Privacy Policy
Effective Date: October 12, 2026
1. Introduction and Scope
This Privacy Policy explains how RingFuze Technologies LLC, doing business as Calladhere (“RingFuze,” “Calladhere,” “we,” “us,” or “our”), collects, uses, shares, and protects personal information in connection with our website at calladhere.com, our web application at app.calladhere.com, the Calladhere Chrome extension, our API and MCP server, and related services (together, the “Service”).
Calladhere is a business-to-business platform that helps U.S. Medicare and ACA insurance agencies record, transcribe, and audit sales calls for compliance. Our customers are agencies and their partners (“Customers”), and the people who use the Service are their administrators, managers, QA reviewers, and agents (“Users”).
When we are the controller. This Policy covers personal information we handle for our own purposes, such as information about website visitors, prospective customers, account holders and Users, billing contacts, and people who contact us.
When we act for our Customers. When a Customer uploads or syncs call recordings, customer and policy records, and other information about insured individuals and agents (“Customer Data”), the Customer decides why and how that data is processed. For Customer Data, we act as a processor, service provider, and HIPAA business associate, and our processing is governed by our agreement with the Customer, including our Terms of Service, our Business Associate Agreement, and our Data Processing Addendum. If your information is included in Customer Data (for example, because you spoke with an insurance agent on a recorded call), please review the privacy notice of the agency you dealt with and see Section 11 below.
Our Chrome extension has its own Chrome Extension Privacy Policy, and our use of cookies is described in our Cookie Policy.
2. Information We Collect
Information you provide
Account and profile information. Name, business email address, phone number, organization name, line of business (Medicare or ACA), role, agent or user identifiers, and login credentials. Authentication is handled by our authentication provider, including sign-in with third-party accounts where you choose that option.
Billing information. Billing contact details, billing address, plan and storage selections, wallet top-ups, and transaction history. Payment card details are collected and processed directly by our payment processor and never touch our servers; we may receive limited information such as card brand, last four digits, and payment status.
Communications and support. Information you provide when you contact us, request a demo, submit a support ticket, report a bug, request a billing credit, or respond to surveys.
E-signature and agreement records. When you sign an agreement in the Service (such as our API Terms or Business Associate Agreement) or a form issued through the Service, we record the signer’s name, title, IP address, user agent, and timestamp.
Customer Data processed on behalf of Customers
Customers and their integrations (such as their CRM, dialer, webhooks, or other integrations they connect) may submit information about insured individuals, including name, date of birth, email, phone numbers, address, Medicare Beneficiary Identifier, Medicare Part A and B dates, special enrollment period details, policy number, carrier, plan, dependents (including gender), contact preferences, call audio, transcripts, and audit results. Customers may also submit information about their agents, such as names, agent IDs, performance metrics, audit outcomes, and corrective actions. We process this information only on the Customer’s instructions.
Information collected automatically
Technical and usage information. IP address, browser and device type, user agent, pages and features used, timestamps, error and performance logs, and API request logs.
Activity log. To support security and accountability, the Service records significant User actions within an organization (for example, sign-ins, setting changes, exports, and deletions) along with IP address and user agent.
Cookies, pixels, and local storage. Strictly necessary cookies for sign-in and security, browser storage for preferences and for your cookie choices, and, on our marketing website only and only if you allow them, analytics and marketing cookies and pixels, as described in our Cookie Policy.
Marketing website and advertising information. If you allow Analytics or Marketing cookies on our marketing website, information about your visit, such as pages viewed, the referring website, campaign tags, ad click identifiers, cookie identifiers, and device and browser information, is collected by us and by our advertising and analytics partners. If you allowed Marketing cookies and then create an account, we keep a sign-up attribution record with your account, as described in Section 5.
Cookie consent records. When you make a cookie choice on our marketing website, we record it with a random consent identifier, as described in our Cookie Policy. These records include a keyed hash of a shortened version of your IP address, but never your full IP address, name, or email address.
Email engagement. Emails we send through our email delivery provider may include open and click tracking so we can confirm delivery and understand engagement.
Information from other sources
We may receive information from your organization’s administrators (for example, when they invite you as a User), from our authentication and payment providers, from reseller partners through which your organization obtains the Service, and from our advertising and analytics partners, which give us reports about how our website and ads perform.
3. How We Use Information
We use the information we collect as controller to:
Provide the Service. Create and manage accounts and organizations, authenticate Users, apply roles and permissions, and deliver the features you request.
Process payments. Manage wallets, storage plans, auto-reload, invoices, and credit requests, and prevent payment fraud.
