ReliaRing is a brand and service operated by Tridacom IT Solutions Inc., a Canadian corporation headquartered in Alberta. We are committed to protecting the privacy and security of your personal information in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA) and Alberta's Personal Information Protection Act (PIPA).
This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our business communications services, including voice calling, messaging, voicemail, fax services, and related applications.
Questions? Contact us at privacy@reliaring.com
Information We Collect
1.1 Account and Registration Information
- Identity Information: Name, email address, business name, job title
- Authentication Data: Password stored as a secure hash, multi-factor authentication preferences, and backup codes
- Contact Information: Phone numbers, business address, billing address
- Account Preferences: Language, timezone, currency (CAD/USD), notification settings
1.2 Communications Data
- Call Detail Records (CDRs): Caller ID, called number, call direction, start/end times, duration, call status (answered, missed, failed), quality metrics (MOS score, jitter, latency)
- Voicemail: Recordings, transcriptions (when enabled), caller information, timestamps
- Call Recordings: Audio recordings (only when explicitly enabled by you), transcriptions, duration
- SMS/MMS Messages: Message content, sender/recipient numbers, timestamps, delivery status
- Fax Transmissions: Fax content, sender/recipient numbers, page count, transmission status
- AI Receptionist Data: AI receptionist call transcripts, messages left with the assistant, caller-provided lead details, and knowledge-base content you upload
1.3 Billing and Payment Information
- Payment Methods: Credit/debit card details processed by our payment service; ReliaRing stores the last four digits and card type
- Billing Information: Invoices, payment history, account balance, subscription details
- Tax Information: GST/HST numbers (for Canadian businesses), billing address for tax purposes
1.4 Technical and Device Information
- Device Identifiers: Unique device ID, device type (web, mobile, desktop, IP phone)
- Connection Information: IP address, browser type and version, operating system
- SIP Credentials: SIP username, encrypted password, WebRTC configuration
- Session Data: Login timestamps, session duration, authentication tokens
- Push Delivery Data: Platform push token, notification delivery status, and device platform
- Diagnostics: Crash reports, performance traces, app version, device context, and account-scoped user identifier used to diagnose reliability issues
1.5 Location Information
- E911 Address: Physical address registered for emergency services (required by Canadian telecommunications regulations)
- Device Location: GPS coordinates (when you grant permission) for E911 accuracy
- IP-Based Location: General geographic area derived from IP address
E911 Notice: Location information may be automatically transmitted to emergency services when you dial 911. This is required by CRTC regulations for VoIP services in Canada.
1.6 Number Porting Documentation
- Identity Verification: Government-issued ID, business registration documents
- Authorization Documents: Letter of Authorization (LOA), recent phone bill
- Service Information: Current provider details, account numbers
How We Use Your Information
2.1 Service Delivery (Primary Purposes)
- Providing voice calling, messaging, voicemail, and fax services
- Processing and routing your communications
- Generating voicemail transcriptions and call analytics
- Billing, invoicing, and payment processing
- Account management and customer support
- Emergency services (E911) compliance
2.2 Security and Compliance
- Fraud prevention and detection
- Security monitoring and incident response
- Compliance with CRTC telecommunications regulations
- Responding to lawful requests from law enforcement
- Audit logging of administrative and security events
2.3 Service Improvement (With Consent)
- Analyzing usage patterns to improve our services
- Developing new features and functionality
- Sending marketing communications (you can opt out anytime)
You can manage these preferences in your account settings.
Information Sharing and Disclosure
We Do NOT Sell Your Personal Information
Tridacom IT Solutions Inc. does not sell, rent, or trade your personal information to third parties for their marketing purposes. Period.
We may share information in these limited circumstances:
Service Providers
We share information with service providers that help deliver the services for the purposes described in this policy. ReliaRing remains responsible for its handling of your information.
Legal Requirements
We may disclose information when required by law, court order, or to comply with CRTC regulations, or to protect the safety of our users, employees, or the public.
Emergency Services
Your E911 address and location information is automatically transmitted to emergency services when you dial 911, as required by Canadian law.
Business Transfers
In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity, subject to continued protection under this policy.
Third-Party Service Providers
ReliaRing uses the following categories of outside services. The services involved depend on your plan, enabled features, region, and the accounts your organization connects. A category does not mean every provider receives every type of information or that every integration is enabled.
