RingCentral Video Free Privacy Notice

Service Attachment
Effective Date: July 10th, 2020

This RingCentral Video Free Privacy Notice explains how and why we collect, use and share your personal data through your interaction with the RingCentral Video Free service. This notice also describes your choices regarding use, access, deletion and correction of your personal information. Information about RingCentral’s collection and processing of personal information in connection with other RingCentral offerings (which are specifically designed for business or educational uses) is available here.
 
Please read this Privacy Notice carefully. By creating an account, using, or accessing the RingCentral Video Free Service (defined below) you acknowledge that you have read and understood this Privacy Notice. This Notice is not, however, a contract and does not create any legal rights or obligations.
 
We recommend that you read this Notice in full to ensure you are fully informed.  However, if you only want to access a particular section of this Notice, then you can click on the relevant link below to jump to that section.
QUICK LINKS
 
Key Definitions
 
Account holder” refers to a person with an active RingCentral Video Free account that enables the person to host meetings and invite others to participate in those meetings.
 
CCPA” refers to the California Consumer Privacy Act of 2018, a data protection law.
 
 “GDPR” refers to the European Union’s General Data Protection Regulation, a data protection law.
 
“Notice” refers to this RingCentral Video Free Privacy Notice.
 
“Personal information” and “personal data” refer to any information or data that identifies or can be identified as pertaining to you or others in your household who share an account or device with you.
 
“Process” or “processing” refers to anything one might do with data including, without limitation, collection, use, storage, modification, disclosure, or deletion.
 
“RingCentral”, “we”, “us” and/or “our” refers to RingCentral, Inc. and any of our corporate affiliates.
 
“Service” refers to the RingCentral Video Free service and any associated websites and apps.
 
A “user” is anyone who uses or accesses the Service, including both account holders and non-account holders.
 
“You” and “your” refer to individuals using or otherwise interacting with the Service.
How We Gather Personal Information
 
We may collect personal information from or about you in a variety of ways.
  • We collect your personal information when you actively provide it to us.  For example, users directly give us personal information when signing up for a RingCentral Video Free account, communicating with RingCentral, responding to surveys, participating in events or promotions, or modifying an account profile. 
  • We may also collect personal information about you when another user actively provides it to us.  For example, if an account holder invites you to a RingCentral Video Free meeting using the RingCentral Video Free platform, RingCentral would collect your email address.
  • We may automatically collect personal information from you as you use the RingCentral Video Free service, including by participating in meetings.
  • You or another user may use the RingCentral Video Free service to upload, provide, create, or store content (including recordings of conversations), and this “user content” may contain or be associated with your personal information or personal information pertaining to others. As described in more detail below, RingCentral only processes user content as reasonably necessary to provide our services or as required by law.
  • We may receive personal information about you from a business or commercial partner.  For example, we may receive personal information from third-party service providers that you have linked to your use of our service (including social media accounts, single-sign-on services, and scheduling applications), publicly available sources, data enrichment vendors, payment and delivery service vendors, advertising networks, analytics providers, and our business partners.
Categories of Personal Information We Collect and Use
 
We collect the following categories of personal data from or about you in connection with the RingCentral Video Free service. 
Category of Data
Examples
RingCentral uses this data to:
Personal identifiers and contact information
Name, username, email address, phone number, IP address, and any other identifiers a user provides when accessing or using the service
Account holders’ user names and account numbers
Billing name and address for paid services 
Provide the Service
Communicate with users about the service
Respond to requests for support
Market RingCentral products and services to account holders and/or other potential users
Information about use of non-RingCentral services through integrations or otherwise
Social media account information, single-sign-on service tokens, Google/Apple/Microsoft sign in tokens
Provide the Service
Communicate with users about the service
Respond to requests for support
Market RingCentral products and services to account holders and/or other potential users
Geolocation information
Information about where you are located when using the Service
Provide the Service
Communicate with users about the service
Respond to requests for support
Market RingCentral products and services to account holders and/or other potential users
Payment information
Billing name, address, and credit card or other payment information
Bill account holders who subscribe to paid offerings
User content, including any information users upload, provide, or create while using the RingCentral Video Free service or other RingCentral offerings, including recordings.
*Note that users control the content that they provide, and it may include any category of personal information.
Cloud recordings, transcriptions, chat/instant messages, files, whiteboards, and other information shared while using the service
Store chat logs (for delivery and so you can review and search chat history) 
Store recordings, if explicitly requested by the host
Provide the Services
Service Usage Data
IP address, MAC address, other device ID (UDID), device type, operating system type and version, client version, type of camera, device configuration, microphone or speakers, connection type
User feedback ratings, internal feature usage analytics, usage logs
Traffic data about the communications that take place through our platform, meeting quality data, network monitoring data
Call detail records, such as phone number and duration of call
Fraud data such as blacklist history and security logs
Metadata such as session logs and join & leave time of participants
Log data including Internet Protocol ("IP ") address, Internet Service Provider ("ISP"), browser type, referring/exit pages, operating system, date/time stamp, and/or clickstream data
Feature usage data such as what features you use and how you use them
Connect you to and optimize your experience using the Services
Provide account holders dashboards and reports
Respond to requests for support

