Privacy Policy

1. Who we are

Saphen is a product of Ringalink LLC. Saphen provides AI agents to businesses, starting with the Lead Agent, which replies to a business's new leads, asks the business's questions and books appointments. You can reach us at hello@saphen.ai.

2. Our two roles

For our customers (businesses) and website visitors, we decide how your information is used, as described in this policy.

For a business's leads and customers (for example, a homeowner who fills in a roofing company's form), we process information on behalf of that business, as its service provider. The business decides why it collects that information and is responsible for its own privacy notice. If you're a lead and have questions about your information, please contact the business; we will help them respond. You can also contact us directly.

3. Information we collect

From businesses using Saphen

• Account details: names, email addresses and roles of the people on the account.
• Business details: business name, website, service area, booking hours, qualifying questions, approved answers and settings.
• Billing details: plan and subscription status. Payments are handled by Stripe; we never receive or store full card numbers.
• Calendar information, only if you connect Google Calendar (see Google user data).

About a business's leads and customers

• Contact details provided by the lead, such as name, email address, phone number and ZIP code.
• The phone number of someone who calls a business that uses missed-call text-back, and lead details from lead-site emails (such as Angi or Thumbtack) that the business forwards to Saphen.
• Answers to the business's questions, messages exchanged by email or text, and appointment details.
• Consent records: whether and how the person agreed to receive text messages, the wording they agreed to, and any opt-out.
• Technical details of form submissions, such as the page the form was on and a one-way hashed version of the IP address used to prevent abuse.

From visitors to saphen.ai

• What you send us through the contact form (name, email, optional business name and phone, and your message).
• If you try the live demo, the details you enter, which go to Saphen's demo business and are handled like any lead's information.
• Basic server logs kept by our hosting provider (such as IP address, browser type and pages requested) for security and reliability.

4. How we use information

• To provide the service: replying to leads on a business's behalf, asking its questions, offering times, booking appointments, sending confirmations and reminders, and alerting the business when a person should step in.
• To run accounts: sign-in, billing, usage allowances and usage alerts.
• To keep the service safe and reliable: preventing spam and abuse, honoring opt-outs, reviewing new businesses, troubleshooting and security monitoring.
• To communicate with you: replies to your messages, service notices, and billing emails.
• To meet legal obligations and enforce our terms.

We do not sell personal information, and we do not use a business's lead and customer information for our own marketing.

5. AI processing

Saphen uses an AI model provider (currently Anthropic) to understand incoming messages and draft replies. Message content and the business's approved information are sent to the provider to generate each reply. Our provider processes this data on our behalf and does not use it to train its models. Each AI-written message is checked by our own rules before it is sent, and the first message to a lead says it comes from the business's assistant.

6. Text messaging and mobile information

A business using Saphen sends text messages only to people who agreed to receive them, for example by ticking the consent box on the business's Saphen lead form. Messages relate to the person's inquiry: questions, appointment times, confirmations and reminders. If someone calls a business and the call is missed, or asks for a quote through a lead site, the business may send them one text in reply; nothing more is texted unless they reply. Message frequency varies. Message and data rates may apply. Reply STOP to opt out at any time, or HELP for help.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are not shared with any third parties, except with the service providers that deliver the messages on our behalf (such as Twilio) and as required by law.

7. Google user data

If a business connects Google Calendar, Saphen requests permission to (a) see when the calendar is busy (free/busy only, not event details) and (b) create, update and delete the calendar events for appointments Saphen books. We also receive the email address of the Google account that was connected, to show which calendar is connected.

We use this data only to offer available times and to keep booked appointments on the business's calendar. We do not use Google user data for advertising, do not sell it, do not use it to train AI models, and do not allow people to read it except with the business's permission, for security purposes, to comply with law, or when it has been aggregated and anonymized for internal operations. The connection token is encrypted before it is stored, and a business can disconnect its calendar at any time in Saphen's booking settings or in its Google account.

Saphen's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

8. How we share information

We share information only as needed to run the service:

• With the business a lead contacted: the business can see its leads, conversations and appointments.
• With service providers that process data on our behalf: Vercel (hosting), Supabase (database and sign-in), Anthropic (AI), Resend (email), Twilio (text messages), Stripe (payments) and Google (calendar, if connected).
• For legal reasons: to comply with law or valid legal process, or to protect the rights, safety and security of our users, the public or Saphen.
• In a business transfer: if Ringalink LLC is involved in a merger, acquisition or sale of assets, subject to this policy.

9. Cookies and tracking

The saphen.ai website does not use advertising or analytics cookies and does not load third-party tracking scripts. The Saphen app uses cookies that are strictly necessary for signing in and keeping you signed in.

10. How long we keep information

We keep a business's information, including its leads and conversations, while its account is active, so the business can see its history. When an account is closed, we delete or de-identify its data within 90 days, except records we must keep for legal, tax, billing or dispute purposes, and opt-out records, which we keep so that people who opted out are not contacted again. Contact-form messages are kept for up to two years. A business can ask us to delete a specific lead's information at any time.

11. Security

We protect information with measures appropriate to its sensitivity, including encryption in transit, encryption at rest by our database provider, database-level separation of each business's data, additional encryption of calendar tokens, signature checks on incoming webhooks, and limited staff access. No system is perfectly secure; if we learn of a breach affecting your information, we will notify you as required by law.

12. Your choices and rights

• Opt out of texts by replying STOP, and of emails by replying “unsubscribe”.
• Access, correct or delete your information by contacting us at hello@saphen.ai. If we hold your information on behalf of a business, we may refer your request to that business or help it respond.
• California residents have the right to know what personal information we collect, use and disclose; to request deletion and correction; and not to be discriminated against for exercising these rights. We do not sell or “share” personal information for cross-context behavioral advertising, and we do not use sensitive personal information to infer characteristics about you.
• Residents of other states and countries may have similar rights; contact us and we will respond as required by applicable law.

We will verify requests before acting on them, and you may use an authorized agent where the law allows.

13. Children

Saphen is a service for businesses and is not directed to children under 16. We do not knowingly collect personal information from children under 16. If you believe a child has provided us information, contact us and we will delete it.

14. Changes to this policy

We may update this policy as Saphen changes. We will post the new version here with a new “last updated” date, and notify account owners by email of significant changes.

15. Contact us

Ringalink LLC · Saphen · hello@saphen.ai