Communicate with you. Send service notifications, security alerts, billing notices, product announcements, and responses to your inquiries. You can opt out of non-essential marketing emails at any time.
Support and improve the Service. Troubleshoot issues, monitor performance, analyze feature usage, and develop new features.
Measure and improve our marketing. If you allow it, understand how visitors use our marketing website, measure which ads and campaigns lead to visits and sign-ups, and show Calladhere ads to people who have visited our website, as described in Section 5 and our Cookie Policy.
Protect the Service and our users. Detect, investigate, and prevent security incidents, abuse, and fraud; maintain activity logs; enforce our Terms of Service and Acceptable Use Policy.
Keep records of your privacy choices. Record your cookie choices and opt-out requests so that we can respect them and show that we did.
Comply with law. Meet legal, tax, accounting, and regulatory obligations and respond to lawful requests.
We use Customer Data only to provide, secure, and support the Service for the Customer, to perform quality assurance and accuracy evaluation of the Service under access controls, to comply with law, and as otherwise permitted by our agreement with the Customer and the Business Associate Agreement. We do not use Customer Data for advertising, we never disclose it to advertising or analytics partners, and we do not sell it. The Calladhere app does not load third-party advertising or analytics trackers.
4. AI Processing
The Service uses third-party speech-to-text and large language model providers, operating under our direction, to transcribe calls, evaluate them against each Customer’s configured audit questions, flag potential violations, generate summaries and reports, power in-app assistants, and help import forms. Audits use a first-pass review by one model and a blind verification pass by a second model; disagreements are flagged as uncertain for human review.
Customer QA reviewers and managers can confirm or reverse AI findings. We use that feedback to calibrate and improve our audit prompts and question wording; this improves our instructions to the models and is not model training.
We do not use Customer Data to train our own or third-party foundation models, and we use AI providers under commercial or API terms that do not permit them to use Customer Data to train their models.
AI outputs can be wrong and are intended as decision support for qualified human reviewers. The models and providers we use may change over time. Learn more in our AI Transparency Statement.
5. How We Share Information
Service providers and subprocessors. We share information with vendors that help us operate the Service, such as cloud database and storage, application hosting, authentication, payments, transcription, AI analysis, analytics and reporting, email delivery, and support ticket routing. These providers may use the information only to perform services for us. We engage subprocessors subject to written agreements and confidentiality obligations.
Your organization. Information about Users is visible to authorized administrators and other Users within the same Customer organization according to their roles and permissions. For example, administrators can view the activity log and agent performance data.
Integrations chosen by Customers. When a Customer enables an integration, such as a CRM, dialer, webhook, or third-party application connected through our API or MCP server, we exchange data with that service at the Customer’s direction. Those services are governed by their own terms and privacy policies and are not our subprocessors.
Reseller partners. If your organization obtains the Service through a reseller partner, we may share account, usage, and billing information with that partner as needed to administer the account under our partner agreement.
Advertising and analytics partners. On our marketing website, and only if you allow Analytics or Marketing cookies, analytics providers, advertising networks, and social media platforms collect information about your visit through cookies and pixels. If you allowed Marketing cookies and then create a Calladhere account, our servers may send those partners a sign-up event containing the event type and time, the identifiers their cookies or ad links assigned to your browser, your browser’s user agent, and, for some partners, a one-way hashed version of your sign-up email address and of an internal account identifier. These partners use this information under their own privacy policies, including to measure and deliver ads. They are not our subprocessors, and they never receive Customer Data or any information from inside the Calladhere app. Our Cookie Policy lists the cookies involved and links to the partners’ own privacy choices.
Legal and safety. We may disclose information if we believe in good faith that it is required by law, subpoena, or other legal process, or is necessary to protect the rights, property, or safety of RingFuze, our Customers, Users, or others. Requests for Customer Data are handled as provided in our Customer agreements, and where permitted we will refer the request to the Customer.
Business transfers. If we are involved in a merger, acquisition, financing, reorganization, or sale of assets, information may be transferred as part of that transaction, subject to commitments at least as protective as this Policy and to our obligations under Customer agreements.
With consent. We may share information for other purposes with your consent or at your direction.
Sale and sharing for advertising. We do not exchange personal information for money. When you allow Marketing cookies, the disclosures to advertising partners described above are “sharing” for cross-context behavioral advertising under California law, and other state laws may treat them as “targeted advertising” or a “sale.” We began these disclosures on October 12, 2026; before that date, we did not sell or share personal information. You can opt out at any time, as described in Section 8.
