Privacy Policy

Effective date: September 21, 2026

This policy explains what personal information RingTek collects, why we collect it, who we share it with, how long we keep it, and the choices you have. It applies to:

• the RingTek mobile app for iPhone and Android (the “App”);
• the RingTek customer portal and administration portal; and
• our website at www.ringtek.ca.

Together we call these the “Services”. RingTek is a business phone service. Most people use the App because their employer, school or organization (your “Organization”) is a RingTek customer and has given them a phone extension.

1. Who we are

The Services are provided by Ringtek Communications, operated by Tech Bench Services Ltd., 3011 Viking Way, Unit #100, Richmond, British Columbia V6V 1V1, Canada (“RingTek”, “we”, “us”). Our Privacy Officer can be reached at [email protected].

2. The short version

• We collect only what is needed to give you a working phone extension, text messaging, voicemail and the in-app assistant.
• We do not sell your personal information, we do not show advertising in the App, and we do not track you across other companies’ apps or websites.
• The App does not collect your location, and it contains no advertising or analytics software from third parties.
• Your phone’s address book stays on your phone. The App reads it to show names next to numbers; it is never uploaded to us.
• You can delete your account at any time from inside the App or by emailing us. See section 9.

3. Information we collect

3.1 Information you or your Organization give us

• Account details: your name, email address, phone number, the Organization you belong to, your extension number and your role (for example, administrator or user).
• Sign-in credentials: your password is handled by our authentication provider and stored only in hashed form. We never see or store it in readable form. If you sign in by scanning a QR code, the code contains a one-time activation token, not your password.
• Billing contacts: for the person who manages your Organization’s RingTek account, a billing name, address and email for invoices. The App does not collect payment card numbers.
• Support requests: what you send us when you ask for help, including any diagnostic log you choose to share (see 3.3).

3.2 Information created when you use the phone service

• Call records: the numbers or extensions involved, the date, time, duration and outcome of each call. These are needed to connect calls, show your call history and produce your Organization’s usage reports.
• Call audio: carried in real time to connect your call. The App itself does not record calls. If your Organization has turned on call recording or voicemail for its phone system, those recordings and voicemail messages are stored on our phone servers for your Organization.
• Text messages (SMS/MMS): the content of messages you send and receive through RingTek, the phone numbers involved, the time and the delivery status. We store them so your conversations appear in the App and the portal.
• Extension settings: your availability status (for example, Available or Away), call-forwarding numbers, voicemail greetings and similar settings you or your administrator choose.
• In-app assistant: the questions you type or speak to the assistant, its replies, and which phone-system actions it carried out for you. We keep a log of these to operate the feature, prevent abuse and improve answers.

3.3 Information from your device

• Device and session information: device model, operating system, App version, IP address and the date and time of sign-ins, used to keep your account secure and to manage signed-in devices.
• Push notification tokens: identifiers issued by Apple or Google that let us wake the App when you have an incoming call. They are removed when you sign out or delete your account.
• Diagnostic logs: the App keeps a technical log on your device to help solve calling problems. Passwords and sign-in tokens are removed from it automatically. It never leaves your device unless you choose to share it with us from the App’s Diagnostics screen.

3.4 Device permissions the App asks for, and why

You can withdraw any of these permissions at any time in your phone’s Settings. The matching feature will stop working, but the rest of the App will continue to work.

3.5 Website visitors

When you visit www.ringtek.ca, our web server records standard log information (IP address, browser type, pages viewed, date and time), and the site may use cookies needed for it to function and to understand how it is used. You can block or delete cookies in your browser settings. If you complete a contact or sign-up form, we collect what you enter.

3.6 What we do not collect

We do not collect precise location, biometric identifiers, government identification numbers, health information, or your browsing activity on other apps and sites. We do not offer sign-in through social media accounts.

4. How we use information

• To create and secure your account and sign you in.
• To place and receive your calls, deliver your text messages and voicemail, and apply your extension settings.
• To answer assistant requests and carry out the phone-system changes you ask for.
• To notify you of incoming calls and messages.
• To provide your Organization’s administrators with the management tools and usage reports that are part of a business phone system.
• To bill your Organization and provide customer support.
• To detect, prevent and investigate fraud, abuse, security incidents and technical faults.
• To meet legal and regulatory obligations that apply to telecommunications providers.

We do not use your information for advertising, and we do not build marketing profiles from your calls, messages or assistant conversations. We send marketing email only to people who have asked for it, and every such email has an unsubscribe link.

5. Consent and your Organization’s role

We collect, use and disclose personal information with your consent or as otherwise permitted by Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), British Columbia’s Personal Information Protection Act and other applicable law. You may withdraw consent at any time by changing device permissions, deleting your account, or contacting us, subject to legal or contractual restrictions. Withdrawing consent may mean we can no longer provide some or all of the Services.

