Privacy Policy
Last updated: October 19, 2026 ยท Who we are: Retrixus is a RingServe product, provided by The Big Fat Dad, LLC (RingServe), 2976 E State St #120-2914, Eagle, ID 83616. Contact: support@ringserve.com. Emails from ringserve.com about Retrixus are from us.
1. Two kinds of data
- About the people who use Retrixus (your team): name, email address, role, sign-in events, and what they did in Retrixus (the audit log). We are responsible for this data.
- Your customers' data in Recurly and Zendesk, which Retrixus reads and changes on your instructions. For this data you are the controller and we are your processor: we use it only to do what your people ask.
2. What we keep, and for how long
Retrixus is built to read your Recurly data live and keep as little of it as possible.
| What | Kept | For how long |
|---|---|---|
| Your team: names, emails, roles, invitations | Google Firestore (US) | While your organisation exists |
| Audit log of every change and sign-in | Firestore (US), append-only | While your organisation exists, plus one year |
| Customer details in the audit log | Account code, amounts, card last four only | As the audit log |
| Batch records | Account codes, Recurly ids, amounts, outcomes; no names, emails or card data | While your organisation exists |
| Watch history | Numbers only (counts and rates), no customer records | 7 days |
| Query results and exports you download | Files in Google Cloud Storage (US) | 24 hours (raw) / 7 days (results); never more than 14 days |
| Recurly and Zendesk keys, sign-in secrets | Google Secret Manager, never in the database or logs | Until you disconnect |
| Messages sent with "Talk to us" or reported from chat | Email to support@ringserve.com; chat reports in Firestore (US) | As long as needed to answer them |
| Card numbers | Never. Recurly does not give them to us, and Stripe takes ours directly | Never |
Live answers are computed in memory from Recurly and discarded. Invoice PDFs that your people email to customers are fetched from Recurly when sent and not kept by us. Warehouse Sync (an add-on you choose) loads your Recurly data into your own BigQuery project, not ours.
3. Who else processes data (sub-processors)
- Google Cloud (US: Cloud Run, Firestore, Cloud Storage, Secret Manager, and Vertex AI for draft replies in the Agent Console): hosting, storage and the AI drafting feature.
- Stripe: our subscription billing; card details go straight to Stripe.
- Resend: sign-in links, invitations, alerts and other emails Retrixus sends.
- Cloudflare: DNS for our website (it does not receive your data).
- The AI assistant your people connect (for example Anthropic's Claude or OpenAI's ChatGPT) receives the answers and data your people ask for. Your organisation chooses and contracts with that vendor.
4. Security
- Firestore is closed to all direct client access; the portal goes through our API.
- Keys and secrets live in Secret Manager, are fetched when needed, never logged, and shown only once when created.
- Every change to Recurly is previewed, confirmed by a named person, and recorded before and after it is made. The audit log cannot be edited or deleted through the application.
- Access is limited by role, checked live on every request.
5. Your rights and requests
People can ask to see, correct or delete their personal data by writing to support@ringserve.com. For your customers' data, we act on your instructions: send us requests that concern data we process for you, and we will help. If you need a Data Processing Agreement, ask us.
6. When you leave
When an organisation closes we delete its team data, batch records, settings and stored keys within 30 days. The audit log is kept for one more year, then deleted; an Owner can ask us for a copy before then. Files expire on their own (above). Disconnecting a Recurly site or Zendesk account deletes its stored key at once.
7. Cookies and similar
The portal keeps your sign-in in your browser's local storage. The website uses no tracking or advertising cookies.
8. Changes
We will post changes here and, for material ones, tell Owners by email.