Terms of Service

Last updated October 13, 2026

These terms are an agreement between Ring Robin (“Ring Robin,” “we,” “us”) and the business that signs up for our service (“you”). By paying a setup fee, starting a plan, or using the Ring Robin portal, you agree to them. If you sign up for a business, you confirm you can agree for it.

1. What Ring Robin does

Ring Robin sets up and runs an AI phone receptionist for your business (the “Service”). Depending on what we agree for your business, it answers calls, answers questions from the information you give us, books and changes appointments in your calendar, takes messages, flags urgent calls, transfers calls to your staff, and sends alerts. You review calls, recordings, transcripts and appointments in the Ring Robin portal.

The receptionist is an automated system. It can misunderstand callers, give incomplete answers, or fail to complete a task. It is not a substitute for your staff’s judgment, and it is not an emergency service: it is set up to tell callers with an emergency to hang up and call 911, and you must not rely on it to handle emergencies.

2. Setup

• Setup includes researching your business, building and testing your receptionist, connecting your calendar and phone, and a walkthrough. We build from the information you give us in your questionnaire and any meeting with us; you are responsible for that information being accurate and kept up to date (send changes through the Requests page).
• The one-time setup fee is $500 unless we agree a different amount in writing. $250 of it is credited to your first monthly bill.
• If we can’t build a receptionist that works for your business, we refund the setup fee in full. Once your receptionist has been built and shown to you, the setup fee is non-refundable.

3. Plans, billing and minutes

• Month to month. Your plan has a monthly fee and a number of included minutes. You are charged on the day you start your plan and then on the same day each month, until you cancel.
• Minutes are counted per call, rounded up to the next whole minute. Extra minutes beyond your plan (and any minute packs) are charged at your plan’s per-minute rate on your next bill.
• Minute packs you buy add minutes to your current billing cycle only; unused minutes don’t roll over and packs aren’t refundable.
• Payment is processed by Stripe. You authorize us to charge your saved payment method for these amounts. Prices don’t include taxes, which are added where required.
• Failed payments. If a payment fails, Stripe retries it. If it’s still unpaid after 14 days, we may pause your receptionist until it’s paid.
• Price changes. We’ll give you at least 30 days’ notice by email before changing your plan’s price. The change applies from your next billing date after the notice period.

4. Cancelling

You can cancel any time by telling us through the Requests page or by email. Your receptionist keeps working until the end of the billing cycle you’ve paid for, then stops; we don’t refund partial months. Before it stops, you should turn off any call forwarding to your Ring Robin number. We may end the Service with 30 days’ notice, or immediately if you seriously breach these terms; if we end it without cause, we refund any prepaid, unused part of the current cycle.

5. Your responsibilities

• Call recording and AI notice. The receptionist tells callers it is a virtual assistant and that calls may be recorded. You are responsible for any other notices or consents the law requires for your business and your callers.
• Your accounts. Keep your portal logins secure, give access only to people who should have it, remove people who leave, and use two-step sign-in where you can. You are responsible for what happens under your logins.
• Your calendar, phone and other accounts (for example Cal.com, Calendly or your phone carrier) are provided by their own companies under their own terms. We aren’t responsible for their outages or changes.
• Lawful use. Don’t use the Service for anything illegal, deceptive or harassing, for unsolicited marketing calls or messages, or to collect payment card numbers or passwords by voice.

6. Data, privacy and health information

• Call recordings, transcripts and call details are stored with our voice provider and shown to you in the portal. You own your business’s data. We use it only to provide, support and improve the Service, and we don’t sell it.
• If you are a healthcare provider or otherwise covered by HIPAA, we sign a Business Associate Agreement (BAA) with you before your receptionist handles patient calls. Where a BAA is in place, it controls how protected health information is handled.
• When the Service ends, you can download your call records, and we delete or return your data as described in our BAA (if any) or within 90 days.

7. Availability and support

We work to keep the receptionist answering around the clock and monitor it continuously, but we can’t promise uninterrupted service: it depends on phone networks, our providers and the internet. If calls can’t be answered, they go to the fallback number you give us where possible. Ask for changes or help through the Requests page; we aim to reply within one business day.

8. Warranties and liability

Except as stated in these terms, the Service is provided “as is” without warranties of any kind, including that every call will be answered or handled correctly. To the extent the law allows, neither party is liable for indirect, incidental or consequential damages, including lost profits or lost bookings, and our total liability for any claim relating to the Service is limited to the amounts you paid us in the 3 months before the claim. Nothing in these terms limits liability that can’t be limited by law.

You will defend and indemnify Ring Robin against third-party claims arising from information you gave us, your use of the Service in breach of these terms, or your failure to give legally required notices to callers.

9. Changes to these terms

We may update these terms. If a change is significant, we’ll email you at least 30 days before it takes effect. Continuing to use the Service after that date means you accept the new terms.

10. General

These terms are governed by the laws of the State of New York, and disputes will be handled in the state or federal courts in New York County, New York. If any part is unenforceable, the rest still applies. These terms, together with any order or BAA we sign with you, are the whole agreement about the Service.

11. Contact

Questions about these terms: hello@getringrobin.com.