Privacy Policy

Last updated: 26 October 2026 · Effective for RanchRubric at ranchrubric.ai

RanchRubric (ranchrubric.ai) is a data center assessment and benchmarking console operated by 48U Ranch LLC, Magnolia, Texas, USA (“48U”, “we”). It is used by organizations to assess facilities they own, lease, colocate in or are evaluating. This page describes, plainly, what the service stores, where it lives, who can see it, and what we will never do with it.

What is stored

Only what you and the other members of your organization enter or generate in RanchRubric, plus what is needed to run and secure it:

Account: your email address, a password hash (held by our authentication provider), your authenticator-app enrollment for two-step verification, and sign-in events.
Account security: if you generate recovery codes, only salted one-way hashes of them (we cannot read the codes), and when each was used. A security log of authenticator changes, recovery-code sets, recovery-code use and lockouts, which you can see under Account & security and which is also written to your organization’s audit log. When a recovery code is tried, we record the time, whether it worked and the network address it came from, to limit guessing. Recovery attempts and the security log are deleted automatically after 90 days, and the network address on a used recovery code is cleared after 90 days. The copy of a security event in your organization’s audit log never includes a network address and is kept with that log (see Retention).
Membership: the organizations you belong to, your role in each (admin, assessor or viewer), and invitations (the invited email address, role, expiry and a hash of the one-time link).
Organization workspace: facilities (names, codes, addresses, relationship, provider, catalog link, private and benchmark settings); assessments, scores, confidence, notes, vendor claims, waivers and approvals; on-site checklist answers and photos; risks, single points of failure, remediation items and certifications; rubric templates your organization creates; reminders.
Documents: files your organization uploads (for example specifications and compliance reports such as SOC reports), details read from them in your browser, review findings and scope, handling details such as NDA restrictions and destroy-by dates, and sign-off records (signer, time, IP address, browser and time zone, and a fingerprint of the file).
Audit log: a record of significant actions in your organization (who, their role, what, when, IP address and browser). It is append-only and hash-chained so tampering can be detected.
Technical information: our providers process what is needed to operate and secure the service, including IP addresses, browser user agents and authentication events. We also process what you send us in support requests.

There is no behavioral tracking, no device fingerprinting, and no data bought or inferred from elsewhere. The public facility and provider catalog is compiled from public sources and contains no customer data.

Optional file encryption

An organization admin can turn on browser-side encryption. Files are then encrypted on the device before upload (AES-256-GCM with a key derived from your organization’s passphrase), and the passphrase never leaves your browser. We cannot read encrypted files, and details read from them stay in the browser tab rather than being stored on our servers. There is no passphrase recovery: if every member loses the passphrase, encrypted files cannot be opened by anyone, including us.

Where it lives

Supabase hosts the database, authentication and file storage, over encrypted connections. Every table is protected by row-level security scoped to your organization and role. This is enforced by the database itself, not just the application. The database also refuses any data request from a session that has not completed two-step verification.
Netlify serves the website and runs small server functions (for example recovery-code sign-in). Like any web host, it keeps standard request logs with IP address and browser.
Google:
- Pages load the IBM Plex typeface from Google Fonts, so Google sees your IP address and browser.
- Catalog entries and non-private facility pages show an embedded Google Map, which sends the facility address and your IP address to Google.
- For private facilities the map loads only when you click “Show map”.
Your device: your browser keeps your sign-in session and your chosen organization. On tablets, edits and photos captured offline are kept on the device until they sync. For organizations with encryption on they are sealed with the organization key or kept only in memory. Signing out locks the encryption key and drops anything held only in memory.

Transactional emails (invitations, sign-in and password messages) are sent through our authentication provider and contain no marketing.

