It’s all about trust. Ruby is working hard to keep your data safe and secure. We know that we earn your trust by protecting your privacy and the privacy of your customers, our Callers. Here is a summary of our privacy promise to you:
If you have questions or would like to request changes to how we handle your data or share a concern, please contact us at firstname.lastname@example.org or call us toll free 866-611-7829.
This Privacy Notice describes how we collect and treat information collected through our Services, which includes our virtual receptionist services, chat services, applications and software (“Software”), ruby.com and other website and online channels we own or operate (the “Site”), and your other interactions with Ruby as a subscribing customer (“Customer”), a caller interacting with Ruby by telephone, text, live chat, or other Software features (“Caller”), or as a visitor.
Ruby interacts with Callers as a service provider under the instructions of our Customers. This Privacy Notice does not apply to our Customers’ websites or any third-party services or platforms. Any collection or use of a Caller’s Personal Information is subject to the respective Customer’s privacy practices, not ours. Callers should direct any privacy-related questions to the Customer they contact via our Services.
As used in this Privacy Notice, “Personal Information” means information that identifies, relates to, describes, references, is capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular individual consumer or household, such as:
Personal Information does not include (i) publicly available information; (ii) aggregate information, meaning data about a group or category of services or users from which individual identities and other Personal Information has been removed; or (iii) deidentified information that cannot be easily linked back to the individual.
The specific categories of Personal Information we collect about you and the manner of collection depends on how you use our Services, such as a current or potential new Customer or a Caller leaving a message for one of Ruby’s Customers. During the preceding 12 months, we have collected (i) identifiers, (ii) employment-related information, (iii) sensitive Personal Information contained in Callers’ messages to our Customers, (iv) commercial information, and (v) internet or similar activity.
Ruby collects your Personal Information (a) with your consent; (b) if we have a legitimate interest in doing so; or (c) as authorized or required by law. Ruby collects Personal Information from these sources:
Callers. Ruby interacts with Callers as a service provider to our Customers:
Customers. Ruby collects and uses Personal Information from our Customers with consent and according to the Customer’s instructions, as follows:
Your Inquiries. If you contact Ruby as a potential new Customer, Site visitor, or for any other reason, we will collect Personal Information from you to respond to your inquiry:
Automatically from your use of the Site or Software. Ruby may automatically collect technical information, which may include some Personal Information, from your use of the Site or Software, such as:
Ruby collects this information to achieve our legitimate interest of providing and improving our Services. We may also use this information to deliver targeted advertising.
Ruby only collects, uses, retains, and discloses Personal Information as reasonably necessary and proportionate to provide the Services or for other purposes that we disclose to you and are compatible with the context of how we collected the Personal Information. In addition to the specific uses described above, Ruby might also use your Personal Information to (i) monitor your compliance with any of your agreements with us; (ii) protect your privacy and enforce this Privacy Notice; (iii) if we believe it is necessary, to identify, contact, or bring legal action against persons or entities who may be causing injury to you, to us, or to others; (iv) comply with a law, regulation, legal process, or court order; or (v) fulfill any other purpose to which you consent. Ruby will update this Privacy Notice or otherwise notify you before we collect additional categories of Personal Information or use your Personal Information for purposes that are incompatible with the purpose stated at the time of collection.
Ruby charges Customers fees to use the Services and sometimes facilitates payments from Callers to Customers as a Services feature. Ruby always uses a PCI-DSS compliant payment processors like Square or Stripe to collect, process, and store payment information, subject to the payment processor’s policies and terms. Ruby is not a payment processor and we do not store payment information or process payments or receive, transmit, or otherwise handle or process any funds as part of the Services. If a Customer pays for Services by ACH payment, the Customer’s banking institution processes the payment. Any questions related to payment by ACH should be directed to your banking institution
Our Services are designed for adults, not children. Ruby does not knowingly collect Personal Information online from children under 16 without verification of parent or guardian consent. If we discover that a child under 16 has provided us with Personal Information without parent or guardian consent, we will delete such information from our systems. If you believe we might have any information collected online from a child under 16, or if you become aware of any unauthorized submission of information to Ruby, please contact us at email@example.com or 866-611-7829.
Any Personal Information Ruby collects from a Caller who is a child under age 16 is collected in our role as a service provider to the Customer and subject to the Customer’s privacy practices and legal compliance. Please contact the Customer if you have questions or concerns.
As a service provider to our Customers, Ruby retains Caller data until the Customer deletes it or instructs us to do so. Customer account information is retained while the account is active and after the Customer cancels the account. Over the years we have learned that many Customers who cancel our Services will reengage with us at some point, and retaining Customer account data makes the reengagement process easier for everyone. Personal Information on our marketing lists is retained until you opt-out or we determine that the information no longer serves our business purposes. For example, if you have never been a Customer and you do not interact with the marketing content we send you for two years, we will remove your Personal Information from our marketing lists. Other types of data are retained and disposed of according to our company policies. Ruby may retain Personal Information for longer if it may be the subject of a legal claim or may otherwise be relevant for future litigation. We periodically review and delete or deidentify unnecessary data.
Ruby will only disclose Personal Information as described in this section, with your permission, or as required by law. In the preceding 12 months, Ruby has disclosed Personal Information in the categories of (i) identifiers, (ii) employment-related information, (iii) sensitive Personal Information; (iv) commercial information, and (v) internet or similar activity.
Ruby may disclose Customer Personal Information for a business purpose to:
Ruby gives Customers the ability to directly control the Personal Information we collect and hold about you through our Services:
Depending on where you reside, you may be entitled to additional controls over your Personal Information. Please contact firstname.lastname@example.org if you have questions about exercising your privacy rights. Residents of California, the European Union, and Canada may review the applicable supplemental notices below.
