Privacy
Privacy Notice
Did you ring a business and an AI answered? This page is about how we handle information for our own website and clients. The notice you want is If an AI receptionist answered your call.
1. Who we are
RING ORLA LTD (“ORLA”, “we”, “us”) is a company registered in England and Wales, company number 17368852. Our registered office is given in full under Company details.
We provide an AI receptionist service that answers telephone calls for trades and small businesses.
Contact us about anything on this page: hello@ringorla.com. It is a monitored inbox and a person reads it.
We are registered with the Information Commissioner’s Office as a data controller, reference ZC209734. You can check that yourself on the ICO’s public register. We have not appointed a Data Protection Officer because we are not required to; raise any data protection question at the address above.
2. Who this notice covers
People we deal with directly: visitors to this website, people who enquire, and our client businesses and their staff.
If you telephoned a business and an AI receptionist answered, that business is the controller and we act on its instructions. Read the caller notice instead.
3. What we collect, why, and on what basis
| Who you are | What we collect | Why | Lawful basis |
|---|---|---|---|
| Website visitor | Pages viewed, approximate location from IP address, device and browser, from strictly necessary cookies and server logs | Serving and securing the site | Legitimate interests (Art 6(1)(f)), running a working, secure website |
| Enquirer | Your name, business name, email, phone, trade, website and what you tell us about your calls | Responding to you and assessing your enquiry | Steps prior to a contract (Art 6(1)(b)), and legitimate interests |
| Caller to our own demo line | A recording and transcript of the call, your phone number, and what you told the receptionist | Demonstrating the product and answering you | Legitimate interests (Art 6(1)(f)) |
| Client business and its staff | Contact and business details, account and configuration data, support correspondence, usage and billing records | Providing and supporting the service; billing | Contract (Art 6(1)(b)) |
| Client business | Company details, VAT and payment records | Accounting and tax | Legal obligation (Art 6(1)(c)) |
| Business we approached | Business name, publicly listed business contact details, and where we found them | Offering a service relevant to that business | Legitimate interests, with an assessment on file. You can object at any time and we stop, that right is unconditional (Art 21(2)) and we do not ask why. |
Calls to our own demo and sales lines are answered by our own product, so they are recorded and transcribed on the same terms as any other ORLA call. You are told at the start of the call and can object during it. For those calls we are the controller.
4. Marketing
We contact businesses about our service. We do not send marketing email to sole traders or ordinary partnerships without consent, because PECR regulation 22 treats them as individuals. We do not use automated calling systems for marketing. Every message identifies us and gives a working way to say stop. Say stop once and you go on a permanent suppression list.
5. Who we share it with
Service providers who process on our behalf, under contract. This is the complete list.
| Provider | What it does | Where |
|---|---|---|
| Cloudflare | Website hosting, security, and this site’s enquiry database | Global edge network. Enquiry records are stored in Western Europe. |
| Supabase | Booking, enquiry and transcript database | United Kingdom (London) |
| Railway | Runs the software that answers calls | United States (San Francisco) |
| Twilio | Telephone network, and storage of call recordings | United States |
| Vapi | Real-time voice conversation handling | United States |
| OpenAI | Understanding speech and composing replies | United States |
| Stripe | Card payments and subscription billing | United States |
| Resend | Sending our emails to you | United States |
| Deepgram | Converting speech to text | United States |
| ElevenLabs | The receptionist’s voice | United States |
If we add or change a sub-processor, we will email you before it happens, not after. You will get at least 30 days’ notice, and if you object we will either find another way to do it or let you leave without penalty, including a refund of anything you have paid in advance. A published list is only worth something if it is kept honest as it changes, so this is a commitment rather than a courtesy.
We also share with professional advisers, and with anyone we are legally required to tell. We do not sell personal data, we do not share it for anyone else’s marketing, and we do not permit it to be used to train third-party AI models.
6. International transfers
As the table above shows, several providers are in the United States. Where personal data goes there we rely on the UK Extension to the EU-US Data Privacy Framework where the provider is certified and has opted into it, and otherwise on the International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses. We re-check certification quarterly. Our first check was carried out on 30 July 2026 and four supplier agreements remain outstanding from it.
Being specific about recordings: written records, your booking, your contact details, the transcript, are stored in the United Kingdom. The audio recording itself is stored by our telephone provider, Twilio, in the United States, under one of the transfer mechanisms above. The software that handles a call in progress runs on Railway in the United States, so records pass through the United States on their way to being stored here.
7. How long we keep it
| Website and server logs | Up to 30 days |
| Recordings of calls to our own lines | 90 days, then deleted, including from our telephone provider. Our demonstration number is handled by a US supplier, Vapi, whose own terms let it keep a copy, see the note below. |
| Transcripts of calls to our own lines | 90 days, then deleted. Copies held by our AI suppliers are governed by their retention terms, not ours. |
| Enquiries that go nowhere | 12 months from last contact. We do this by hand at present, not automatically. |
| Client account and configuration records | Term of the contract, then 12 months |
| Invoices, accounts and tax records | 6 years after the end of the financial year, as HMRC requires |
| Suppression list | Indefinitely, we have to keep it to keep our promise not to contact you |
About our demonstration number, 020 4538 1650. That line is handled for us by Vapi, a supplier in the United States. Under Vapi’s own terms it may retain recordings and transcripts and use them to improve its AI models, and our 90-day deletion does not reach the copy it holds. We are moving that number onto our own system to close this. In the meantime, please treat the demonstration line as a demonstration: don’t use it for anything confidential.
8. Your rights
You have the right of access, rectification, erasure, restriction, objection, and portability; the right not to be subject to solely automated decisions with legal or similarly significant effects; and the right to withdraw consent where consent is the basis.
Email hello@ringorla.com. We answer within one calendar month. There is no charge unless a request is manifestly unfounded or excessive.
9. Cookies
This site uses only strictly necessary cookies. We run no analytics, no advertising cookies and no third-party trackers. That is why you have not been shown a cookie banner, none is required for strictly necessary cookies under PECR regulation 6. If that ever changes we will ask your consent first, and it will actually block the tags until you give it.
10. Complaints
Please raise it with us first at hello@ringorla.com. You can also complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint · 0303 123 1113 · Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
11. Changes
We post any change here and update the date at the top. If a change materially affects how we use your data we will tell you directly.
Company details
RING ORLA LTD, registered in England and Wales, company number 17368852. Registered office: 12 Robinson Close, Carterton, England, OX18 3PG. Contact: hello@ringorla.com. Not currently registered for VAT. All prices shown on this site are the total payable, with no additional fees.