6. Data Retention
We keep personal information only as long as needed for the purposes described in this Policy, to comply with our legal obligations, to resolve disputes, and to enforce our agreements. Typical retention periods are:
Call recordings and files. Each Customer’s administrators can set a retention period between 1 and 3,650 days. Files older than the configured period are deleted automatically by a daily process. If no retention period is set, recordings and files are kept for the life of the Customer’s account.
Activity log. 365 days.
Operational logs. Generally 30 to 90 days.
Generated report exports. 7 days.
Workflow execution records. Approximately 12 months.
Cookie consent records. 24 months after the cookie choice they record expires (a choice expires 12 months after it is made). The hashed, shortened IP address in each record is deleted after 90 days.
Sign-up attribution records. Ad click identifiers, analytics identifiers, and browser information are deleted 24 months after sign-up. Campaign information and a record of which sign-up events were sent are kept with your account records.
Cookies. For the periods listed in our Cookie Policy.
Account and billing records. For the life of the account and afterward as required for tax, accounting, and legal purposes.
After account termination. Customers can export their data before termination. Upon a Customer’s written request after termination, we delete or return Customer Data within 60 days, except for backups that are rolled off in the ordinary course and records we must keep by law.
7. Security
We use administrative, technical, and physical safeguards designed to protect personal information. These include encryption in transit using TLS, encryption at rest provided by our infrastructure providers, tenant isolation by organization, role-based access controls and permission presets, multi-factor authentication options, API keys that are stored only as one-way hashes and support scoped permissions, rotation, and expiration, rate limiting, webhook signature verification for payment and authentication providers, and activity logging.
No method of transmission or storage is completely secure, and we cannot guarantee absolute security. Customers are responsible for managing User access, enabling multi-factor authentication, and protecting their API keys. For more detail, see our Security Overview. To report a vulnerability or suspected security incident, email security@calladhere.com.
8. Your Rights and Choices
Account information. Users can review and update profile information in the Service. Organization administrators can manage Users, roles, and data retention settings.
Marketing emails. You can unsubscribe from marketing emails using the link in the email. We will still send transactional and service messages, such as security alerts and billing notices.
Cookies. On our marketing website, analytics and marketing cookies are off unless you turn them on. You can change or withdraw your choices at any time using the Cookie Settings link in the website footer, and you can also control cookies through your browser settings, as described in our Cookie Policy. Blocking strictly necessary cookies will prevent you from signing in to the app.
Opting out of sale, sharing, and targeted advertising. You can opt out by choosing Reject all or turning off Marketing in Cookie Settings, by turning on Global Privacy Control in your browser, or by emailing privacy@calladhere.com (for example, if you have an account and want to opt out of sign-up measurement). You do not need an account or identity verification to opt out. We honor Global Privacy Control as an opt-out for the browser that sends it, and choosing Accept all on our cookie banner does not override it. If we receive a Global Privacy Control signal when you sign up for or sign in to the app, we do not send sign-up events for your account to advertising partners.
Privacy requests. Depending on where you live, you may have rights to access, correct, delete, or obtain a copy of your personal information, and to opt out of certain processing. Sections 9 and 10 describe these rights. To make a request, email privacy@calladhere.com.
Customer Data. If your request concerns Customer Data (for example, a recording of a call with an insurance agency), we will refer you to, or assist, the Customer that controls that data, because we process it on the Customer’s behalf.
9. California Privacy Rights
This section applies to California residents and supplements this Policy under the California Consumer Privacy Act, as amended by the California Privacy Rights Act (“CCPA”). It covers personal information for which we act as a “business.” It does not cover Customer Data that we process as a service provider, or protected health information governed by HIPAA.
Categories collected in the past 12 months
Identifiers, such as name, email address, phone number, IP address, account and agent identifiers, and, if you allow analytics or marketing cookies, online identifiers such as cookie and consent identifiers, ad click identifiers, and hashed email addresses. Customer records under Cal. Civ. Code § 1798.80(e), such as billing contact details. Commercial information, such as plans, wallet top-ups, and transaction history. Internet or other electronic network activity, such as usage data, activity logs, user agent, email engagement, and, if you allow it, your interactions with our marketing website and ads. Professional or employment-related information, such as employer, title, and role. Sensitive personal information, limited to account login credentials.
We collect these categories from you, your organization, our service providers, our advertising and analytics partners, and automatically, for the business and commercial purposes described in Section 3. We disclose each category for business purposes to the categories of service providers described in Section 5 and to your organization. We retain each category as described in Section 6.
