Privacy

Last updated: 13 July 2026.

RingSorted answers your business calls with an AI receptionist, so privacy here works on two levels: your data (your account, your billing) and your callers' data (the calls we answer on your behalf). This policy covers both, in plain English. RingSorted is operated by TNS 365 Ltd, a company registered in England and Wales (company no. 11151109).

Your data — what we collect

When you create an account we collect your business name, contact name, email address and phone number, plus the things you set up to run your receptionist: your call flow, greeting, business notes and notification preferences. We also keep usage records (calls answered, messages taken) so we can show you your dashboard and bill you accurately.

Payments are processed by Stripe — your card details go straight to them and we never see or store them. No advertising trackers, no data sold on, ever.

Your callers' data — what happens on a call

When someone rings your RingSorted number, we handle the call on your behalf and on your instructions. In legal terms, you are the data controller for your callers' information and we are your processor. On a call we handle:

• The caller's number (unless they withhold it), so you know who to ring back.
• The conversation itself — transcribed live so the receptionist can respond and take an accurate message. We do not record or keep the audio. What's stored is the transcript and the message, which we send to you by email (and SMS on Plus and Unlimited) and keep in your console so you can review them.
• Caller memory (Unlimited plan) — the receptionist can recognise a repeat caller by their number and recall their recent messages, looking back at most 180 days. This never applies to withheld numbers.

You're responsible for anything your own legal obligations require you to tell your callers — for most small businesses that's simply being upfront that an assistant answers your line and takes messages. If a caller asks you to remove their details, delete the relevant messages in your console or ask us and we'll do it.

The AI part, honestly

The receptionist's voice and understanding are powered by OpenAI. Call audio is streamed to OpenAI in real time to hold the conversation, under our agreement with them; OpenAI does not use this API data to train its models. We also use a small AI check when you save your business notes, to make sure they're suitable to read out to callers.

Who helps us run the service

We use a short list of providers, each for one job: Stripe (payments and VAT invoices), Twilio and Telnyx (phone numbers and call carriage), OpenAI (the AI receptionist itself), Mailgun (delivering our emails) and Cloudflare (serving this website securely). Account and call data lives on our own UK-based servers, operated by TNS365. Some of the providers above process data outside the UK (mainly the US); where they do, transfers are covered by contractual safeguards recognised under UK data protection law.

Cookies

Essential cookies only: one to keep you logged in to your console, and — only if you tick "keep me signed in" — one that remembers your device for 30 days. No analytics cookies, no advertising cookies, no third-party trackers.

How long we keep things

Your account details, transcripts and messages are kept while your account is open, so your console history works. Caller memory only ever looks back 180 days. If you close your account, or ask us to delete your data, we delete it — save for the minimal billing records we're legally required to keep. Calls to our public demo line are transcribed and may be reviewed by us to improve the service.

Your rights

Under UK data protection law you can ask us for a copy of your data, ask us to correct it or delete it, object to or restrict how we use it, and take your data elsewhere. Email [email protected] and we'll sort it — no forms, no run-around. If you're unhappy with how we've handled something, you can complain to the Information Commissioner's Office at ico.org.uk.

Who we are

RingSorted is built and operated by TNS 365 Ltd (company no. 11151109), the team behind TNS365, a UK call-handling business. Registered office: 70 Woodlea Avenue, Huddersfield, HD3 4EF, United Kingdom. Privacy questions: [email protected].

If we make meaningful changes to this policy we'll update this page and, for anything significant, email account holders.