Privacy Policy
Effective September 25, 2026
This policy explains what personal information RingBack LLC ("we") collects through RingBack, how we use it, and the choices you have. It covers our website, the RingBack app and the maintenance request forms residents use.
Who is responsible for your information
RingBack is used by property management companies ("Customers"). If you're a resident, your request goes to the company that manages your property, and that company decides how it's used. We process it on their behalf. For requests about your information, contact your property management company, or email us and we'll pass the request along.
What we collect
- Maintenance requests from residents: name, phone number, email address, unit, the problem you describe, whether maintenance may enter, whether you have pets, and whether you asked for text updates.
- Customer staff and vendor accounts: name, email, mobile number (optional), role, notification preferences and a password (stored only as a one-way hash).
- Work records: ticket details, notes, quotes, schedules and photos added by users.
- Technical data: IP address, browser type and pages visited, used for security and troubleshooting. We use one essential cookie to keep you signed in. We don't use advertising or tracking cookies.
- Payment information: handled entirely by Stripe. We never see or store full card numbers.
How we use it
We use personal information only to provide, secure and support the service:
- routing and tracking maintenance requests
- sending the notifications people have opted into
- billing Customers
- preventing abuse
- answering support requests
We don't sell personal information, and we don't use it for advertising.
Text messages
We send text messages only to people who opted in, either by checking "Text me updates" on a request form or by turning on texts in their account settings. Message frequency varies; message and data rates may apply. Reply STOP to opt out or HELP for help. See our Text Messaging Terms.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent will not be shared with any third parties.
Who we share it with
- The property management company that manages your property, and the technicians and vendors it assigns to your request.
- Service providers that run parts of the service for us under contract:
- Render (hosting)
- Postmark (email delivery)
- Twilio (text delivery)
- Stripe (payments)
- Legal reasons: when required by law or to protect people's safety or our rights.
- Business transfers: if we're acquired, this policy continues to apply to your information.
How long we keep it
We keep information while the Customer's account is active. After an account closes, we delete its data within 90 days. Daily backups are overwritten within 30 days after that.
Security
We protect information with these measures, described on our security page:
- encrypted connections (HTTPS)
- hashed passwords
- access by role
- separation of each Customer's data
- daily backups
No system is perfectly secure, but we work to protect your information and will notify affected Customers of a breach as the law requires.
Your choices and rights
You can opt out of texts anytime by replying STOP, and staff can change their notifications in account settings. Depending on where you live, you may have the right to access, correct or delete your personal information. Email support@ringbackllc.com to make a request. We'll respond within the time the law requires, in coordination with your property management company where it controls the data.
Children
The service is for adults and businesses. We don't knowingly collect information from children under 13.
Changes
We'll post any changes here and update the effective date. For material changes, we'll notify Customers by email or in the app.
Contact
RingBack LLC, 1001 Rowell St., Ste. 1, Excelsior Springs, MO 64024 · support@ringbackllc.com