Sale, sharing, and sensitive information
We do not exchange personal information for money. Starting October 12, 2026, if you allow Marketing cookies on our marketing website, we share identifiers (such as cookie identifiers, ad click identifiers, IP address, and a hashed email address and account identifier) and internet or other electronic network activity (such as pages viewed on our marketing website, interactions with our ads, and the fact and time of sign-up) with advertising networks, social media platforms, and analytics providers for cross-context behavioral advertising. We did not sell or share personal information in the 12 months before that date. We do not knowingly sell or share the personal information of consumers under 16. We do not sell or share sensitive personal information, and we use it only for purposes permitted by the CCPA, such as providing the Service and maintaining security, and not to infer characteristics about you.
Your rights
Right to know and access the categories and specific pieces of personal information we have collected, and how we use and disclose it. Right to delete personal information, subject to legal exceptions. Right to correct inaccurate personal information. Right to opt out of the sale or sharing of personal information, using Cookie Settings, Global Privacy Control, or email, as described in Section 8. We honor Global Privacy Control signals as a valid opt-out request. Right to limit the use of sensitive personal information (we already limit our use to permitted purposes). Right to non-discrimination: we will not discriminate against you for exercising your rights.
How to submit a request
Email privacy@calladhere.com with your request. Because we operate exclusively online and have a direct relationship with our Users, email is our designated request method. You can also opt out of sale or sharing using the methods in Section 8. We will confirm receipt within 10 business days and respond within 45 days, or tell you if we need an additional 45 days. To protect your information, we will verify your identity by matching information you provide against our records, such as the email address on your account. We do not require identity verification for requests to opt out of sale or sharing.
Authorized agents. You may use an authorized agent to submit a request. We will require written, signed permission from you and may ask you to verify your identity directly with us, unless the agent holds a valid power of attorney.
10. Other U.S. State Privacy Rights
Residents of other states with consumer privacy laws, such as Colorado, Connecticut, Delaware, Oregon, Texas, Utah, and Virginia, may have rights to confirm whether we process their personal information, to access, correct, delete, or obtain a portable copy of it, and to opt out of targeted advertising, sale, and profiling in furtherance of decisions that produce legal or similarly significant effects. If you allow Marketing cookies on our marketing website, we process personal information for targeted advertising, as described in Section 5, and some of these laws may treat those disclosures as a sale. You can opt out at any time using the methods in Section 8, and we honor Global Privacy Control as a universal opt-out mechanism. We do not engage in profiling in furtherance of decisions that produce legal or similarly significant effects.
Many of these laws exempt information processed in a business-to-business context, information processed on behalf of a business customer, or protected health information governed by HIPAA. Where a law applies, you can exercise your rights by emailing privacy@calladhere.com. We will respond within the time required by applicable law.
Appeals. If we decline to act on your request, you may appeal by emailing privacy@calladhere.com with the subject line “Privacy Request Appeal.” We will respond to your appeal within the time required by law. If you are not satisfied with our response, you may contact your state attorney general.
11. HIPAA and Information About Insured Individuals
Call recordings and customer records that agencies process through Calladhere often contain protected health information (“PHI”). We handle PHI as a business associate of our Customers, in accordance with HIPAA and the Business Associate Agreement we enter with each Customer that requires one. See our HIPAA & Business Associate Agreement page.
If you are a consumer who spoke with an insurance agent and want to access, correct, or delete information from that call, or have questions about how it was recorded or used, please contact the insurance agency first. The agency controls that information and is responsible for responding to your request. We will assist the agency as required by our agreement and by law. If you contact us directly, we will forward your request to the appropriate agency where we can identify it.
Calladhere does not place calls, send text messages, or market insurance products to consumers.
12. Children’s Privacy and International Users
Children. The Service is a business tool and is not directed to anyone under 18. We do not knowingly collect personal information from children as a controller. If you believe a child has provided us personal information, contact privacy@calladhere.com and we will take appropriate steps to delete it.
Data location. The Service is intended for use in the United States. Information is stored and processed in the United States by us and our service providers. If you access the Service from outside the United States, you understand that your information will be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your country. Wherever you are, our marketing website uses analytics and marketing cookies only with your consent, and our advertising and analytics partners may process the information they collect in the United States and other countries.
13. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will revise the effective date at the top of this page. If we make material changes, we will notify account administrators by email or through the Service before the changes take effect. We encourage you to review this Policy periodically.
14. Contact Us
For privacy questions or to exercise your privacy rights, contact us at privacy@calladhere.com.
For HIPAA, Business Associate Agreement, or Data Processing Addendum matters, contact compliance@calladhere.com.
To report a security concern, contact security@calladhere.com.
You may also write to us at:
RingFuze Technologies LLC (doing business as Calladhere)
3770 Shaw Ave, Suite 102-226
Clovis, CA 93619
United States