When you use RingTek through your Organization, the Organization decides who gets an extension, which features are enabled (such as call recording) and how long its records are kept. Your Organization’s administrators can see call records, text messages sent through the Organization’s numbers, recordings and extension settings for their phone system. Questions about your Organization’s own practices should be directed to it.

6. Who we share information with

We share personal information only as described here. We require every service provider to protect it to a standard at least equal to this policy and to use it only to provide their service to us.

We may also disclose information when required by law, court order or a lawful request from a government authority; to protect the rights, property or safety of RingTek, our customers or the public; and to a successor in connection with a merger, acquisition or sale of our business, in which case this policy continues to apply to your information.

We do not sell or rent personal information, and we do not share it with advertisers or data brokers.

7. Where information is stored

We and our service providers store and process information in Canada and the United States. Information held in the United States is subject to United States law and may be accessible to its courts, law enforcement and national security authorities.

8. How long we keep information

• Your account profile, sessions, push tokens and extension links are kept while your account is active and are deleted when your account is deleted.
• Call records, text messages, voicemail and recordings form part of your Organization’s business phone records. They are kept while the Organization’s RingTek service is active, unless the Organization or you (where the law gives you that right) ask us to delete them sooner, and are deleted or anonymized after the Organization’s service ends.
• Assistant logs are kept for as long as needed to operate, secure and improve the feature, and are deleted or anonymized when no longer needed or on request.
• Billing and tax records are kept for the period required by Canadian tax and accounting law, currently at least six years.
• Backups are overwritten on a rolling schedule. Deleted information may persist in backups for a limited time before it is overwritten, and is not used for any other purpose during that time.
• Diagnostic logs on your device are limited in size, overwritten automatically, and removed when you uninstall the App.

9. Deleting your account and your information

You can delete your RingTek account at any time:

1. In the App: open the menu (top left), choose Delete Account, and confirm. Deletion takes effect immediately.
2. By email: write to [email protected] from the email address on your account with the subject “Delete my account”. We will verify your identity and complete the request within 30 days.

Deleting your account permanently removes your user profile, sign-in credentials, active sessions, push notification tokens and the links between you and your extensions. Business phone records that belong to your Organization (section 8) are handled according to the Organization’s instructions and the law; you may also ask us to delete or anonymize personal information about you in those records, and we will do so unless we are legally required or permitted to keep it. Records we must keep by law, such as invoices, are retained for the required period only.

10. Your rights and choices

Subject to applicable law, you may:

• ask what personal information we hold about you and receive a copy;
• ask us to correct information that is inaccurate or incomplete;
• withdraw your consent or ask us to delete your information (section 9);
• change or revoke App permissions in your phone’s Settings;
• unsubscribe from marketing email at any time; and
• complain about how we have handled your information.

To exercise any of these rights, contact our Privacy Officer at [email protected]. We respond within 30 days. We will not discriminate against you for exercising your rights. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada (www.priv.gc.ca) or the Office of the Information and Privacy Commissioner for British Columbia (www.oipc.bc.ca).

United States residents. The App is offered in the United States. Depending on your state, you may have rights to know, access, correct and delete your personal information and to opt out of its sale or sharing for targeted advertising. We do not sell personal information or share it for targeted advertising. In the past twelve months we have collected the categories described in section 3 (identifiers, account and contact details, communications content and records, device and network information, and audio you provide for voice input) for the purposes in section 4, and disclosed them only to the service providers in section 6. You or your authorized agent can make a request using the contact details above; we will verify your identity before responding.

11. How we protect information

We use administrative, technical and physical safeguards appropriate to the sensitivity of the information, including encrypted (HTTPS) connections between the App, the portals and our application servers, hashed credentials, access controls limited to staff who need the information, per-device sessions that can be revoked, and logging of administrative changes. No system is perfectly secure. If a breach creates a real risk of significant harm, we will notify you and the relevant regulators as the law requires.

12. Children

RingTek is a business communications service. The Services are not directed to children, and we do not knowingly collect personal information from anyone under 13, or under 16 where a higher age applies. Accounts are issued by Organizations to their staff. If you believe a child has provided us with personal information, contact us and we will delete it.

13. Changes to this policy

We may update this policy as our Services or the law change. We will post the new version here with a new effective date, and where the change is significant we will tell you in the App or by email before it takes effect.

14. Contact us

Privacy Officer, Ringtek Communications (Tech Bench Services Ltd.)
3011 Viking Way, Unit #100
Richmond, British Columbia V6V 1V1, Canada
Email: [email protected]