Privacy notice

Ranktive turns sales reports into performance rankings and Cards for teams. It is run by Toby Clegg. For anything about your data, email privacy@ranktive.com.

If you run a workspace (you signed up and created one), we decide how your account details are used, so we are responsible for them.

If your figures are in a workspace (you have a Profile, or you were sent a Card), the business that runs that workspace chose to upload the report and decides how the results are used. It is responsible for that data, and we handle it on its behalf and only on its instructions. Questions about why your data is there, or requests to see, correct or delete it, are best sent to that business first. You can also email us and we will pass your request on and help it respond.

• Account details: what our sign-in provider needs to sign you in: your email address, when your account was created and when you last signed in, and, for each sign-in session, the IP address and browser it was started from. A session stays active until you sign out. If you run a workspace, your account also records how far you are through its getting-started guide.
• Workspaces: the workspace name, who belongs to it, and each person's role.
• Uploaded reports: the spreadsheet is read in the admin's browser and the file itself is not stored. What is stored is the data read from it: every row and every column of each sheet read, including sheets and columns that are not used in any ranking. We also keep the report's name (the file name, unless the admin gives it another), when it was uploaded and which account uploaded it.
• Report names: admins can give a report a display name. That name appears on Cards, in Card emails and in each person's performance history.
• Profiles and results: Profiles are created from the names in uploaded reports. Anyone missing from the latest report is marked inactive until they appear again. Each Profile holds the person's name, role and team as the workspace records them, the scores and ranks calculated from each report, and the Cards published to them.
• Profile access: if a workspace gives someone access to their own Profile: their email address, whether they have been invited, have signed in or have had access disabled, and when each happened. Changing or removing access does not change their performance history.
• Card emails: a record of each Card email: who it was sent to, when, whether it was sent successfully, and the error if it was not. This shows whether the email was handed over for sending, not whether it reached the person's inbox.

Ranktive is not built to hold sensitive information such as health details. Reports should contain sales figures only; please don't upload anything else.

People who belong to a workspace can see its reports, Profiles and results.

People given access to their own Profile can see only their own Profile, their own Cards and performance history, and the name of their workspace. They cannot see anyone else's Profile or the workspace's reports and results. Access stops while their access is disabled or their Profile is inactive.

Invitations. When a workspace invites someone to see their own Profile, we ask our sign-in provider to email them a sign-in link. If there is no account for that email address yet, this can create one. Sending an invitation does not mean the person has used it; their Profile opens only once they sign in with that address.

What a Card email contains. The person's first name, the report name, their rank, their score, their Team Rank where there is one, and a link to their Profile.

The link does not sign anyone in. It only identifies the Profile. Whoever opens it has to sign in, and the Profile opens only for the person it belongs to; a forwarded Card email does not give anyone else access. The email itself shows the details listed above to anyone who can read it.

• To provide the service to the people who run a workspace: signing you in, storing your reports and showing your results. This is necessary to provide what you signed up for (contract).
• To show people their own Card, and email them when a new one is published, on the workspace's instructions. The workspace is responsible for having a lawful reason to do this.
• To keep the service secure and working: preventing misuse, investigating faults and keeping sign-in safe. This is in our legitimate interests and those of everyone using Ranktive.

We do not sell personal data, show advertising, send marketing emails or use analytics tools. Our emails are not set up to track whether they are opened or which links are clicked.

About rankings. Ranks and scores are calculated automatically from the figures in the uploaded report, using the measures the workspace chose. Ranktive does not make decisions about anyone. How the results are used is decided by the business that runs the workspace.

We use these providers to run Ranktive:

• Supabase: Our database and sign-in provider. It holds everything in the app: accounts, workspaces, uploaded reports, Profiles, results and Cards. The database is in the EU (Ireland); some support and log processing may take place elsewhere under Supabase's terms.
• Vercel: Hosts the website and runs the code that builds each page, so page requests and the data shown on them pass through it. A US company; the app's server code currently runs in its US region (Washington, D.C.).
• Resend: Delivers our sign-in emails and Card emails, so it receives each recipient's address and the email's contents. Emails are sent from Ireland, but Resend stores their content and delivery logs in the US, for 30 days.

Supabase and Resend act on our instructions under their data processing terms, which cover transfers out of the UK with the UK Addendum to the Standard Contractual Clauses. We share data with no one else, unless the law requires us to.

Ranktive only stores what it needs to work, so it does not ask for cookie consent:

• Sign-in cookies, which keep you signed in on this device and identify your account. They stay until you sign out.
• rk_next, which remembers the page you were trying to reach while you sign in, and expires after about an hour.
• theme in your browser's storage, if you choose light or dark mode.

Workspace data is kept until an admin deletes it or the workspace is closed. What each deletion removes:

• Deleting a Profile removes that Profile with its results, Cards, access details and Card email records.
• Deleting a report removes the report and the results calculated from it. Cards already published from it stay in people's history.
• Deleting a Selection removes its current results. Cards already published keep the values they were published with.
• Removing or disabling someone's access stops them opening their Profile. It does not delete their performance history or the record of Card emails already sent to them.

Deleting your account. To have your sign-in account deleted, email privacy@ranktive.com; there is no delete button in the app yet. Deleting an account removes it and its link to any workspace, but not the workspace's own data (its reports, Profiles, results and Cards), which belongs to the business that runs it. To close a workspace, email us too.

Our providers also keep their own records for limited periods: Resend keeps emails for 30 days, and Supabase and Vercel keep short-term technical logs of requests.

You can ask for a copy of your data, and ask for it to be corrected, deleted, or its use restricted. You can object to how it is used, and ask for data you gave us in a form you can take elsewhere. Email privacy@ranktive.com; we will reply within one month. If your data is in a workspace, see “Two different roles” above.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office at ico.org.uk. We would appreciate the chance to put things right first.