This policy explains how Reforge Ltd, trading as Intakt Procurement (“Intakt”, “we”, “us”), uses personal data when you visit our website, join our waitlist, sign up for Intakt or are invited to use it. We are registered with the Information Commissioner’s Office (ICO).
Who is responsible for your data
For our website, waitlist, sales and the accounts our customers hold with us, we are the controller: we decide how and why the data is used.
When a customer uses Intakt to run their purchasing, the data they put into it (requests, suppliers, contracts, invoices and the people involved) belongs to that customer. They are the controller and we are their processor, acting only on their instructions under our data processing agreement. If you are a customer’s employee or a supplier invited by a customer, please contact that customer about your data; we will help them answer.
What we collect
- Waitlist: your work email, and optionally your company and your role, plus the page you signed up from.
- Buying scorecard: if you ask for your report by email, your work email, your twelve answers and score, and optionally your company, its size and your role.
- Account: your name, work email, company, role in the account, and your sign-in details (handled by our authentication provider).
- Billing: the billing contact, company address and VAT details. Card details are taken and held by Stripe; we never see the full card number.
- Using Intakt: what you do in the product, such as records you create, questions you ask the assistant and documents you upload, along with technical logs (IP address, browser, timestamps) that keep the service secure and working.
- Website analytics: only if you accept analytics cookies, how you use our website (pages viewed, how you arrived, rough location from your IP address, device and browser), collected through Google Analytics.
- Contacting us: whatever you choose to tell us by email.
Why we use it, and on what basis
- To tell you when Intakt opens and about getting started, if you joined the waitlist: our legitimate interest in replying to your request. You can ask us to stop at any time.
- To email the scorecard report you asked for: our legitimate interest in replying to your request. We send nothing more unless you tick the box asking for more.
- To send a few short emails on improving how you buy, and tell you when Intakt opens, if you ticked the box asking for them: your consent. Every email has an unsubscribe link, and we stop as soon as you use it or start a trial.
- To provide the service you or your employer signed up for, including support and service emails: performing our contract.
- To take payment, keep accounts and meet tax rules: legal obligation and contract.
- To keep Intakt secure, prevent abuse and improve the product using usage patterns: legitimate interests.
- To understand how people use our website and improve it, using Google Analytics: your consent, which you can withdraw at any time with Cookie settings at the foot of each page.
- To send product news to existing customers: legitimate interest, with an unsubscribe link in every email. We do not send marketing to anyone who has not signed up or bought from us without asking first.
Customers’ commercial information, such as prices and order values, may be combined into anonymised benchmarks, as set out in our terms. Scorecard answers may be combined in the same way, to show how companies of a similar size compare. Personal data is removed first and is never part of a benchmark.
We do not sell personal data, and we do not use it for advertising.
AI features
When you ask the assistant a question or have Intakt read a document, the relevant text is sent to our AI provider (Anthropic) to produce the answer. Our provider does not use that data to train its models, and it keeps it only as long as needed to provide and secure the service. See Security and AI for more.
Who we share it with
We use carefully chosen suppliers to run Intakt, such as hosting, email, payments and AI. They process data only on our instructions. The current list, with what each does and where, is on our sub-processors page. We may also share data if the law requires it, or with a buyer if our business is sold, under the same protections.
International transfers
Our main hosting is in the United Kingdom. Some suppliers are based in, or reach data from, the United States or the European Economic Area. Where data leaves the UK, we rely on UK adequacy regulations (including the UK Extension to the EU–US Data Privacy Framework) or the ICO’s International Data Transfer Agreement or Addendum.
How long we keep it
- Waitlist details: until you ask us to remove them, or 24 months after we open.
- Scorecard reports: your email and company details for 24 months, or until you ask us to remove them; the answers on their own, with nothing that identifies you, may be kept for benchmarks.
- Account and customer data: for as long as the account is open, then deleted within 90 days of it closing, unless the customer asks for it sooner.
- Billing records: six years, as UK tax law requires.
- Security logs: up to 12 months.
- Website analytics: up to 14 months in Google Analytics.
Your rights
You can ask for a copy of your data, to correct it, to delete it, to restrict or object to how we use it, and to have it in a portable format. Email us at hello@intakthq.com and we will reply within one month. If you are unhappy with how we handle your data, you can complain to the ICO at ico.org.uk, though we would appreciate the chance to put it right first.
Security
Data is encrypted in transit and at rest, each customer’s data is kept apart from every other’s, and access by our staff is limited to what is needed to run and support the service.
Cookies
We use cookies that are needed for the site and product to work, and analytics cookies on our website only if you accept them. See our cookies page.
Changes and contact
If we change this policy, we will update the date above and tell customers about significant changes by email. Questions go to hello@intakthq.com or Reforge Ltd, 9 Fletton Row, Bedford, MK43 9GD, United Kingdom.