Privacy Policy

1. Who we are

This privacy policy explains how RingTrue AI (“we”, “us”, “our”) collects, uses and protects your personal data when you visit our website at ringtrueai.com or interact with our services.

Data Controller: Massimo Perry, RingTrue AI

Email: massimo@ringtrueai.com

Phone: 07847875070

RingTrue AI operates as a sole trader based in the United Kingdom.

2. What data we collect

Data you give us directly

When you fill in our contact or project enquiry form, we collect:

• Your name and company name

• Your email address and phone number (if provided)

• Details about your project requirements

• Any files you upload (e.g. company logo)

• Budget range and project preferences

Data collected automatically

When you visit our website, basic technical data may be logged by our hosting provider, including:

• Your IP address (anonymised where possible)

• Browser type and version

• Pages visited and time of visit

• Referring URL

We do not currently use third-party analytics or advertising tracking cookies.

3. How we use your data

We use your personal data only for the following purposes:

• To respond to your enquiry — we need your contact details to get back to you

• To deliver our services — project briefs and related information are used to complete your project

• To fulfil our contractual obligations — invoicing, project delivery and ongoing communication

• Legal compliance — we may be required to retain certain records for tax or regulatory purposes

We will never use your data for unsolicited marketing without your explicit consent.

4. Legal basis for processing (UK GDPR)

We rely on the following lawful bases:

• Contractual necessity — processing required to fulfil a contract with you

• Legitimate interests — responding to enquiries and communicating about services you have requested

• Legal obligation — retaining financial records as required by UK law

• Consent — where you have given us explicit consent (e.g. to receive marketing communications)

5. Who we share your data with

We do not sell, rent or trade your personal data. We may share limited data with:

• Email and communication providers — to send and receive emails (e.g. Google Workspace)

• Cloud storage providers — to store project files securely

• Payment processors — if you pay for services (e.g. Stripe or PayPal); they handle payment data under their own privacy policies

• Legal or regulatory authorities — if required by law

All third-party providers used by RingTrue AI are required to handle data in accordance with UK GDPR.

6. How long we keep your data

We retain your data for as long as is necessary for the purpose it was collected:

• Enquiry data (no contract): up to 12 months

• Client project data: for the duration of the project plus 6 years (for legal/tax compliance)

• Financial records: 6 years from the end of the relevant financial year (HMRC requirement)

After these periods, your data is securely deleted or anonymised.

7. Your rights under UK GDPR

You have the following rights regarding your personal data:

• Right of access — request a copy of the data we hold about you

• Right to rectification — ask us to correct inaccurate data

• Right to erasure — ask us to delete your data (subject to legal retention requirements)

• Right to restriction — ask us to restrict how we use your data

• Right to data portability — receive your data in a portable format

• Right to object — object to processing based on legitimate interests

• Right to withdraw consent — where processing is based on consent

To exercise any of these rights, email us at massimo@ringtrueai.com. We will respond within 30 days.

If you are unhappy with how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.

8. Cookies

Our website uses strictly necessary technical cookies only (e.g. session management). We do not use advertising, tracking or analytics cookies that require consent under PECR.

If this changes, we will update this policy and implement a cookie consent mechanism.

9. Security

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or disclosure. Our website uses HTTPS encryption for all data in transit.

10. International transfers

We primarily store and process data within the UK and European Economic Area (EEA). Where data is transferred outside the UK/EEA (e.g. via third-party service providers), we ensure adequate safeguards are in place in accordance with UK GDPR.

11. Changes to this policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated date. Where changes are significant, we will notify active clients by email.

12. Contact us

For any privacy-related questions or to exercise your rights, contact:

Massimo Perry