- Hosting and infrastructure
- Operate databases, storage, backups, networks, and service delivery. May process account details, communications and attachments, configuration, access logs, and security records.
- Telecommunications and emergency routing
- Route calls, messages, faxes, number ports, and emergency calls. May receive numbers, routing and usage records, communication content, registered service addresses, location when permitted, and identity or authorization documents required for provisioning.
- Crash reporting and performance
- Diagnose failures using crash stacks, app/build and device details, internal user/account identifiers, operation names, and timing. The mobile app filters credentials, communication content, contact values, and precise location from telemetry. Session replay, screenshots, and view-hierarchy capture are disabled. Network connections can reveal IP addresses and approximate geography to the recipient.
- Push notifications and app updates
- Deliver incoming-call and message notifications, software updates, and app assets. Receive device or installation identifiers, push tokens, delivery metadata, notification payloads, and network/device details needed for delivery. Notification content can appear on your device according to its settings.
- Payments and accounting
- Process payments, invoices, and reconciliation. Receive billing identity, payment details entered into payment interfaces, invoice amounts, and transaction references. Payment providers can also process information for their own fraud prevention and legal obligations. The mobile companion does not collect payment-method details.
- Email and support delivery
- Send service, sign-in, and support messages and process replies. Receive recipient addresses, message content and attachments, delivery metadata, and support information relevant to the request.
- AI, speech, and transcription
- When an AI or speech feature is used, external services may receive call audio, transcripts, prompts, selected business knowledge, caller-provided details, and generated responses to transcribe, synthesize speech, search knowledge, or answer calls. Provider selection and fallback depend on the feature configuration. These services can process data outside Canada.
- Website and knowledge import
- When you request a website import, a crawling service receives the supplied URL and retrieves page content for your knowledge base. Do not supply private URLs, embedded credentials, or content you are not authorized to use.
- Connected business accounts
- Optional identity, contacts, collaboration, accounting, ticketing, and alerting connections exchange authorized profile, directory/contact, invoice, ticket, or event data. Customer-designated webhooks, email servers, and external carriers receive the payloads you configure.
- Address, maps, and regional preferences
- Address and map services receive typed addresses, map requests and location relevant to the feature. IP-location services may receive your connection IP and browser details to suggest country, currency, or time zone. Opening an external map sends the selected destination to that service.
- Website measurement
- Optional website analytics receives page interactions and browser/network information after analytics-cookie consent. It is not loaded in the signed-in portal or mobile companion. You can change cookie preferences. Operational crash reporting is separate from marketing analytics.
- Fraud and abuse prevention
- Security checks use account, session, device/browser and network signals to detect suspicious access. Any additional external device-risk service is subject to its enabled configuration and applicable notice and consent requirements.
- External content and software distribution
- Requested images, documentation assets, app-store downloads, and external links may involve content or distribution services. A connection can reveal IP/browser details to the recipient. Software libraries and self-hosted infrastructure are not automatically separate recipients of customer data.
ReliaRing remains responsible for its handling of personal information. Outside services may act on our instructions, operate under their own legal obligations, or receive information at your organization’s direction. Their published policies do not replace our obligations.
Connect optional accounts only with authority to share the selected information. You can revoke access in the connected service or ask your administrator to disconnect it. Revocation stops future authorized access; it does not automatically erase information already imported or delivered. For access, deletion, or information about the recipients relevant to your account, contact privacy@reliaring.com.
Third-party processing and software noticesData Storage and Security
Safeguards include encrypted application connections, access controls, secure password hashing, and available multi-factor authentication. Protection varies by service and connection; calls carried over external telephone networks are not represented as end-to-end encrypted. No independent security certification or completed penetration test is asserted by this policy.
Our primary hosting is in Canada, but this is not an all-data-in-Canada commitment. Communications routing, diagnostics, push delivery, app updates, payments, email, AI, and connected services may involve processing in the United States and other countries. Information may be accessible to courts, law-enforcement, or national-security authorities under those countries’ laws. Contact privacy@reliaring.com for information about the processing relevant to your service.