Monitor performance of our data centers and networks

Conduct analytics to improve  performance where allowed
Comply with privacy and other laws – for example, so we can provide you with the right notices for your area
Bill account holders
Evaluate the success of our marketing campaigns
Serve you tailored advertising

Recordings:
An account holder hosting a meeting may choose to record the session, and if so, the host is responsible for obtaining any required consent from you. RingCentral helps hosts obtain consent from other users by providing visual and audio cues to alert users of a recording.
 
As with all user content, recordings may contain personal data and may be stored with RingCentral at the request of the meeting host. A meeting host may choose to store a recording of a meeting on the host’s local storage device, not with RingCentral. When a host chooses to do that, RingCentral does not have any control over the recording. Transcripts, which may also contain personal data, are treated the same way as recordings.
 
RingCentral does not monitor, access or use the recordings or transcripts that a meeting host or customer may choose to store with RingCentral, unless they request us to, for example, to provide technical support and where allowed by law.
 
Information we collect from third parties:
 
We may collect the names, e-mail addresses, postal addresses and city of residence of individuals from third parties to market our products / services to these individuals. This collection of information and marketing is always carried out in compliance with applicable law. We only collect this information where we have checked that these third parties either have your consent or these third parties are otherwise legally permitted or required to disclose your personal information to us.
 
For our account holders and end users, we may collect personal information about you (such as names, e-mail addresses, postal addresses and city of residence) from other sources, including publicly available databases or third parties from whom we have purchased data, and combine this data with information we already have, in accordance with applicable laws. This helps us to update, expand and analyze our records, identify new customers, and provide products and services that may be of interest to you. We do not use the data we collect about you when you use our services for marketing without your consent.
 
We and our third-party marketing service providers may also use the information customers send to us for our marketing purposes, if this is in accordance with your marketing preferences and applicable law. However, you may opt out of our marketing. For further information, see the "Unsubscribe from our mailing List" section below.
 
Lawful basis for processing personal information (EEA and UK only):
 
When we collect information from you in connection with offering our Services within the European Economic Area (EEA) or the United Kingdom (UK), our lawful basis for collecting and using the information described above will depend on the information concerned and the specific context in which we collect it.
 
We will normally collect information from you only where we need the information to perform a contract with you (i.e. to provide the Services), or where the processing is in our legitimate interests and not overridden by your data protection interests or fundamental rights and freedoms. In some cases, we may also have a legal obligation to collect the information in question (i.e. Service Usage Data) or we may process your personal information where we have your consent to do so.
 
If we ask you to provide information to comply with a legal requirement or enter into a contract with you, we will make this clear at the relevant time and advise you whether the provision of your personal information is mandatory or not (as well as of the possible consequences if you do not provide your personal information). For example, if you use our Services, the information we collect is set out in our Terms of Use.
 
Similarly, if we collect and use your information in reliance on our or a third party's legitimate interests and those interests are not already listed above (see "Information We Collect and Use" section), we will make clear to you at the relevant time what those legitimate interests are.
 
If you have questions about or need further information concerning the lawful basis on which we collect and use your information, please contact us using the contact details provided under the "Contact Us" section below.
Cookies

The RingCentral websites also use a technology called “cookies” to collect certain information. A cookie is a piece of computer code that is assigned to your internet browser and stored on your machine  when you access our Websites. Our cookies help provide additional functionality to the Websites, track the traffic patterns for our Websites, and study how our users use and interact with the Services via the internet. For instance, our websites may set a cookie that allows you to access the Websites without needing to remember and then enter a password more than once during a visit to the website. Please refer to your web browser’s instruction guide or help section for information on how to receive notification when you are receiving a new cookie and how to turn cookies off. We recommend that you leave cookies turned on because they allow you to better take advantage of some of the Services. Further information on our use of cookies can be found in our Cookie Policy.