If you are a Caller, please direct any privacy-related requests or inquiries to the Customer you contact via our Services. Otherwise, if you wish to exercise your privacy rights beyond the methods available through the Services, or if you want to express concerns, lodge a complaint, or request information, please submit a verifiable Consumer Privacy Request:
Note that if you are a Caller or we otherwise collect or process your Personal Information in our capacity as a service provider or processor to a Customer, we may need to relay your request to that Customer for fulfillment.
Ruby may only legally fulfill a Consumer Privacy Request when we have sufficient information to verify that the requester is the person or an authorized representative of the person about whom we have collected Personal Information, and to properly understand, evaluate, and respond to the request. We do not charge a fee to process or respond to a verifiable request unless we have legal grounds to do so, such as requests that are excessive, repetitive, or manifestly unfounded. If we determine that the request warrants a fee, we will tell you why we made that decision and provide you with a cost estimate before completing your request.
This section provides the disclosures and notices required under the California Consumer Privacy Act of 2018 (“CCPA”) and offers informational notices to residents of Virginia, Colorado, Nevada, and other U.S. states with laws providing similar protections. The following paragraphs apply solely to residents of the State of California and other states to the extent the same legal protections apply (each a “Consumer”). Consumers may exercise the following rights over their Personal Information, subject to our receipt of a verifiable Consumer Privacy Request and any exceptions and limitations that may apply:
Consumers may exercise these rights over their Personal Information, subject to our receipt of a verifiable Consumer Privacy Request, as well as any exceptions and limitations that may apply. Please note that CCPA privacy rights do not apply where Ruby collects and uses your Personal Information in a business-to-business context when you are acting as an employee to a Customer or potential Customer in the performance of your job duties.
We adopted this section to provide supplemental information in compliance with Canada’s Personal Information Protection and Electronic Documents Act (“PIPEDA”). This section applies solely to residents of Canada where PIPEDA applies (“Canadian Consumers”). PIPEDA gives Canadian Consumers specific rights regarding Personal Information offering details on an identifiable person without the inclusion of name, title, telephone number, and business address of an employee of a business or organization. The following paragraphs describe PIPEDA rights and explain how to exercise those rights.
Canadian Consumers may exercise these rights over their Personal Information, subject to our receipt of a verifiable Consumer Privacy Request, as well as any exceptions and limitations that may apply.
We adopted this section to comply with the General Data Protection Regulation (“GDPR”) and its counterpart regulation applicable to residents of the United Kingdom. This section applies solely to residents of the EEA and the United Kingdom (“Data Subjects”). Ruby collects and processes Personal Information of Data Subjects who are Callers as a processor to our Customers. If you are a Data Subject, you have the following rights in relation to the Personal Information we hold about you:
Data Subjects may exercise these rights over their Personal Information, subject to our receipt of a verifiable Consumer Privacy Request, as well as any exceptions and limitations that may apply. If you are a resident of the EEA and you believe we are unlawfully processing your Personal Information, you also have the right to complain to your local data protection supervisory authority. If you are a resident in Switzerland, you have the right to complain to the Swiss data protection authorities. Callers who are residents of the EEA or Switzerland should direct their privacy inquiries related to the Customer they contacted via Ruby’s Services.
Ruby employs reasonable and appropriate security procedures and practices to help protect your Personal Information from unauthorized or illegal access, destruction, use, modification, or disclosure. The Platform and our other Services are designed with data security in mind to continuously protect your data and our systems. Ruby maintains internal policies to govern the collection, processing, and handling of data. Access to Personal Information is limited to employees and contractors as needed to perform their job functions. Anyone with this access is subject to strict contractual confidentiality obligations and may be disciplined or terminated if they fail to meet these obligations. We also ensure that our employees, contractors, and agents responsible for handling privacy inquiries are informed of applicable legal requirements and we restrict access to those who need that information to process it.
However, no transmission of data over the Internet is 100% secure, and we cannot guarantee that unauthorized third parties will not defeat our security measures or use your Personal Information for improper purposes. Clients that create an account on the Platform are responsible for maintaining the confidentiality of their username and password. We encourage you to take steps to protect against unauthorized access to your account and device by choosing a robust password and signing off after each session. Ruby is not responsible for any lost, stolen, or compromised passwords, or for any activity on your account via unauthorized activity.
If you sign up for receptionist services, we will issue a call forwarding number to you. It is your choice as a Customer whether to share your call forwarding number with others. We are not responsible for any lost, stolen, or compromised passwords or call forwarding numbers, or for any activity on your account via unauthorized activity.
The United States, European Economic Area Member States, and other countries all have different privacy laws. When your information is moved from your home country to another country, the laws and rules that protect your Personal Information in the country to which your information is transferred may be different from those in the country in which you live. For example, the circumstances in which law enforcement can access personal information may vary from country to country. If your information is in the United States, it may be accessed by government authorities in accordance with US law. Ruby does not warrant that our Services are appropriate or authorized for use in any other jurisdictions. You are solely responsible for determining whether your use of our Services complies with applicable laws.
Ruby employs legally valid transfer mechanisms for all cross-border transfers of Personal Information. To the extent that Ruby is deemed to transfer Personal Information from the EEA to outside of the EEA, we do so on the legal basis that such transfer is necessary to provide you with the Services you have chosen to use.
By allowing us to collect Personal Information about you, you consent to the transfer and processing of your Personal Information as described in this section.
If we make material changes to how we treat your Personal Information, we will post the revised Privacy Notice on this page. Your continued use of the Services after we make changes is deemed to be your acceptance of those changes. The date that this Privacy Notice was last revised is identified at the top of the page. You are responsible for periodically visiting this Privacy Notice to check for any changes.
If you have questions about our privacy practices or would like to make a complaint, please contact us at email@example.com or 866-611-7829.