Data Retention
These are our approved operating defaults, subject to account or plan settings, deletion requests and valid legal holds. They are not universal legal requirements or guarantees that every copy is erased on that date. Automated enforcement is still being completed before launch; failed cleanup, backups and outside-service copies require separate handling. We retain only justified billing and tax evidence for seven years using the applicable financial-period basis, rather than applying that period to all content or logs.
| Data type | Default period |
|---|---|
| Call detail records | 730 days |
| Voicemail | Read and unsaved: 90 days; deleted messages: 30 days. Saved and unread messages remain until deleted or account deletion is processed, subject to valid holds and storage limits. |
| SMS/MMS records | 365 days |
| Fax records | 90, 365 or 2,555 days according to the plan |
| Call recordings | 90-day fallback; explicit recording/account rules and holds apply |
| Inactive session and security history | 90 days after inactivity or revocation, as applicable; active sessions are preserved |
| AI receptionist transcripts and messages | 365 days by default; configurable |
| AI knowledge content | Until deleted or account deletion is processed |
| Necessary billing and tax evidence | 7 years based on the applicable financial period; valid holds and longer justified obligations can apply |
| Routine operational audit events | 365 days; financial, incident, consent and unclassified evidence require separate review |
An organization deletion request has a 30-day cancellation period. We then process operational-content deletion and restrict records that have a justified continuing purpose. Cleanup failures must be retried; a request does not guarantee immediate permanent erasure of all copies. Backups and outside-service copies follow their own deletion cycles. Valid legal holds can delay deletion.
ReliaRing’s retention settings do not automatically control copies held by every outside service. Delivery queues, diagnostic events, backups, billing records, customer exports, and information sent to connected accounts can have different retention periods. A disconnection or account-deletion request does not immediately erase all such copies. We assess requests against the applicable retention settings, legal obligations, and the recipient’s role; contact privacy@reliaring.com for help.
Account and data deletionYour Rights Under Canadian Law
Under PIPEDA and Alberta's PIPA, you have the following rights regarding your personal information:
Right to Access
Request a copy of the personal information we hold about you.
Right to Correction
Request correction of inaccurate or incomplete information.
Right to Deletion
Request deletion of your personal information (subject to legal retention requirements).
Right to Withdraw Consent
Withdraw consent for optional data processing (may affect service availability).
Right to Data Portability
Export your data in a commonly used electronic format.
Right to Complain
File a complaint with the Office of the Privacy Commissioner of Canada or Alberta's OIPC.
Organization administrators can start or cancel an authenticated account-deletion request on our account deletion page. For personal-data requests that do not delete a shared organization, contact our Privacy Officer at privacy@reliaring.com. We will respond within 30 days.
We may require verification of your identity before processing your request.
Cookies and Tracking Technologies
We use cookies and similar technologies for the following purposes:
- Essential Cookies: Required for authentication, session management, and security
- Preference Cookies: Remember your settings (language, timezone, etc.)
- Analytics Cookies: Help us understand how you use our services (can be disabled)
We also store a device identifier in your browser's local storage for softphone functionality.
International Data Transfers
Our primary hosting is in Canada, but this is not an all-data-in-Canada commitment. Communications routing, diagnostics, push delivery, app updates, payments, email, AI, and connected services may involve processing in the United States and other countries. Information may be accessible to courts, law-enforcement, or national-security authorities under those countries’ laws. Contact privacy@reliaring.com for information about the processing relevant to your service.
Children's Privacy
ReliaRing is a business communications service intended for use by businesses and individuals 18 years of age or older. We do not knowingly collect personal information from children under 18. If you believe we have inadvertently collected information from a minor, please contact us immediately at privacy@reliaring.com.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make material changes:
- We will post the updated policy on our website
- We will update the "Last Updated" date at the top of this page
- For significant changes, we will notify you by email at least 30 days in advance
- Continued use of our services after changes take effect constitutes acceptance
Contact Information
Privacy Officer
Corporate Headquarters
Tridacom IT Solutions Inc.
10215 178 Street NW
Edmonton, Alberta T5S 1M3
Canada
Regulatory Authorities
If you are not satisfied with our response to a privacy concern, you may contact:
Office of the Privacy Commissioner of Canada
www.priv.gc.ca
Office of the Information and Privacy Commissioner of Alberta
www.oipc.ab.ca