Privacy Policy

Ramona (“Ramona,” “we,” “us,” or “our”), operated by Ramona (goramona.com), provides an AI assistant that helps small businesses answer missed calls, capture leads, track jobs, and manage crew hours — all over text message and through a web dashboard at goramona.com (the “Service”). This Privacy Policy explains what information we collect, how we use it, and the choices you have.

1. Who this policy covers

This policy applies to business owners and team members who sign up for and use Ramona (“you”). It also explains how we handle information about your customers and leads that flows through the Service. You are responsible for the personal information of your own customers and crew that you collect through Ramona — see Section 8.

2. Information we collect

• Account information — your name, business name, business type, email address, mobile phone number, and the password you choose.
• Business data you add — employees and their pay rates, timesheets and hours, projects, expenses, payments, budgets, and any documents or photos (such as receipts) you send to Ramona.
• Communications — the content of text messages and calls handled by Ramona on your behalf, including messages from your customers and crew, and Ramona’s replies.
• Your customers’ and leads’ information — phone numbers, names, addresses, and job details captured when Ramona answers a missed call or texts a lead back for you.
• Payment information — when you subscribe, payment is processed by our payment provider (Stripe). We receive limited billing details (such as your subscription status and the last four digits of your card); we do not store full card numbers.
• Technical & usage data — IP address, browser/device type, log data, and how you use the dashboard, collected to operate and secure the Service.

3. How we use your information

• Provide, operate, and maintain the Service.
• Send and receive text messages and calls on your behalf and route them to the right place.
• Send you account, alert, billing, and support messages by SMS and email.
• Process your subscription and payments.
• Generate the insights in your dashboard (leads, hours, payroll, job costs and profit).
• Improve, troubleshoot, and secure the Service, and prevent fraud or abuse.
• Comply with legal obligations.

4. Text messages (SMS)

Ramona works primarily over text message. By providing your mobile number and signing up, you consent to receive service-related text messages from Ramona at that number. Message frequency varies. Message and data rates may apply. You can reply STOP at any time to opt out of texts, or HELP for help. Opting out of operational texts may limit or disable core features of the Service.

5. AI processing

Ramona uses artificial-intelligence services to read incoming messages and receipt photos, draft replies, and extract information (like a job’s details or an expense amount) so it can help you. Content is processed to deliver these features. AI outputs can be imperfect — please review anything important.

6. Service providers we work with

We share information with trusted providers who help us run the Service, only as needed to perform their function:

• Twilio — sends and receives text messages and calls.
• Stripe — processes subscription payments.
• Anthropic — provides the AI that powers Ramona’s understanding and replies.
• SendGrid (Twilio) — sends email such as reports and notifications.
• Railway — hosts the application and database.

These providers process information under their own privacy and security terms. This list may change as the Service evolves.

7. How we share information

We do not sell your personal information. We share it only: (a) with the service providers above; (b) when required by law or to respond to lawful requests; (c) to protect the rights, safety, or property of Ramona, you, or others; and (d) in connection with a business transfer (such as a merger or acquisition), in which case we’ll let you know.

8. Your customers’ and crew’s data

When you use Ramona to text your leads, customers, or crew, you are responsible for having the appropriate consent and a lawful basis to contact those people. With respect to that information, you act as the controller and Ramona acts as your processor — we handle it on your behalf to provide the Service. You agree to comply with all applicable privacy and anti-spam laws (including Canada’s PIPEDA and CASL, and, where applicable, the U.S. TCPA).

9. Data retention

We keep your information for as long as your account is active and as needed to provide the Service, then for a reasonable period afterward to meet legal, accounting, or security obligations. You can ask us to delete your account data — see Section 11.

10. Security

We take reasonable technical and organizational measures to protect your information, including access controls and encryption in transit. No method of transmission or storage is completely secure, so we can’t guarantee absolute security.

11. Your privacy rights

Depending on where you live, you may have the right to access, correct, delete, or export your personal information, and to withdraw consent. To make a request, email us at hello@goramona.com. We’ll respond within a reasonable time as required by applicable law (such as PIPEDA in Canada).

12. Cookies

The dashboard uses essential cookies to keep you logged in and to operate the Service. We don’t use them for third-party advertising.

13. Children

Ramona is a business tool intended for users 18 and older. It is not directed to children, and we don’t knowingly collect information from anyone under 18.

14. Changes to this policy

We may update this policy from time to time. When we do, we’ll change the “Last updated” date above, and significant changes will be communicated where appropriate. Continued use of the Service after an update means you accept the revised policy.

15. Contact us

Questions about this policy or your information? Email hello@goramona.com.