by PECR |
Where we rely on legitimate interests, we have balanced those interests against your rights and freedoms. You can ask us for details of that assessment, and you can object (see your rights).
5. Call recording, consent and notification
Call recording is a core function of the Service and it involves the personal data of both parties on a call. Recording, monitoring and transcribing calls is regulated in the UK by PECR and the UK GDPR, and equivalent rules apply in other jurisdictions where a called party may be located. Because outbound calling can cross borders, the appropriate notice and consent requirements vary and can be stricter (for example, all-party consent regimes) than in the UK.
Recording is a setting the customer controls, at organisation level and on each call. Customers, as controllers of the contacts they dial, are responsible for giving any required notification and obtaining any required consent before or at the start of each call, and for determining the rules that apply to the regions they call.
6. Who we share personal data with (recipients and sub-processors)
We use carefully selected third parties to provide the Service. Each is bound by a data processing agreement and processes personal data only on our instructions. Our current sub-processors are:
| Sub-processor | Purpose | Data involved |
|---|---|---|
| Telnyx | Telephony and call carriage | Phone numbers, call metadata, call audio, call recordings |
| AssemblyAI | Speech-to-text transcription | Call audio and resulting transcripts |
| Anthropic | AI coaching and call analysis (Claude) | Transcript text and coaching prompts |
| HubSpot | CRM integration and call write-back | Contact records, call activity, meetings, notes, emails, dispositions |
| Stripe | Payment processing | Billing details, payment and card data |
| Supabase | Application database and storage | Account and call metadata, transcripts, coaching output |
| Vercel | Website and application hosting | Technical and usage data, request logs |
| Google (Google Analytics) | Website and application analytics, only for visitors who accept analytics cookies | Pages visited (shortened: record identifiers replaced and the query string dropped apart from campaign parameters), referrer, device and browser data, approximate location, cookie identifiers |
| Fly.io | Application hosting for the calling engine (London, UK) | Call audio in transit, call metadata, transcripts and session data in memory, request logs |
We may also disclose personal data to professional advisers, to a buyer in connection with a business sale or reorganisation, and to regulators, courts or law enforcement where we are legally required to do so. We do not sell personal data.
7. International transfers
Some of our sub-processors are located outside the UK, including in the United States and the European Economic Area. Where personal data is transferred outside the UK, we rely on an appropriate safeguard, such as UK adequacy regulations, the UK International Data Transfer Agreement, or the UK Addendum to the EU Standard Contractual Clauses, together with any additional measures needed to protect the data. You can ask us for details of the safeguards that apply to a specific transfer.
8. How long we keep personal data (retention)
We keep personal data only as long as necessary for the purposes above. Account data is kept for the life of your account and a limited period afterwards. Billing records are kept for the period required by tax and company law, typically six years. Call recordings, transcripts and coaching output are kept while your organisation’s account is active, or until deletion is requested. Google Analytics data about website and application visits is kept for 14 months.
To have call recordings, transcripts or coaching output deleted, email privacy@ringsidecoach.com. We action erasure requests within one calendar month of receiving them, including the call audio held by our telephony carrier. Call recordings, transcripts and coaching output are deleted 12 months after the last activity on the call, or sooner on request.
9. Your rights
Under the UK GDPR you have the right to:
- access the personal data we hold about you;
- have inaccurate personal data corrected (rectification);
- have personal data erased in certain circumstances (erasure);
- restrict our processing in certain circumstances;
- receive certain data in a portable, machine-readable format (portability);
- object to processing based on our legitimate interests, and to direct marketing at any time;
- withdraw consent at any time where we rely on consent, without affecting prior processing.
To exercise any of these rights, email privacy@ringsidecoach.com. If your request concerns contact data that a Ringside customer controls (for example, if you were called by one of our customers), we will direct your request to that customer as the controller, or handle it on their instructions.
10. Complaints
If you have a concern about how we handle your personal data, contact us first at privacy@ringsidecoach.com so we can try to resolve it. You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority, at ico.org.uk.
11. Automated decision-making
The Service uses AI to transcribe calls and generate coaching suggestions and call summaries. This assists reps and managers; it does not make decisions that produce legal or similarly significant effects about the person on the call. We do not carry out solely automated decision-making, including profiling, of the kind described in Article 22 of the UK GDPR that produces such effects.
12. Cookies
For details of cookies and similar technologies, and how the website and the application are measured, see our Cookie Notice.
13. Changes to this policy
We may update this policy from time to time. We will change the “last updated” date above and, for significant changes, take reasonable steps to notify you.
14. Contact
Voll Studios Ltd, 5 Brayford Square, London, England, E1 0SG. Email privacy@ringsidecoach.com.