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CTOL Digital Solutions · Ryffio

Privacy policy

What we collect, why we need it, where it goes and the choices you have.

Effective date: 24 October 2026 · Version 1.0

1. Who is responsible

CTOL Digital Solutions, Switzerland, provides Ryffio. For account administration, billing, security and our direct communications, we determine the purposes of processing your personal data. Contact [email protected] about this policy or a privacy request. Company contact details are available on the CTOL contact page.

When a business uses Ryffio to speak with you, that business generally determines why the conversation takes place and how your call data is used. We process that data to provide its configured service. Ask that business about its notice, recording choices and your call-related rights; we will assist it with requests where applicable.

2. Data we process

  • Account and workspace data: email address, supplied name, organization, membership, permissions and account preferences.
  • Authentication and security data: password hashes, session identifiers, API-key hashes, encrypted provider credentials, MFA data, security events and audit records. Sign-in sessions can record browser, operating system and country; application session records do not retain the IP address as a device label.
  • Conversations and business content: caller and destination numbers, live audio, transcripts, recordings when enabled, summaries, extracted fields, tool requests and responses, uploaded knowledge, prompts and configuration. Your workspace settings and enabled features determine which content is retained.
  • Usage and billing data: call timing, duration, outcome, model usage, cost components, credit balance, billing contact, payment status and payment-provider references. Card details are handled by Stripe’s payment interface; Ryffio does not receive your full card number.
  • Communications and technical data: support or sales messages, request metadata, diagnostic events and information needed to prevent abuse. Infrastructure providers can process IP addresses and network metadata while serving and protecting traffic.

3. Why we use data

We use data to create and secure accounts, deliver conversations, execute configured tools, retrieve business knowledge, calculate charges, process payments, provide support, respond to enquiries, troubleshoot faults and meet legal obligations.

Where the GDPR applies, the relevant basis depends on the activity: contract performance for service delivery, legal obligations for required records, legitimate interests for service security and administration, or consent where required. Customers are responsible for an appropriate legal basis and notices for their callers, including any recording and outbound-calling consent.

We do not sell personal data. Call content is sent to the speech, model, media and telephony services needed for the configured call. This policy does not promise that every third-party model has identical retention or training terms; assess the terms of the providers you select before submitting sensitive data.

4. Providers, recipients and international processing

Ryffio uses hosting, communications, payment, model and optional monitoring providers. Depending on configuration, recipients may include OpenAI, Google Cloud, Cloudflare, Twilio, Stripe, the transactional email provider and optional speech or model providers. Connected tools also send data to the destinations you configure. See the provider directory for purposes, data categories, conditions and links.

Swiss technology does not mean Swiss-only data storage. The current deployment region is US East, United States. Providers can also process data in the United States and other countries according to their service, routing and contract terms. Switzerland is the location of CTOL Digital Solutions; it is not a promise that every call or model request stays there.

For transfers subject to Swiss or European safeguards, the applicable legal mechanism must be assessed for the receiving entity and destination: an adequacy decision, an eligible certification, appropriate contractual safeguards or another lawful basis. Contact us for the provider, country and transfer arrangement applicable to your proposed deployment before using data with residency or cross-border restrictions. Any required data-processing agreement and specific residency commitments must be agreed in writing.

We may also disclose information when legally required, to protect rights and security, or as part of a business transfer with appropriate confidentiality and notice obligations.

5. Retention and deletion

Account and workspace data remains while needed to provide the account, resolve disputes or satisfy legal obligations. Call records, transcripts and uploaded knowledge remain until deleted or removed under an applicable configuration. Recording retention is configurable; deleting a call also schedules removal of its associated recording. Do not assume that deleting a recording alone deletes the transcript or other call fields.

Account and organization deletion controls remove applicable service records; records subject to financial, legal or security retention can be retained as required. Backup copies are removed through the applicable backup cycle rather than instantly. Ask us for the current retention and backup schedule for a deployment if you need a fixed deletion deadline; this policy does not promise an unverified time limit.

Privacy controls, including a restricted HIPAA mode, can disable retention of conversation content. Their availability and effect depend on the settings and contracts for the workspace and selected providers. Provider-side retention follows those providers’ applicable terms.

6. Cookies, local storage and website media

Ryffio uses a first-party refresh-session cookie and browser local storage for sign-in tokens, selected workspace and interface preferences. These are used to operate the service. Clearing them signs you out or resets preferences. Blocking necessary storage may prevent sign-in.

The Ryffio marketing page does not embed advertising pixels or third-party analytics. Its font, images and decorative videos are served from the same origin. Payment pages can load Stripe and sign-in pages can load Cloudflare Turnstile; these providers can process technical signals for payments and abuse prevention. Optional error monitoring, if configured, receives diagnostic data. The separately operated CTOL company website has its own privacy policy.

7. Security and human oversight

Controls include organization isolation, permission checks, encrypted provider credentials, hashed API keys, MFA and audit records. Transport security also depends on deployment and connected services. No system can guarantee absolute security. See Security for implemented controls and their current limitations.

AI can make mistakes. Ryffio’s call summaries, lead classifications and extracted results should not be the sole basis for decisions with legal or similarly significant effects. The customer must provide appropriate review and a way to reach a person.

8. Your rights and choices

Depending on applicable law, you may request access, correction, deletion, a copy of your data, restriction of processing or object to certain processing. Where processing depends on consent, you may withdraw it for the future. You can manage some information in your profile, export workspace data and use account-deletion controls.

Send requests to [email protected]. We may need proportionate information to verify your identity and locate the account. If a request concerns a call placed by one of our customers, identify that business so we can route and assist with the request.

You may complain to the Swiss Federal Data Protection and Information Commissioner or your competent local authority. Contacting us first does not limit that right.

9. Children

Ryffio accounts are intended for adults and authorized business users. We do not knowingly invite children to create accounts. Customers are responsible for appropriate safeguards if their own lawful service involves callers who are minors.

10. Policy changes

We update this notice when relevant processing changes. The version and effective date appear above. We will provide an appropriate account or email notice for material changes where required.