Privacy Policy

• Customers — people and companies that sign up for a RuleDesk workspace.
• Buyers — your customers, who interact with quotes you've sent through tokenized public links.

From customer accounts

• Account data: full name, work email, hashed password, role, workspace assignment, sign-in timestamps.
• Workspace data: company name, logo, brand color, footer text, legal entity name, registered address, tax ID. You provide all of this voluntarily.
• Operational data: products, price books, bundles, rules, approval routes, customers, quotes, line items, schedules, attachments, audit events.
• Usage signals: pages viewed, server-side request logs, error reports.

From buyers (people receiving quotes)

• The buyer's typed name and signature when they accept a quote.
• Optional: PO number, billing address, buyer tax / VAT ID — captured only if the buyer fills them in on the accept form.
• Origin IP and timestamp at the moment of acceptance, retained as part of the commercial record.
• Public-link interactions are subject to the customer workspace whose quote was sent — the customer is the data controller for that buyer relationship.

What we do not collect

• We do not run third-party advertising trackers or behavioral ad pixels.
• We do not sell, rent, or share customer or buyer data with marketing partners.
• We do not train AI models on customer prompt content or quote data. AI rule authoring uses OpenAI as a stateless processor — see "Subprocessors" below.

• Provide the service: store your catalog, rules, and quotes; render PDFs; route approvals; send buyer-facing emails.
• Operate safely: rate-limit abuse on public endpoints; detect errors; honor authentication and authorization.
• Bill you: trial lifecycle, plan management, seat counting (today: manual invoicing; future: payment processor).
• Communicate: trial reminders, approval-link emails to approvers, quote-sent emails to buyers when you trigger them, occasional product updates.
• Comply with law and protect rights: respond to lawful requests, prevent fraud, defend legal claims.

• Active workspaces: indefinitely while the subscription is active.
• Cancelled workspaces: data retained for 90 days after cancellation, then deleted unless legal hold applies. You can request immediate deletion at any time (see below).
• Audit events and signed acceptance records: retained for the life of the workspace plus 7 years to support contract and tax-record needs, even if other operational data is deleted.
• Server logs: 30 days, then aggregated or deleted.

A current list of subprocessors is available on request. We will give 30 days' notice before adding any new subprocessor that materially affects how customer data is processed.

You can:

• Request a copy of your personal data we hold.
• Request correction of inaccurate data.
• Request deletion of your data (subject to the audit-retention exception above).
• Withdraw consent for non-essential communications.
• Lodge a complaint with your data protection authority.

For a customer workspace, the workspace's CompanyAdmin can act on behalf of the workspace. For buyer-side data captured during quote acceptance, the customer (the seller) is typically the data controller and you should contact them first; we will assist as data processor where applicable.

• All traffic to RuleDesk is encrypted in transit via HTTPS (HSTS enforced in production).
• Passwords are hashed using ASP.NET Identity defaults (PBKDF2). Strong-password policy enforced (12+ chars, mixed case, digit, symbol).
• Workspace data is tenant-bound; cross-workspace access is blocked by a workspace-access filter on every protected request.
• Public buyer endpoints and signup are rate-limited to prevent enumeration and abuse.
• AI usage is rate-limited per workspace to prevent runaway costs.
• See the Security page for the current control set.

We use a small number of strictly-necessary cookies for sign-in, anti-forgery protection, and tenant routing. We do not use advertising or cross-site tracking cookies. We do not need a cookie banner because we do not set non-essential cookies.

RuleDesk is a B2B SaaS tool and is not directed at children under 16. We do not knowingly collect personal data from children.

Customer data is hosted in the region you select at signup. EU residency is available on Scale and dedicated tenancies. Where data crosses borders (e.g., when an OpenAI API call is processed in the US), we rely on standard contractual clauses or equivalent safeguards.

We will update the "Last updated" date above when this policy changes. For material changes (e.g., new categories of data, new subprocessors that materially expand scope), we will email workspace admins at least 30 days before the change takes effect.

For privacy or data requests, email privacy@ruledesk.ai. For all other inquiries, see the pricing page or the in-app upgrade screen for direct contact details.