Terms & Conditions

Effective date: 13 October 2026 Company: Aconference Pty Ltd trading as Ringroo AI ABN: 11 143 955 088

Please read these Terms and Conditions carefully before using the Ringroo AI service. By creating an account or using the Ringroo AI platform, you agree to be bound by these terms. If you do not agree, please do not use the service.

1. About Ringroo AI

Ringroo AI is an artificial intelligence voice receptionist service designed for small business owners, tradespeople, and service providers in Australia. The service is operated by Aconference Pty Ltd (ABN 11 143 955 088), a company incorporated in Queensland, Australia and trading as Ringroo AI ("we", "us", "our").

The Ringroo AI platform allows subscribers to receive and handle inbound telephone calls via an AI voice agent. The AI receptionist can capture caller information, take messages, book appointments, detect urgent situations, and deliver SMS summaries of calls to the subscriber. Features available depend on the subscription plan selected.

2. Acceptance of Terms

By accessing or using the Ringroo AI service — including creating an account, forwarding calls to your Ringroo number, or using any feature of the platform — you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions, together with our Privacy Policy.

If you are using Ringroo AI on behalf of a business or organisation, you represent and warrant that you have authority to bind that entity to these terms, and references to "you" shall include that entity.

We may update these Terms from time to time. We will notify you of material changes by email or via the dashboard. Continued use of the service after such notification constitutes your acceptance of the updated terms.

3. Subscription Plans and Billing

Ringroo AI is offered on a monthly subscription basis, with an optional annual plan paid upfront at a discount. Prices are displayed in Australian Dollars (AUD). No GST is charged, as Aconference Pty Ltd is not currently registered for GST; if this changes, pricing pages and invoices will say so. The available plans, call inclusions, and pricing are as published on our website at ringroo.ai/pricing.

  • Subscriptions are billed in advance on the date you first subscribe (monthly plans each month on that date; annual plans once a year).
  • Your subscription renews automatically at the end of each billing period unless it has been cancelled.
  • How to cancel: use Cancel my account in Settings or on the Billing page. Your cancellation is processed straight away and you will not be charged again. You can also email us at hello@ringroo.ai from your account email. If you change your mind before your service ends, use Keep my plan in your account to continue as normal.
  • When cancellation takes effect: your service continues until the end of the billing period you have already paid for, and you will not be charged again. When that period ends your account reverts to an inactive free account and the AI receptionist stops answering calls.
  • Changing plans: you can upgrade or downgrade at any time from the Billing page in your account. Upgrades take effect immediately and you are charged the pro-rata difference for the rest of your current billing period straight away. Downgrades take effect from your next billing date, and you keep your current plan until then. Moving from Starter to Growth or Pro gives you a new mobile number (needed for SMS). Downgrading never changes your number.
  • We do not offer refunds for partial billing periods or unused call allowances. This does not affect any rights you may have under the Australian Consumer Law.
  • We reserve the right to change pricing with 30 days' notice. If you do not agree to a price change, you may cancel before the change takes effect.
  • Payment is processed by Stripe. Your payment details are held securely by Stripe and are subject to Stripe's terms and privacy policy. We do not store your full card details.

4. Call Allowances and Overages

Each plan includes a set number of interactions per billing month, as published on our pricing page. One answered phone call counts as one interaction, and every five AI text-message replies count as one interaction. Your allowance resets on your monthly billing date, and unused interactions do not roll over.

  • Paid plans: if you go over your allowance, the AI receptionist keeps answering and each additional interaction is charged at your plan's published overage rate (currently $1.50 on Starter, $1.20 on Growth and $0.99 on Pro), billed to your payment method. As a safeguard against runaway or abusive use, after 300 additional interactions in a billing month calls are no longer answered until your next billing date or until you upgrade.
  • Free trial: calls beyond the trial allowance are not answered by the AI receptionist.

4A. Free Trial

New accounts may receive a 14-day free trial with a limited call allowance. No payment details are required and you will not be charged. When the trial ends, the AI receptionist stops answering calls unless you choose a paid plan.

4B. Your Ringroo Phone Number

A Ringroo phone number is supplied to you for use with the service while your account is active. It remains part of our service and is not transferred to you.

  • When your service ends — because your free trial ended without you choosing a paid plan, or your cancellation has taken effect — the number is released 7 days later and may be reassigned to another business.
  • Before your service ends, you are responsible for turning off any call forwarding to the number and removing it from your advertising, website, signage and other materials. We are not responsible for calls made to the number after it has been released or reassigned.
  • If you subscribe again before the number has been reassigned, we will try to give you the same number back, but we cannot guarantee it.
  • If you would like to keep your number, contact us before your service ends to discuss your options.