Who can see your organization’s data

Members of your organization, according to their role. Admins manage members, roles, settings and exports; assessors work on assessments and documents; viewers read.
48U Ranch staff:
- Our platform operators can see each organization’s name, when it was created, and how many facilities and admin/assessor members it has.
- They can reset a person’s authenticator, which is recorded in that organization’s audit log.
- We do not read your organization’s workspace content except when you ask us to help with a specific problem, or where needed for security or to meet a legal obligation, and then only to the extent needed.
No other organization. Documents, notes, findings, sign-offs, members and your organization’s identity are never shared with other organizations.

Platform benchmarks (opt-in)

A facility contributes to platform benchmarks only after an admin of your organization explicitly opts it in, and the admin can stop at any time. Only colocation and prospect facilities that match a facility in our public catalog can be opted in. Owned and private facilities never contribute, and neither do sample organizations.

For an opted-in facility we use only its approved assessment scores on 48U rubrics, and only from assessments that scored at least 80% of the rubric’s weight. Benchmarks:

are produced only in anonymized aggregate once at least five independent organizations have contributed for the same facility (organizations that share people count once);
give each such group equal weight;
show dates only to the quarter;
never identify the contributing organization;
never include documents, notes, findings, claims text or anyone’s identity.

Benchmark reports may be offered by 48U as a paid product. Stopping contribution removes the facility from future benchmark releases.

What we do not do

No advertising, analytics, tracking pixels or third-party scripts. The only third-party requests are the Google Fonts and Google Maps loads described above.
We do not sell or rent personal information or disclose it for advertising. Our hosting, database, authentication and email providers process information as needed to provide the service. We may also disclose information when legally required.
No artificial-intelligence or language-model service receives your data. The optional AI-assisted extraction feature is switched off on our servers, in the console and in the database, and stays off until we have a data processing agreement with a model provider in place. Even then, an organization admin would have to turn it on for their organization, and encrypted documents would never be sent.
No automated collection from your systems or third-party websites on your behalf.

Reports generated for you

Scorecards, assessment reports, comparisons and compliance records are generated in your browser from your organization’s data. What you do with a printed or downloaded report is up to you.

Information about other people

Your organization’s records may include information about other people, for example names in uploaded reports or the assessors who signed a review. Your organization is responsible for having the right to record it and for honoring those people’s requests. They may also contact us directly at the address below.

Retention, export and deletion

Kept until removed: workspace data stays while your organization uses RanchRubric.
Export: an organization admin can export the organization’s data as a JSON file at any time (Team → Export organization data).
Documents: admins can delete uploaded documents unless they are part of a signed review, which is kept as the record. Files under an NDA destroy-by date can be destroyed through the documented flow.
Members: admins can remove members.
Audit log: retained and cannot be edited or deleted through the service, because its value is that it is tamper-evident. It keeps the email address of the person who acted.
Account security records: recovery-code attempts (time, result, network address) and the security log are deleted automatically after 90 days. Recovery-code hashes (and when each was used) are kept until you generate a new set or your account is deleted.
Closing an organization: an admin exports the data, then asks us in writing to close it. We remove all access, delete stored files, and delete or retain the remaining records as agreed with you.
Your own account: you can ask us to delete it by writing from its email address. Audit entries already recorded keep your email address as part of each organization’s tamper-evident record.
Backups: our database provider keeps disaster-recovery backups for a limited period. Deleted information disappears from backups as they expire, and we reapply deletions if a backup is ever restored.

If something goes wrong

If we discover a breach involving personal information, we will investigate and provide notices to affected organizations, individuals, regulators and others as required by applicable law, within the applicable deadlines.

Age

RanchRubric is a business service for adults. We do not knowingly accept accounts from anyone under 18.

Your rights

To exercise applicable rights to access, correct, delete or withdraw consent concerning your information, email security@48uranch.com. We verify requests and respond within applicable legal deadlines. Where a request concerns your organization’s workspace data, we may need to involve your organization’s admin. You may appeal a refusal through the same address. We will explain our decision and provide any required regulator complaint information.

Changes

This policy is revised when the service changes in a way that affects what is stored or how. The date at the top is the current revision.

Contact

Questions about this policy or your data: security@48uranch.com.
48U Ranch LLC, Magnolia, Texas, USA.