Privacy Policy

1.1 Account and Registration Information

• Identity Information: Name, email address, business name, job title
• Authentication Data: Password (stored encrypted), multi-factor authentication preferences, backup codes
• Contact Information: Phone numbers, business address, billing address
• Account Preferences: Language, timezone, currency (CAD/USD), notification settings

1.2 Communications Data

• Call Detail Records (CDRs): Caller ID, called number, call direction, start/end times, duration, call status (answered, missed, failed), quality metrics (MOS score, jitter, latency)
• Voicemail: Recordings, transcriptions (when enabled), caller information, timestamps
• Call Recordings: Audio recordings (only when explicitly enabled by you), transcriptions, duration
• SMS/MMS Messages: Message content, sender/recipient numbers, timestamps, delivery status
• Fax Transmissions: Fax content, sender/recipient numbers, page count, transmission status

1.3 Billing and Payment Information

• Payment Methods: Credit/debit card details (processed securely by Stripe; we only store last 4 digits and card type)
• Billing Information: Invoices, payment history, account balance, subscription details
• Tax Information: GST/HST numbers (for Canadian businesses), billing address for tax purposes

1.4 Technical and Device Information

• Device Identifiers: Unique device ID, device type (web, mobile, desktop, IP phone)
• Connection Information: IP address, browser type and version, operating system
• SIP Credentials: SIP username, encrypted password, WebRTC configuration
• Session Data: Login timestamps, session duration, authentication tokens
• Push Delivery Data: Apple or Google push token, notification delivery status, and device platform
• Diagnostics: Crash reports, performance traces, app version, device context, and account-scoped user identifier used to diagnose reliability issues

1.5 Location Information

• E911 Address: Physical address registered for emergency services (required by Canadian telecommunications regulations)
• Device Location: GPS coordinates (when you grant permission) for E911 accuracy
• IP-Based Location: General geographic area derived from IP address

1.6 Number Porting Documentation

• Identity Verification: Government-issued ID, business registration documents
• Authorization Documents: Letter of Authorization (LOA), recent phone bill
• Service Information: Current provider details, account numbers

2.1 Service Delivery (Primary Purposes)

• Providing voice calling, messaging, voicemail, and fax services
• Processing and routing your communications
• Generating voicemail transcriptions and call analytics
• Billing, invoicing, and payment processing
• Account management and customer support
• Emergency services (E911) compliance

2.2 Security and Compliance

• Fraud prevention and detection
• Security monitoring and incident response
• Compliance with CRTC telecommunications regulations
• Responding to lawful requests from law enforcement
• Audit logging of administrative and security events

2.3 Service Improvement (With Consent)

• Analyzing usage patterns to improve our services
• Developing new features and functionality
• Sending marketing communications (you can opt out anytime)

You can manage these preferences in your account settings.

We may share information in these limited circumstances:

We work with the following categories of service providers to deliver our services:

All service providers are bound by data processing agreements that require them to protect your information and use it only for the purposes specified.

Your data, stored securely in Canada.

We keep personal information only as long as it is needed for the purpose it was collected, or as long as the law requires us to keep it — whichever is longer. Operational data follows the schedule below. Billing, invoice, and tax records are a separate case: Canadian tax and telecommunications record-keeping rules require us to retain them for seven years, and we cannot delete them earlier on request.

Retention when an account is deleted

A deletion request opens a 30-day grace period during which an organization administrator can cancel it. After the grace period, operational data — call detail records, voicemail, recordings, messages, and faxes — is erased from our active systems, and remaining copies age out within 90 days of account closure.

Records we are legally required to keep — billing, invoice and tax records, telecommunications records, and fraud-prevention or legal-hold records — are restricted from ordinary use and kept for the balance of the periods in the table above, up to seven years, and are then purged. Deleting an account does not shorten a retention period the law sets.

The deletion process itself is described on our account deletion page.

Under PIPEDA and Alberta's PIPA, you have the following rights regarding your personal information:

Organization administrators can start or cancel an authenticated account-deletion request on our account deletion page. For personal-data requests that do not delete a shared organization, contact our Privacy Officer at privacy@reliaring.com. We will respond within 30 days.

We may require verification of your identity before processing your request.

We use cookies and similar technologies for the following purposes:

• Essential Cookies: Required for authentication, session management, and security
• Preference Cookies: Remember your settings (language, timezone, etc.)
• Analytics Cookies: Help us understand how you use our services (can be disabled)

We also store a device identifier in your browser's local storage for softphone functionality.

While we primarily store data in Canada, some of our service providers may process data in other jurisdictions (primarily the United States). When this occurs:

• We ensure appropriate safeguards are in place (contractual clauses, certifications)
• We comply with PIPEDA's requirements for cross-border data transfers
• We remain responsible for your data regardless of where it is processed

ReliaRing is a business communications service intended for use by businesses and individuals 18 years of age or older. We do not knowingly collect personal information from children under 18. If you believe we have inadvertently collected information from a minor, please contact us immediately at privacy@reliaring.com.

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make material changes:

• We will post the updated policy on our website
• We will update the "Last Updated" date at the top of this page
• For significant changes, we will notify you by email at least 30 days in advance
• Continued use of our services after changes take effect constitutes acceptance