Sharing and Disclosure of Information to Third Parties
 
We will not rent or sell personal information about you. We may share and disclose personal information that we collect (as identified in the "Categories of Personal Information We Collect and Use" section) with the following third parties, solely for legitimate business or legal purposes and in accordance with applicable law:
  • RingCentral or any of its worldwide affiliates consistent with this Notice. A list of our current group companies is available here https://www.ringcentral.co.uk/whyringcentral/contactus.html
  • Business partners, contractors, vendors, and authorized third party agents, to:
    • Operate, deliver, improve and customize our Services
    • Provide support and technical services;
    • Send marketing and other operational communications related to our Services;
    • Enforce our acceptable use policy;
    • Conduct analytics in order to better the user experience and improve our Services
    • Provide offers and advertisements to account holders based on their interests and interactions with us.
  • Any third parties as part of or in connection with an actual or prospective corporate business transaction, such as a sale, merger, acquisition, joint venture, financing, corporate change, reorganization or insolvency, bankruptcy or receivership;
  • Law enforcement agencies, regulatory or governmental bodies, or other third parties in order to respond to legal process, comply with any legal obligation; protect or defend our rights, interests or property or that of third parties; or prevent or investigate wrongdoing in connection with the Services;
  • Other third parties with your consent.
Your Privacy Rights
 
Update and Access to your Information:
 
Where we process information collected via our Services for our own account management, billing or marketing purposes and where required by applicable law, we provide individuals with the opportunity to access, review, modify, and delete certain  such information that we process.

Data Subject Rights as Protected by GDPR or CCPA
 
If you are located in the EEA/UK or if you are a California resident, there are certain requests you can make related to personal data about you:
  • Access: You can request more information about the personal data we hold about you. You can request a copy of your personal data.
  • Rectification: If you believe that any personal data we are holding about you is incorrect or incomplete, you can request that we correct or supplement the data. If you are an account holder you can correct some of this information directly by logging into your account. Please contact us as soon as possible if you notice any inaccuracy or incompleteness.
  • Objection: You can let us know that you object to the collection or use of your personal data for certain purposes.
  • Erasure: You can request that we erase some or all of your personal data from our systems. You can also delete some of this information directly by logging into your Service account, if you are an account holder.
  • Restriction of Processing: You can ask us to restrict further processing of your personal data.  (This just means you can ask us to stop using it for what we have been using it for.) This may mean that we have to delete your account.
  • Portability: You can ask for a copy of your personal data in a machine-readable format. You can also request that we transmit the data to someone else where it’s technically possible.
  • Withdrawal of Consent: If you have consented to our use of personal data for a specific purpose, you have the right to change your mind at any time. Any such decision will not affect any processing that has already occurred nor will it affect processing of your personal information conducted in reliance of lawful processing grounds other than consent. Withdrawing your consent may mean your access to the Services will be limited or suspended, and your accounts may be terminated, as applicable. Where you withdraw your consent, but we are using your information because we or a third party have a legitimate interest in doing so, or we have different legal basis for using your information (for example, fulfilling a contract with you), we may continue to process your information, subject to your rights to access and control your information.
  • Right to File Complaint: You have the right to lodge a complaint about RingCentral’s practices with respect to your personal data with the supervisory authority of an EU Member State or the California Attorney General.
Sometimes we will not be able to fulfill your request. So, examples of when we will not be able to fulfill your request include: if it prevents us from complying with our regulatory obligations or impacts other legal matters, if we cannot verify your identity, or if it requires extraordinary cost or effort. If any of these arise, we will tell you and give you an explanation
 
To make a request, please submit a ticket through our online portal, or contact our Privacy Team at privacy@ringcentral.com
 
Additional Privacy Rights as a California Resident
 
If you are a California resident, you may have the right to receive a free, yearly accounting of:
  • Information identifying each third-party company to whom we may have disclosed, within the past year, personal information pertaining to you for our own direct marketing purposes; and
  • A description of the categories of personal information disclosed.
You may have the right to know more about personal information that we have collected, disclosed, or sold, including:
  • The categories of personal information that we have collected or shared about you in the preceding 12 months,
  • The categories of sources from which we have collected that information in the preceding 12 months
  • The commercial or business reason(s) we have collected or shared that information,
  • The categories of third parties with whom we have shared or to whom we have sold that information in the preceding 12 months, and
  • Pursuant to a verifiable request, the specific pieces of information that we have collected about you.
Depending on the nature of your request, we may need additional information to verify your identity.
 
