Privacy Policy

Welcome to RankOiq (accessible at rankoiq.tech). RankOiq provides multi-tenant reputation management and hospitality operational software designed for local businesses, restaurants, cafes, boutique hotels, and service providers. Our platform enables merchants to deliver customer review invitations, collect private feedback, generate branded QR collateral, manage table and room service orders, and coordinate hotel guest service requests.

This Privacy Policy explains how RankOiq collects, utilizes, retains, shares, and protects information when business owners, team members, and authorized collaborators use our software-as-a-service application. It also describes our handling of customer and guest data processed through merchant workspaces.

The service operator is currently categorized as RankOiq Technologies (Legal Operator Review Pending), pending final commercial corporate registration. If you have questions regarding this policy or our data practices, contact us at support@rankoiq.tech or through our Contact Support page.

We collect and process personal information strictly necessary to provide our services and operate the RankOiq platform. These categories include:

• Account & Profile Information: Full name, verified email address, hashed credentials, and preferred workspace settings supplied during registration or profile updates.
• Authentication & Session Data: Better Auth session tokens, sign-in timestamps, IP addresses for security verification, and role-based permissions (Owner, Admin, Member).
• Business & Workspace Information: Merchant trade names, physical storefront locations, business categories, Google Review destination URLs, operating hours, and uploaded brand logos.
• Merchant Customer Contacts & Consent Records: Customer names, email addresses, and phone numbers explicitly uploaded or entered by merchants for review outreach, together with channel communication consent records (consent status, provenance timestamp, and opt-out history).
• Review Invitations & Feedback: Records of invitation delivery attempts, timestamps, customer star ratings (1 to 5 stars), written private feedback submissions, and optional customer-provided contact details.
• Hospitality & Dining Orders: Ordered menu products, quantities, calculated currency totals, dining table numbers or room identifiers, fulfillment status history, and staff order notes.
• Hotel Guest Service Requests: Room numbers, service categories (housekeeping, towels, amenities, maintenance), submitted guest request notes, and resolution status timestamps.
• Subscription & Transaction Ledgers: Polar customer identifiers, active subscription plan keys (Starter, Growth, Pro), billing intervals (monthly/yearly), payment status (active, past due, canceled), and quota consumption ledgers. No raw credit card numbers or CVVs are collected or stored on our servers.
• Diagnostic & Cookie Preferences: Server request logs, error traces, and client-side cookie/storage consent preferences recorded under versioned keys.

We use the information we collect for specific, legitimate business and operational purposes, including:

• Providing & Maintaining Accounts: Authenticating users, maintaining isolated tenant workspaces, enforcing role-based permissions, and managing business settings.
• Delivering Core Workflows: Generating branded QR codes, facilitating private customer feedback, rendering public digital menus, routing table and room orders to kitchen/front desk boards, and tracking guest service fulfillment.
• Enforcing Quotas & Metering: Atomically metering review invitation attempts, monthly orders, guest requests, physical location capacities, and team member seats according to the active plan.
• Subscription & Billing Management: Managing recurring subscriptions, processing upgrades and renewals through Polar, and providing secure access to the hosted customer billing portal.
• Customer Communication & Support: Sending transactional verification emails, password reset links, trial lifecycle reminders, upcoming renewal notices, and responding to support enquiries.
• Platform Security & Abuse Prevention: Guarding against unauthorized access, SQL injection, cross-tenant data leaks, automated spam, and quota bypass attempts through PostgreSQL row-level security and cryptographically signed session validation.
• Compliance with Legal Obligations: Retaining mandatory accounting ledgers, audit records, and fulfilling statutory privacy requests where applicable.

In the context of merchant customer data (such as end-customer contact details entered into a workspace for review invitations or hospitality orders), RankOiq acts as a technical software processor operating strictly on the instructions of the subscribing merchant.

Merchant Obligations: Each merchant is independently responsible for ensuring they have an appropriate legal basis, explicit consent, or legitimate interest under applicable data protection laws (including GDPR, UK GDPR, TCPA, and regional privacy rules) before uploading customer contact details or dispatching review invitations.

Merchants must honor opt-out requests promptly. RankOiq provides an automated, one-click recipient opt-out mechanism on all email invitations, which atomically sets the customer consent record to REVOKED and blocks future outreach across that workspace.

We do not sell, rent, or trade merchant or customer personal information to third parties or advertising networks. We share data only with trusted infrastructure subprocessors necessary to deliver our SaaS platform:

• Neon PostgreSQL: Serverless cloud PostgreSQL database hosting our encrypted relational data store with forced row-level security (RLS).
• Cloudflare R2: S3-compatible object storage for uploaded merchant logos and generated printable QR assets.
• Polar Billing (Merchant of Record): Manages hosted checkout sessions, recurring subscription billing, card-on-file payment processing, tax compliance, and customer billing portals.
• Nodemailer / Configured SMTP: Delivers transactional emails, account verification links, password reset tokens, and subscription lifecycle notifications.
• Redis: In-memory cache-aside layer for fast session verification and entitlement caching.
• Cloudflare Workers AI: Where enabled by the merchant, assists in generating complaint recovery drafts and analyzing customer feedback sentiment.