5. Your Responsibilities

By using Ringroo AI, you agree to:

  • Provide accurate and up-to-date information about your business, including your trade type, service area, working hours, and contact details. Inaccurate information will result in poor AI performance.
  • Use the service only for lawful purposes and in a manner consistent with all applicable Australian laws and regulations, including the Telecommunications Act 1997 and the Spam Act 2003.
  • Not use Ringroo AI to deceive, defraud, or mislead callers in a way that causes harm or that is prohibited by law.
  • Not attempt to reverse-engineer, copy, sublicense, or resell any part of the Ringroo AI platform without our prior written consent.
  • Not use the service in a manner that places excessive or unreasonable load on our infrastructure, or that interferes with the service for other users.
  • Keep your account credentials secure and notify us immediately if you suspect any unauthorised access to your account.

You acknowledge that Ringroo AI is an AI system and, while designed to perform reliably, it may make errors. You are responsible for following up with callers and for any decisions made based on call summaries or AI-captured information. We recommend you maintain your own records of customer communications.

6. Privacy

Your privacy and the privacy of your callers matters to us. Our collection, use, and storage of personal information is governed by our Privacy Policy, which forms part of these Terms and Conditions.

By using Ringroo AI, you acknowledge that calls handled by the service will be processed by AI systems (including third-party AI providers) and that call recordings and transcripts may be stored for a period of 90 days. You are responsible for ensuring that your use of the service complies with any obligations you have to your own customers regarding the collection and use of their information.

The Ringroo AI default greeting tells callers that calls are recorded. It does not announce that the receptionist is an AI, but the AI receptionist will never claim to be a human: if a caller asks whether they are speaking to a real person, a bot or an AI, it will say that it is a virtual assistant. You are responsible for deciding whether your business should tell callers upfront that their call is answered by an AI, for example in your greeting, on your website or in your advertising. If you use a custom greeting, you are responsible for ensuring it still tells callers that calls are recorded. Recording calls without notifying the other party may be unlawful under the Telecommunications (Interception and Access) Act 1979 (Cth) and applicable state Surveillance Devices legislation.

7. Intellectual Property

All intellectual property in the Ringroo AI platform — including the software, AI models, user interface, documentation, and branding — is owned by or licensed to Aconference Pty Ltd. Nothing in these terms grants you any right to use our intellectual property except as necessary to use the service as intended.

You retain ownership of any data you provide to Ringroo AI, including your business information and customer data captured through calls. By using the service, you grant us a limited licence to use that data to provide and improve the service, consistent with our Privacy Policy.

Any feedback, suggestions, or ideas you provide to us may be used by us to improve the service without any obligation to compensate you.

8. Limitation of Liability

To the maximum extent permitted by law, Aconference Pty Ltd and its officers, directors, employees, and agents shall not be liable for any indirect, incidental, consequential, special, or exemplary damages arising from or in connection with your use of Ringroo AI — including but not limited to loss of revenue, loss of customers, or missed business opportunities resulting from missed calls, AI errors, system downtime, or service interruptions.

Our total aggregate liability to you for any claim arising out of or in connection with these terms or the service shall not exceed the total subscription fees paid by you to us in the three months preceding the claim.

Nothing in these terms limits or excludes any rights you may have under the Australian Consumer Law (Schedule 2 of the Competition and Consumer Act 2010), including guarantees relating to services that cannot lawfully be excluded. Where those guarantees apply, our liability is limited to re-supplying the service or paying the cost of having the service re-supplied.

9. Termination

You may cancel your subscription at any time using Cancel my account in Settings or by emailing hello@ringroo.ai. Billing stops from your next renewal date and your service continues until the end of your current paid period (see sections 3 and 4B, including what happens to your Ringroo number).

We may suspend or terminate your account immediately if:

  • You breach these Terms and Conditions and fail to remedy the breach within 7 days of being notified;
  • We reasonably suspect fraudulent, unlawful, or abusive use of the service;
  • Payment for your subscription fails and is not resolved within 7 days;
  • We are required to do so by law or a court order.

Upon termination, your right to use the service ceases immediately. We will retain call records for the remainder of the 90-day retention period, after which they will be deleted. You may request an export of your data before termination by contacting us.

10. Governing Law

These Terms and Conditions are governed by the laws of Queensland, Australia. Any dispute arising out of or in connection with these terms shall be subject to the exclusive jurisdiction of the courts of Queensland, Australia — without prejudice to our right to seek injunctive or other relief in any jurisdiction.

If any provision of these terms is found to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect.

11. Contact

If you have any questions about these Terms and Conditions, please contact us:

  • Email: hello@ringroo.ai
  • Company: Aconference Pty Ltd trading as Ringroo AI
  • ABN: 11 143 955 088

We aim to respond to all enquiries within 2 business days.