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AI Receptionist Terms

Last updated: April 2026

These AI Receptionist Terms (“AI Terms”) govern your use of Mia, Ringa's AI-powered voice receptionist. These AI Terms form part of your agreement with Ringa AI Pty Ltd and should be read alongside our Terms of Service and Privacy Policy.

1. What Mia Is

Mia is an AI, not a human employee. Mia is an AI voice receptionist powered by large language models and voice synthesis technology. Mia is designed to answer calls, collect caller information (name, phone number, and reason for calling), and generate SMS summaries for business owners. Mia does not have human judgement, emotions, or the ability to make decisions outside of its programmed parameters.

Callers interacting with Mia are interacting with an automated AI system. Ringa does not represent Mia as a human, and you must not configure or use Mia in a way that deceives callers into believing they are speaking with a human.

2. AI Limitations

You acknowledge and accept that as an AI system, Mia has inherent limitations:

  • Mia may mishear or misinterpret caller information, especially with strong accents, background noise, or unclear audio
  • Mia may not correctly handle complex, unexpected, or multi-part requests
  • SMS summaries are AI-generated and may contain errors, omissions, or inaccuracies
  • Mia cannot provide professional advice (legal, medical, financial, or safety-critical)
  • Mia may occasionally fail to respond or experience technical difficulties
  • Call accuracy is not guaranteed and will vary based on call quality and complexity
  • Mia may fail entirely during outages of our third-party infrastructure

Ringa makes no warranty that Mia will achieve any specific level of accuracy. The service is provided as a productivity aid, not a replacement for human judgement in critical situations.

3. Human Oversight Requirement

You are required to review every SMS summary generated by Mia before acting on it. It is your responsibility to verify caller details, assess urgency, and determine the appropriate response. Ringa is not liable for any loss or damage arising from your reliance on an unreviewed or inaccurate SMS summary.

For urgent situations (gas leaks, flooding, safety emergencies), you should ensure that callers in genuine distress are able to reach emergency services. We recommend instructing Mia to advise callers of emergency services numbers (000) where appropriate.

4. Data Processing by AI

When Mia answers a call, the caller's audio is processed by the following US-based AI providers to deliver the service:

  • Deepgram Inc (USA): Converts caller audio to text (speech-to-text transcription)
  • OpenAI LLC (USA): Processes the transcript to generate a structured SMS summary using GPT-4.1-mini
  • ElevenLabs Inc (USA): Generates Mia's spoken voice responses during the call
  • Twilio Inc (USA): Routes the phone call and delivers the SMS summary to your number

Caller audio is transmitted to these providers securely and is not retained by them beyond what is required to complete the call. By using Ringa, you acknowledge and accept that caller audio will be processed by these overseas AI systems.

5. Call Recording Compliance

Calls answered by Mia are recorded and processed to generate SMS summaries. In Australia, call recording laws are governed at the state and territory level, primarily through Surveillance Devices Acts. The general principle across most states is that recording is lawful when at least one party to the call consents to the recording.

Because Mia (as the answering service acting on your behalf) is a party to the call and consents to the recording, recording by Ringa is lawful under the one-party consent principle in most Australian states. However, laws vary by state and may change.

Ringa strongly recommends that you include a disclosure in your business communications to inform callers that calls may be recorded. A suitable example:

“Calls to this number may be answered by an AI receptionist and may be recorded.”

This is a recommendation, not a requirement imposed by Ringa. You are responsible for ensuring your own compliance with applicable laws in your state or territory. If you operate in a regulated industry (e.g. financial services, healthcare), seek legal advice on your specific obligations before deploying Mia.

6. Business Responsibility

As the business owner using Ringa, you are responsible for:

  • Ensuring your use of Mia complies with the laws and regulations that apply to your industry
  • Informing your callers that calls may be answered by an AI receptionist
  • Reviewing all SMS summaries before acting on them
  • Not using Mia to handle sensitive information (health, financial, legal) without appropriate safeguards
  • Ensuring callers in emergency situations can reach help (000)
  • Any claims made by your callers relating to how Mia handled their call

Ringa provides the AI receptionist service as a tool. How you deploy and use it is your responsibility. Ringa is not liable for losses caused by your failure to comply with your legal obligations.

7. No Guarantee of Call Coverage

While Ringa aims to answer every incoming call, we do not guarantee 100% call coverage. Calls may be missed due to:

  • Telecommunications network failures or congestion
  • Failures in third-party infrastructure (Twilio, ElevenLabs, Deepgram, OpenAI)
  • Planned or unplanned service maintenance
  • Call volume exceeding system capacity during peak periods

We recommend maintaining a backup voicemail service for calls that may not be captured by Mia.

8. Data Used to Improve the Service

With your consent (provided at sign-up), anonymised and aggregated call interaction data may be used to improve Mia's performance, accuracy, and naturalness. This includes anonymised transcripts and interaction patterns.

We do not use personally identifiable caller information (names, phone numbers) to train AI models. You may opt out of data use for model improvement at any time by contacting us at hello@getringa.com. Opting out does not affect your access to the service.

9. Caller Disclosure

You are responsible for ensuring that callers to your business are aware that their call may be answered by an AI receptionist. We recommend including a disclosure such as: “Calls to this number may be answered by an AI receptionist.” in your business communications, website, or voicemail greeting. This aligns with best practices under Australian consumer protection law.

10. Prohibited Uses of Mia

You must not configure or use Mia to:

  • Present Mia as a human receptionist or deny being an AI when directly asked by a caller
  • Collect sensitive personal information beyond what is needed for the service (e.g., financial details, health information, government IDs)
  • Conduct unsolicited outbound calls or telemarketing
  • Provide professional advice including legal, medical, or financial guidance
  • Handle calls in regulated industries (financial services, healthcare) without appropriate compliance measures in place

11. Updates to AI Behaviour

We continually improve Mia's capabilities and may update her conversation flows, voice, and behaviour. We will notify you of significant changes that affect how Mia interacts with your callers. Minor improvements will be deployed without notice.

12. Contact

For questions about Mia's AI capabilities or these AI Terms, please contact:

Ringa AI Pty Ltd
Melbourne, Victoria, Australia
Email: hello@getringa.com