To make a request, please submit a ticket through our online portal, or contact our Privacy Team at privacy@ringcentral.com

Unsubscribe from our mailing list

We give you the choice of receiving a variety of information related to our Apps and Services. You can manage your communication preferences through the following methods:
Third Party Sites
 
This Notice does not apply to, nor are we responsible for, the privacy, information or other practices of any third parties, including any third party operating any site or service to which the Services link, including but not limited to social media sites. The inclusion of a link on the Services does not imply our endorsement of the linked site or service. You should check the privacy notices of those sites before providing your personal information to them.

Blogs and Forums
 
Our website offers publicly accessible blogs or community forums. You should be aware that any information you provide in these areas is public and may be read, collected, and used by others who access them and may remain on the public forum indefinitely. To request removal of your personal information from our blog or community forum, you can submit a request through our online portal. In some cases, we may not be able to remove your personal information, in which case we will let you know if we are unable to do so and why. We encourage all Users to exercise caution when providing personal information in blogs and community forums.

Security

 
Keeping your information secure is important to us. Like all businesses, we cannot guarantee the security of the personal information we collect and process in connection with our Websites, Apps and Services. We have, however, taken certain steps designed to reduce the risk that your personal information will be subject to loss, misuse, unauthorized access, disclosure, alteration or destruction. RingCentral has no control over or responsibility for the security or privacy policies or practices of other sites on the Internet you might visit, interact with, or from which you might buy products or services, even if you visit them using links from our Website.

Data Retention

 
We will retain your personal information for no longer than is necessary to fulfill the purposes for which the information was originally collected unless a longer retention period is required or permitted by law, for legal, tax or regulatory reasons, or other legitimate and lawful business purposes.
Where we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize it.

International Data Transfers

 
Your personal information may be transferred to, and processed in, countries other than the country in which you are resident. Specifically, information collected outside the United States, including in the European Economic Area ("EEA") and the UK, may be transferred to and stored on our servers in the United States, Switzerland, and Netherlands, and potentially in other countries where our group companies and third-party service providers and partners operate. These countries may have data protection laws that are different to the laws in your country (and in some cases, may not be as protective).
However, RingCentral complies with the Privacy Shield Principles for all onward transfers of personal data from the EU, the UK, and Switzerland, including the onward transfer liability provisions. We have taken appropriate safeguards to ensure that your personal information will remain protected in accordance with this Notice and applicable laws. For example, in respect of personal information originating from the EU and Switzerland, RingCentral has self-certified to the EU-U.S. and Swiss-U.S. Privacy Shield Frameworks. Please click here to view our Privacy Shield Notice.
If you have an unresolved privacy or data use concern that we have not addressed satisfactorily, please contact our U.S.-based third party dispute resolution provider (free of charge) at https://feedback-form.truste.com/watchdog/request.
With respect to personal data received or transferred pursuant to these Privacy Shield Frameworks, RingCentral is subject to the regulatory enforcement powers of the US Federal Trade Commission.
Under certain conditions, more fully described on the Privacy Shield website, you may invoke binding arbitration when other dispute resolution procedures have been exhausted.
In certain cases, RingCentral will transfer personal data from the EU in accordance with the European Commission-approved Standard Contractual Clauses.

Children’s Privacy

You must be at least 16 years old to use the RingCentral Video Free service. RingCentral does not knowingly provide products or services directly to children under the age of 16, or knowingly collect or solicit personal information from or about children under the age of 16, unless as part of the Covid K-12 program. If you believe that a child under the age of 16 has disclosed personal information to RingCentral outside of the Covid K-12 program, please contact privacy@ringcentral.com.

Updates to the Notice

We may update this Notice from time to time in response to changing legal, technical, or business developments. If we make nonmaterial changes to our Notice, we will post those changes on this page in addition to updating the "Last Updated" or effective date at the top of this webpage. If we make material changes, we will notify you more directly, for example by emailing you prior to such material changes taking effect. We encourage you to review this Notice regularly to stay informed of the latest modifications.

Contact Us

 
If you have any questions, comments or concerns about this Notice, please e-mail our data protection officer at privacy@ringcentral.com. Or, you can write to us at:
 
RingCentral, Inc.
Attn: RingCentral Privacy Team
20 Davis Drive,
Belmont, California 94002
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