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.
• Identity connections: company SSO provider identifiers, account links, authentication outcomes and recovery evidence when SSO is enabled.
• Assistant preparation: selected email passages, imported knowledge documents, product questions, conversations and reviewed proposals.
• Connected systems: CRM record links, synchronization history, signed-document delivery, and approved MCP client scopes, consent and access records.
• 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.
• RuleDesk does not use customer content to train its own models. Enabled AI features send task-specific context to OpenAI; provider processing is governed by the applicable service terms and data controls.

• 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.

• Workspace data: retained to provide the service and preserve commercial records. Closing a subscription does not currently trigger automatic deletion.
• Export and deletion requests: contact privacy@ruledesk.ai. We review the request, applicable contractual commitments and any legal or retention hold, and confirm its scope and timing.
• Signed documents and audit evidence: may need separate retention to preserve customer agreements and comply with applicable obligations. A review window or draft expiry does not itself delete stored evidence.
• Logs and preparation history: retention depends on the service configuration and agreed policy. Contact privacy@ruledesk.ai for the applicable schedule.

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 applicable obligations and reviewed retention holds.
• Withdraw consent for non-essential communications.
• Lodge a complaint with your data protection authority.

For a customer workspace, the company administrator 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.

• The public application uses HTTPS. Transport and browser controls are described on the Security page.
• 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 currently set non-essential advertising cookies.

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

Self-service signup does not include a hosting-region selector. Contact privacy@ruledesk.ai for current hosting arrangements and regional requirements. Before purchase, ask us to confirm the applicable processing locations and contractual transfer arrangements for your requirements.

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.