Privacy Policy

This Privacy Policy describes how Ringora Inc. (“Ringora,” “we,” “us,” “our”) collects, uses, discloses, and protects your personal information. We handle personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and other applicable Canadian privacy laws. This policy explains what we collect, why, how we protect it, and the choices you have.

1. Scope

This policy applies to personal information collected through our websites (including ringora.ca), our phone, fax, and messaging services (the “Services”), our customer portal, and our interactions with you (sales, support, and billing). It applies to customers, prospective customers, website visitors, and end users of accounts.

2. Information We Collect

• Contact & account details: name, business name, service and billing addresses, email address, phone number, and account credentials.
• Billing details: payment method information (processed by our payment processors; we do not store full card numbers), transaction and payment history.
• Service usage data: call detail records (numbers dialed, date, time, duration), fax transmission records and metadata, voicemail and messaging data, IP addresses, device and equipment identifiers, and network diagnostics.
• Service content: voicemails, message content, and, only where you enable the feature, call recordings.
• eFax content: if you use our eFax platform, we collect and securely store the faxes you send and receive (documents, cover pages, and transmission metadata such as sender, recipient, timestamps, and delivery status). We store this content so you can access, search, and manage your faxes from anywhere, via the web portal or email, for as long as your account retains them.
• 9-1-1 location information: the registered service address and any location details (suite, floor, entry notes) you provide for emergency routing.
• Website & forms: information you submit through quote, contact, or notify-me forms, and limited analytics data (pages visited, browser type) collected via cookies or similar technologies.
• Support communications: records of your calls, chats, and emails with our team.

3. How We Use Your Information

• To provide, activate, maintain, bill, and support the Services;
• To store, transmit, and make your eFax documents available to you across your devices (portal and email), including spam filtering of unwanted faxes;
• To route and support emergency 9-1-1 calls, including passing your registered address to emergency call centres and responders;
• To port your numbers to or from other carriers at your request;
• To detect and prevent fraud, toll abuse, network attacks, and violations of our Terms of Service;
• To improve our network, products, and customer experience;
• To respond to your inquiries and send service notices (outages, changes, billing);
• To send marketing communications where permitted under Canada's Anti-Spam Legislation (CASL); you may opt out at any time;
• To comply with legal, tax, and regulatory obligations, including those of the CRTC.

4. Consent

We collect, use, and disclose personal information with your consent, or as permitted or required by law. Consent may be express or implied (for example, providing your address when ordering service implies consent to use it for provisioning and 9-1-1 routing). You may withdraw consent at any time, subject to legal or contractual restrictions and reasonable notice, though withdrawing consent required to deliver the Services may mean we can no longer provide them.

5. When We Share Information

• Service providers: payment processors, underlying carriers and interconnection partners, emergency (9-1-1) call routing providers, data centre operators, and support tooling, each bound by contractual confidentiality and data-protection obligations.
• Number porting: with gaining or losing carriers as required to complete a port you request.
• Emergency services: your registered location information is shared with emergency call centres and responders when you dial 9-1-1.
• Legal & regulatory: with regulators (including the CRTC), law enforcement, or courts where required or permitted by law, subpoena, or court order.
• Business transactions: in connection with a merger, acquisition, financing, or sale of assets, subject to confidentiality protections.
• We never sell your personal information to marketers or data brokers.

6. Where Your Data Is Stored

Our primary infrastructure is located in Canadian data centres. Some service providers may process limited data outside Canada; where they do, we use contractual safeguards, and that data may be subject to the laws of those jurisdictions.

7. Retention

We retain personal information only as long as needed for the purposes described above or as required by law (for example, billing records retained for tax and regulatory purposes). eFax content is retained in your account so it remains accessible to you until you delete it or your account is closed, after which it is deleted in accordance with our retention schedule. Call recordings (where you enable the feature) are retained for 90 days and then automatically deleted. When no longer required, information is securely deleted or anonymized.

8. Security

We use administrative, technical, and physical safeguards appropriate to the sensitivity of the information, including encryption in transit, access controls, network monitoring, and staff confidentiality obligations. No system is perfectly secure, and we cannot guarantee absolute security; we will notify you and the appropriate authorities of any breach of security safeguards as required by law.

9. Cookies & Analytics

Our website uses cookies and similar technologies for essential functionality and to understand aggregate site usage. You can control cookies through your browser settings; disabling them may affect site functionality.

10. Your Rights

• You may request access to, or correction of, your personal information in our custody.
• You may request deletion of personal information, subject to legal and contractual retention requirements.
• You may opt out of marketing communications at any time via the unsubscribe link or by contacting us.
• To exercise any of these rights, contact our Privacy Officer at hello@ringora.ca. If you are unsatisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.

11. Children

Our Services are not directed to children, and we do not knowingly collect personal information from minors without parental or guardian consent.

12. Changes to This Policy

We may update this policy from time to time. The current version will always be posted at ringora.ca/privacy-policy/ with its effective date. Material changes will be communicated by notice on our website or by email.

13. Contact

Privacy Officer, Ringora Inc.
23-850 Tapscott Rd, Scarborough, Ontario, M1X 1N4, Canada
hello@ringora.ca · (866) RINGORA · 1 (866) 746-4672