RankOiq includes optional AI-assisted tools designed to help business owners respond thoughtfully to customer complaints and analyze private feedback sentiment.

When an authorized workspace owner or admin initiates an AI response draft, the customer feedback text, star rating, and merchant business profile context are processed through Cloudflare Workers AI. No customer financial details or sensitive authentication credentials are ever provided to AI models.

AI-generated responses remain drafts and are never sent to customers automatically; the merchant owner or admin must review, edit, and approve every communication.

We retain personal data only for as long as necessary to fulfill the purposes outlined in this policy or as required by law:

• Active Accounts & Workspaces: Account credentials, business profiles, customer contacts, order histories, and private feedback remain active and accessible throughout the duration of your free trial or paid subscription.
• Expired Trials: When a free trial expires without a paid subscription, customer records, QR assets, orders, and feedback are safely preserved. Account access and data viewing remain available, while new billable actions (such as sending new invitations or accepting new orders) are restricted until a subscription is activated.
• Canceled Subscriptions: Workspaces that cancel a paid subscription retain full access until the end of their pre-paid billing period. Historical usage and data remain intact.
• Financial & Billing Records: Subscription invoices, billing customer associations, and transaction ledgers are retained for a minimum of 7 years to satisfy statutory tax, accounting, and anti-fraud requirements.
• Account Deletion: Upon a verified deletion request from a workspace owner, business data and uploaded assets are scheduled for permanent purge within 30 days, subject to mandatory legal holds.

We implement technical and organizational measures designed to protect information from unauthorized access, disclosure, alteration, and destruction:

• PostgreSQL Row-Level Security (RLS): Every database transaction enforces tenant isolation using session-level business identifiers. A user in Workspace A cannot query, view, or modify records belonging to Workspace B.
• Encryption in Transit & At Rest: All web traffic is transmitted over HTTPS with TLS 1.3 encryption. Cloud database and object storage volumes are encrypted at rest using industry-standard AES-256 encryption.
• Provider-Hosted Card Security: All payment details are processed directly by Polar under PCI-DSS Level 1 compliance. No credit card numbers, CVVs, or bank details touch or reside on our servers.
• Cryptographic Session Tokens: Better Auth session tokens are generated using high-entropy cryptographic algorithms with secure, HTTP-only cookie flags and CSRF protection.

Depending on your jurisdiction (such as the EEA, UK, California, Virginia, or other applicable regions), you may have specific privacy rights regarding your personal information:

• Access & Portability: You may request a copy of the personal information we hold about your account.
• Correction: You can update inaccurate account or workspace information directly from your dashboard settings.
• Deletion (Right to be Forgotten): You may request the deletion of your account and personal data, subject to legal retention obligations.
• Opt-Out of Marketing / Outreach: End-customers who receive review invitations can immediately opt out via the unsubscribe link in every invitation email.
• Cookie Preferences: You can modify or withdraw your cookie and browser storage consent choices at any time via the Cookie Policy or by clicking Cookie Preferences in the footer.

To exercise any of these rights, submit a written request to support@rankoiq.tech. We verify the identity of requesters before fulfilling rights requests to prevent unauthorized account tampering.

We use strictly necessary session cookies and local browser storage to manage user authentication, session security, active workspace navigation, and audio chime preferences for incoming hospitality orders.

We do not deploy third-party advertising trackers or invasive behavioral analytics scripts on the RankOiq domain. For complete technical descriptions, durations, and preferences management, please review our comprehensive Cookie Policy.

RankOiq serves business customers globally. Our infrastructure providers operate data centers located in the United States, Europe, and globally distributed edge locations (via Cloudflare).

When data is transferred across international borders, we ensure that appropriate safeguards are implemented in accordance with applicable data protection legislation, including standard contractual clauses (SCCs) and robust technical encryption.

RankOiq is an enterprise business software platform intended exclusively for commercial business operators and authorized adult staff. We do not knowingly market to, collect data from, or solicit information from children under the age of 18 (or 16 in certain jurisdictions).

If we become aware that personal data relating to a child has been inadvertently collected through an account or feedback interaction, we will take prompt steps to delete that information.

We may update this Privacy Policy periodically to reflect enhancements to our features, service architecture, provider integrations, or evolving legal standards.

When material changes are made, we will update the "Last Updated" date at the top of this policy and provide prominent in-app notification within the dashboard or notify registered account owners by email prior to the changes taking effect. Continued use of RankOiq following published updates constitutes acceptance of the revised policy.

If you have questions, feedback, or concerns regarding our privacy practices, or if you wish to submit a data protection inquiry, please contact our team: