Privacy policy

This policy explains how RidenRank Ltd collects and uses personal data in connection with RideDesk (https://ridedesk.app), our software for transport and vehicle-rental operators.

1. Who we are

RidenRank Ltd
A private limited company registered in England & Wales, company number 17315160
33 Meadow Way, Bristol BS32 8BN, United Kingdom
Email: hello@ridenrank.com · Privacy: privacy@ridenrank.com
Phone: +44 7576 995765

RideDesk is a product operated by RidenRank Ltd. It is a brand, not a separate legal entity — RidenRank Ltd is the contracting and responsible party for everything described here.

2. Two different roles — please read this first

RideDesk is business-to-business software. That gives us two distinct roles, and which one applies decides whose privacy policy governs your data.

• We are the controller for the data of the operators who sign up for RideDesk — the transport company, its staff accounts, billing details and how they use the product. That is what this policy covers.
• We are a processor for the data an operator puts into RideDesk about their own customers — passengers, bookings, invoices, messages. The operator is the controller of that data, decides what happens to it, and publishes their own privacy notice. We process it only on their documented instructions under a written data processing agreement.

If you booked a ride or hired a vehicle from a company that uses RideDesk, the company you booked with is the controller — please read their privacy notice, not this one.

3. What we collect about operators

• Account data: name, work email address, password hash, organisation name, role and membership.
• Business and billing data: company legal name, address, VAT ID, registration details, subscription and invoice records.
• Support and correspondence: messages you send us and our replies.
• Technical data: IP address, browser and device type, pages requested, and timestamps, generated automatically when the panel is used and kept in server and security logs.
• Integration credentials: access tokens and account identifiers for the third-party services you choose to connect — see sections 4 and 5.

4. Meta Platform Data (Facebook, Instagram and WhatsApp)

RideDesk is a Meta Tech Provider. An operator may connect their own Facebook Page, Instagram Business account and WhatsApp Business Account to RideDesk so they can publish posts and message their customers from inside the panel. Connecting is entirely optional, is started by the operator, and can be undone at any time.

We access Meta Platform Data only to provide those features to the operator who granted access. We do not sell it, we do not use it for advertising, we do not use it to build profiles, and we do not use it to train machine-learning models. One operator's Meta data is never visible to another operator.

4.1 Permissions we request, and why

Permission	Product	What we use it for
public_profile	Facebook Login	Identifies the person who connected the account, so the connection can be shown in the panel and removed later. We store their app-scoped ID and name only.
pages_show_list	Facebook	Lists the Facebook Pages the person manages so the operator can pick which Page RideDesk should post to.
pages_manage_posts	Facebook	Publishes the operator’s own scheduled posts, photos, videos and Reels to the Page they selected.
pages_read_engagement	Facebook	Reads engagement and metadata on the operator’s own Page so it can be shown in the panel.
pages_read_user_content	Facebook	Reads the comments customers leave on the operator’s own Page posts, so those comments can be shown in RideDesk and answered there. Only content on Pages the operator connected is read.
pages_manage_metadata	Facebook	Subscribes the operator’s own Page to comment notifications, so a new comment reaches RideDesk in real time instead of being found by chance later. Used only to register that subscription.
pages_manage_engagement	Facebook	Posts the operator’s replies to comments on their own Page.
business_management	Meta Business	Reads which Pages, Instagram accounts and WhatsApp Business Accounts the operator has granted RideDesk, so the correct asset is used. Also required to publish Facebook Page Stories.
instagram_basic	Instagram	Reads the Instagram Business account linked to the selected Page (ID and username) so posts can be addressed to it.
instagram_content_publish	Instagram	Publishes the operator’s own feed posts, stories and Reels to their Instagram Business account.
instagram_manage_comments	Instagram	Reads comments on the operator’s Instagram posts and posts their replies.
whatsapp_business_messaging	WhatsApp Business Platform	Sends and receives messages on the operator’s own WhatsApp Business number — booking confirmations, driver details, invoices and two-way conversations with their customers.
whatsapp_business_management	WhatsApp Business Platform	Registers the operator’s phone number, subscribes it to message webhooks, and creates and manages the message templates their notifications use.

4.2 What we store

• Access tokens for the connected Page, Instagram account and WhatsApp Business Account, plus the app-scoped ID of the person who granted them. Tokens are encrypted at rest (AES-256-GCM) and are never sent to a browser.
• Account identifiers and labels: Page ID and name, Instagram Business account ID and username, WhatsApp Business Account ID, phone number ID and verified display name.
• Content the operator publishes: the posts, captions, images and scheduling they create in RideDesk, and the ID of the resulting post.
• Comments and replies on the operator’s own Facebook and Instagram posts, so they can be read and answered in the panel.
• WhatsApp messages sent to and from the operator’s business number: message text, attachments, the Meta message ID, timestamps, delivery status, and the customer’s phone number. These are shown to the operator’s staff as a conversation thread and linked to the relevant booking.

Message content and phone numbers in WhatsApp threads are the operator’s customer data — for that data the operator is the controller and we are their processor, exactly as described in section 2.

4.3 How long we keep it

• Access tokens are held until the operator disconnects the account, the person who granted them removes our app, or the operator’s RideDesk account is closed — whichever happens first. They are then deleted.
• Published-post records and message threads are kept for as long as the operator’s account is open, because they are that operator’s business record of what was sent to their customers. They are deleted when the account is closed, or earlier on the operator’s instruction.
• A customer who replies STOP to a WhatsApp message is recorded as opted out and receives no further messages from that operator through RideDesk.

4.4 How to remove it

• In RideDesk: Settings → Social or Settings → WhatsApp → Disconnect. This deletes the stored tokens and revokes the grant with Meta.
• In Facebook: Settings & Privacy → Settings → Business Integrations → remove RideDesk. Meta notifies us and we delete the connection automatically.
• By request: email privacy@ridenrank.com and we will delete the data and confirm in writing.

Removing the app in Facebook triggers our deauthorization and data-deletion callbacks, which delete the stored tokens and connection records for that person across every organisation they connected. You can check the status of a deletion request at https://ridedesk.app/api/social/meta/data-deletion.

5. Other services an operator can connect

Operators may also connect their own Google Business Profile, YouTube channel, TikTok account, LinkedIn page or profile, X account, Pinterest and Tumblr accounts, payment providers (Stripe, PayPal, SumUp), email mailboxes (IMAP/SMTP) and other messaging providers. In each case we store only the credentials and identifiers needed to operate the connection, encrypted at rest, and use them solely to provide the feature the operator switched on. Payment credentials belong to the operator's own merchant account — we never hold card details, which are handled by the payment provider directly.

Images and videos an operator uploads to the RideDesk media library (to post, or to send to their customers) are stored with Cloudflare and can be opened by anyone who has the file’s link, because social networks and messaging services fetch them by that link. The links are long and random and are never listed, but the library is not a place for private documents — customer ID documents and other private files are kept separately and are never publicly reachable.

5.1 YouTube

RideDesk uses YouTube API Services to upload videos to an operator’s own YouTube channel when the operator connects it. By connecting a YouTube channel you agree to be bound by the YouTube Terms of Service. Google’s own handling of your data is described in the Google Privacy Policy.

• What we access and store: the Google OAuth access and refresh tokens for the permissions youtube.upload and youtube.readonly, plus youtube.force-ssl (used solely to post a comment or a reply you wrote on your own video — scheduled as its first comment or posted from the panel — and to replace your video’s thumbnail with a picture you choose) and yt-analytics.readonly (used solely to show you your own video’s numbers, such as watch time and average view duration, in the panel; we do not store them) (encrypted at rest, never sent to a browser), the email address of the Google account that granted access, and the connected channel’s ID and name. When you post, we store the video you uploaded to your media library, the title, description and privacy choices you entered, and the ID and link of the video YouTube creates.
• How we use it: only to upload the videos you choose to the channel you connected, and to show which channel is connected. We read the channel’s name and nothing else — not your other videos, comments, subscribers or analytics.
• Who we share it with: the video and its details are sent to YouTube (Google LLC) — that is the purpose of the feature. Nobody else receives YouTube data from us. We do not sell it, use it for advertising, or let third parties serve content or advertising through this feature.
• Cookies: the RideDesk panel uses only the cookies needed to run it (sign-in and preferences) — no advertising or tracking cookies — and the YouTube feature adds none. The optional, consent-only cookies on our public website are described in section 7.
• Removing access: Settings → Social → YouTube → Disconnect revokes the grant with Google and deletes the stored tokens and channel details straight away. You can also revoke RideDesk’s access at any time on the Google security settings page at https://security.google.com/settings/security/permissions; we check every connection at least weekly and delete the stored tokens and channel details of one whose access was revoked, within 30 days at the latest. The channel name we store is refreshed or deleted at least every 30 days.
• Questions or complaints about how RideDesk handles YouTube data: privacy@ridenrank.com or the address in section 1. On request we delete stored YouTube data within 7 days.

5.2 TikTok

An operator may connect their own TikTok account to publish photos and videos from RideDesk, using TikTok’s Login Kit and Content Posting API. TikTok’s handling of the content is governed by TikTok’s own terms and privacy policy.

• What we access and store: TikTok access and refresh tokens for the permissions user.info.basic and video.publish (encrypted at rest, never sent to a browser), and the account’s TikTok ID, display name and username. When you post, we store the photo or video from your media library, the caption, the privacy and interaction choices you made for that post, and the ID and link TikTok returns.
• How we use it: only to publish the posts you create, to the account you connected, and to show you that account’s posting options before each post. TikTok receives the photo or video by fetching it from ridedesk.app.
• Who we share it with: the post goes to TikTok; nobody else receives TikTok data from us, and we do not sell it or use it for advertising.
• Removing access: Settings → Social → TikTok → Disconnect revokes the grant with TikTok and deletes the stored tokens and account details. You can also remove RideDesk from the apps connected to your TikTok account in TikTok’s settings, or email privacy@ridenrank.com.

6. The RideDesk mobile apps

We publish two Android apps on Google Play: RideDesk (app.ridedesk.app) for an operator’s staff, and RideDesk Driver (app.ridedesk.driver) for the drivers an operator works with. Both open the RideDesk web panel full screen through Chrome on the phone (a Trusted Web Activity), so they handle the same data as the website and everything in this policy applies to them. The staff app is also made for iPhone and distributed through Apple’s App Store (RideDesk, app.ridedesk.app); it opens the same panel in an in-app web view, so the same applies to it. The apps do not read your contacts, calendar, photos or files — only the files you choose to upload — and contain no advertising or third-party analytics.

6.1 Push notifications

• If you allow notifications, your browser creates a push subscription for the device: an address at the browser’s push service (for Chrome and the apps, Google’s Firebase Cloud Messaging) and encryption keys. We store it with your organisation and user account, a device label worked out from the browser (for example “Chrome on Android”), the approximate city and country your connection came from when you subscribed, and when it was last used. A driver’s subscription is stored with the driver record instead.
• In the iPhone app, notifications use Apple Push Notification service instead. If you allow them, iOS gives the app a device token for that phone, and the app passes it to us while you are signed in. We store it the same way: with your organisation and user account, the label “iPhone · RideDesk app”, the approximate city and country your connection came from, and when it was last used.
• We use it only to send RideDesk’s alerts — new bookings, messages and payments for staff, job updates for drivers. In browsers and the Android apps the content is encrypted between our servers and your device (the Web Push standard), so the push service delivers it without being able to read it. In the iPhone app the alert’s title, text and the link it opens go to the phone through Apple’s push service, which handles that text in order to deliver it.
• To stop them, turn notifications off in the phone’s or the browser’s settings. A subscription the push service reports as no longer valid is deleted automatically, and deleting your account deletes yours.

6.2 Driver location (RideDesk Driver)

Operators who use RideDesk’s live driver map can see where their drivers are while they are working. Location is collected only while a driver has started a shift, never otherwise:

• When the driver taps Start shift, the app explains what is shared and asks for location permission. While the shift runs it reads the phone’s precise location (GPS) about every 20 seconds and sends it to RideDesk — including while the app is in the background or the screen is off. A permanent “On shift” notification shows that this is happening. A driver can also share from the driver page in a browser, which works only while that page is open.
• What is sent: latitude and longitude, their accuracy, heading and speed, and the time of the reading.
• We keep only the latest position for each driver — there is no route history. Ending the shift stops collection and clears the position at once, and a position that hasn’t been updated for 12 hours is deleted.
• The position is shown only to that operator’s own staff on their live map. It is never visible to other operators, never used for advertising, and never sold.
• The operator is the controller of this data and decides whether live location is used; we process it on their behalf (section 2). Drivers with questions about it should contact the operator they drive for.

6.3 Deleting your account

Staff can delete their own RideDesk login in the app (menu → Delete account) or on the web at https://ridedesk.app/delete-account. We confirm the request with a code sent to your email address and your password, and delete the account seven days later — you can cancel until then. Your login, registered devices and sign-in history are deleted. Records in a company account that other people still use stay with that company, including its activity log of changes you made. A company account with nobody else in it is closed and its data deleted as part of the request. Passengers and drivers have no RideDesk account; they should contact the operator they travel or drive with.

7. Cookies, analytics and advertising on ridedesk.app

This section covers visits to our public website, ridedesk.app — not the RideDesk panel, and not the websites, booking forms or pages our operators run for their own customers. On ridedesk.app we can use Google services to see how the site is used and whether our advertising works. They stay switched off until you agree in the cookie banner — except for visitors in the United States, see below.

• Before you choose: only what the site needs in order to work runs, plus the banner itself; no Google service is loaded. Your choice is saved in your browser’s local storage (rd_consent) so we don’t ask on every page. It records what you chose and when, not who you are.
• Visitors in the United States see a short notice instead of the banner, and Google Analytics and Google Ads run from the first page. You can switch them off at any time under Your privacy choices or Cookie settings, and if your browser sends a Global Privacy Control signal, Google Ads stays off. Visitors from every other country, and visitors whose country we can’t determine, are asked first.
• Statistics (only if you allow it): Google Analytics, loaded through Google Tag Manager, records which pages are viewed and how visitors reached the site. It uses cookies such as _ga, which last up to two years.
• Marketing (only if you allow it): Google Ads conversion tracking records whether a visit from one of our ads led to a sign-up, and remarketing lets Google show our ads to people who visited the site. It uses Google advertising cookies whose names start with _gcl_, which last 90 days.
• Provider: Google (Google Ireland Limited and Google LLC). Google LLC in the United States may process the data; it is certified under the EU-US Data Privacy Framework and its UK Extension. How Google uses information from sites like ours: policies.google.com/technologies/partner-sites.
• Legal basis: your consent — Art. 6(1)(a) UK GDPR / GDPR — and, for storing or reading information on your device, regulation 6 of the UK Privacy and Electronic Communications Regulations and § 25(1) of the German TDDDG.
• Changing your mind: Cookie settings, at the bottom of every page, reopens the banner. You can withdraw your consent there at any time; this does not affect what happened before. When you withdraw, the site also deletes the Google cookies it set on ridedesk.app. Your choice expires after 12 months and we ask again.
• We use this only to understand and improve our own website and advertising. It is never combined with the data operators keep in RideDesk, and no operator’s customers are tracked by it.

8. Why we process it, and our legal bases

• To provide, operate and support the RideDesk service under our contract with the operator — Art. 6(1)(b) UK GDPR / GDPR (performance of a contract).
• To keep the service secure, prevent abuse and fraud, and maintain proper business records — Art. 6(1)(f) (legitimate interests). You may object at any time.
• To meet our legal, tax and accounting obligations — Art. 6(1)(c) (legal obligation).
• To send service-related messages about your account. Marketing about similar services is sent under legitimate interests within the direct-marketing rules and can be stopped at any time; where consent is required we ask for it — Art. 6(1)(a).
• Data an operator loads into RideDesk about their own customers is processed on that operator’s documented instructions — Art. 28.
• Statistics and advertising measurement on our public website, ridedesk.app — only with your consent — Art. 6(1)(a) (section 7).

9. Who we share it with

We share personal data only with providers who help us run the service, and only as far as they need it. Each acts under a written contract. The current list is published at https://ridedesk.app/legal/subprocessors.

We may also disclose data where the law requires it, or to establish or defend legal claims. We do not sell personal data and we do not share it for anyone else’s marketing.

10. International transfers

Our database, file storage and email sending are pinned to EU regions. Some providers nevertheless process data outside the UK/EEA. Where they do, we rely on UK adequacy regulations, the UK International Data Transfer Agreement or Addendum, the EU-US Data Privacy Framework, or the EU Standard Contractual Clauses, with any additional safeguards needed. You may request a copy of these safeguards from us.

11. How long we keep it

• Operator account and organisation records: for the life of the account, then deleted or anonymised.
• Staff logins: until the login is deleted (section 6.3), removed by the operator, or the organisation is closed.
• Push subscriptions: until notifications are turned off, the subscription stops working, or the account is deleted.
• Driver positions: only the latest one, cleared when the shift ends and deleted after 12 hours at the latest.
• Invoices and tax records: six years after the end of the relationship, as UK accounting and limitation rules require.
• Security, access and platform event logs: a short rolling period for diagnostics and abuse prevention.
• Integration tokens and connection records: as set out in sections 4.3 and 5.1–5.2.
• Media library images and videos: until the operator deletes them, or the account is closed.
• Your cookie choice on ridedesk.app: 12 months in your own browser; Google’s cookies as set out in section 7.
• Data processed on an operator’s behalf: as set out in that operator’s data processing agreement.

12. Security

• All traffic is served over HTTPS with HSTS and a restrictive content security policy.
• Third-party credentials and access tokens are encrypted at rest with AES-256-GCM and are never exposed to the browser.
• Every organisation’s data is isolated by tenant, enforced in both the database and the application layer.
• Access to production data is limited to the people who need it, and access to customer identity documents is recorded in an audit trail.
• No transmission over the internet is ever completely secure, so please do not send us passwords or payment card details by email.

13. Your rights

You have the right to be informed about our processing, and to access, rectify, erase, restrict or object to it, to receive your data in a portable form, and to withdraw any consent you have given. Exercising these rights is free. You can delete your own staff account yourself at any time — see section 6.3.

To exercise any right, email privacy@ridenrank.com. We may ask you to confirm your identity first, and we aim to respond within one month. If you are a passenger or customer of an operator that uses RideDesk, please contact that operator — they are the controller of your data and we will refer your request to them.

If you are unhappy with how we have handled your data you can complain to the Information Commissioner’s Office (ICO), the UK supervisory authority, at ico.org.uk. If you are in the EU you may instead complain to your national data protection authority.

14. Automated decisions and children

We carry out no automated decision-making or profiling that produces legal or similarly significant effects. AI-assisted features may draft text for a member of staff to review and send; a human always decides whether to send it. RideDesk is sold to businesses, not to children, and we do not knowingly collect data about anyone under 18.

15. Changes to this policy

We update this policy as the product changes; the date at the top shows the current version. Material changes are notified to operators in the panel or by email.