Your data and Rangka

The short version

• Rangka keeps what is said in the groups it has been added to and in messages sent to it. It keeps the message as it was sent and can point to it.
• It reads those messages to prepare updates, reports and follow-up questions for the project manager. A manager reviews before anything becomes an official record.
• Only people on that project, and the company’s owners, can see the messages in Rangka. Rangka does not sell data or use it for advertising.
• Rangka cannot see private chats between two people, groups it has not been added to, phone calls, or what is said on site.
• You can see what Rangka holds from you, and dispute anything it concluded from your words. A disputed conclusion is left out of Rangka’s answers straight away until a manager decides.
• Rangka does not delete or hide messages through normal use, so that a project record stays trustworthy. What can be challenged is the reading of a message, and, on request, personal data can be dealt with as described below.

What Rangka records

• Group messages. When Rangka is a member of a Telegram group, it receives the messages, photos, voice notes, videos and files posted there, with the sender’s Telegram name and ID, the time and the group name. Voice notes are turned into text so they can be searched and read.
• Messages to Rangka. If you message Rangka privately, for example to connect your account, answer a question or ask about a project, it records your message and its reply against your account. These are not shown in the group.
• What Rangka works out. From messages, Rangka may draft records: a work update, a crew count, an issue, a promise someone made, an equipment or material event. Each one keeps a link to the message it came from. These are drafts or unverified signals until a project manager approves them.
• Account and workspace details. Name, work email, role, the projects you are assigned to, and the Telegram identity you connect. See the Privacy Policy for account, billing and website data.

What Rangka cannot see

A Telegram bot only receives what is sent to it or posted in a group it belongs to. So Rangka cannot see:

• one-to-one chats between two staff members, or between a staff member and anyone else;
• any group it has not been added to;
• phone calls, and conversations on site;
• anything said before Rangka was added to a group.

This means Rangka’s memory has gaps. It can only say what was said where it was listening. It does not guess what it never heard, and if nothing was recorded it says so rather than assuming there is nothing to report.

Why it records it

The company that uses Rangka decides why project messages are collected: to keep a dated, traceable record of site work, to prepare daily reports for approval, to remember commitments and problems raised, and to ask the right person a question when something is unclear or overdue. We handle the messages to provide that service on the company’s instructions, and use them to run and secure the service.

If you are staff, your employer is the first place to raise questions about why your messages are collected. You can also write to us (see Contact).

Who can see it

• In Rangka: people assigned to the project, the project managers, and the company’s workspace owners. Answers Rangka gives are limited to the projects the person asking may see.
• At Rangka: a small number of restricted platform administrators, only as needed to run, support, secure and repair the service.
• Service providers under contract for hosting, storage, messaging, email, AI processing and support. They may use data only to provide those services.
• We may disclose information where the law requires it. We do not sell personal data.

Rangka does not show group messages to other companies. It does not show your private messages to the group.

AI and other providers

To transcribe voice notes, read messages and prepare drafts, Rangka sends the relevant text or audio to contracted AI providers. AI output is a draft. It never becomes an approved record without a project manager, and each statement Rangka makes in an answer is meant to point back to the message it came from. Some providers process data outside Malaysia; the Privacy Policy explains the safeguards we apply to transfers.

How long it is kept

• Messages and the records built from them are kept as part of the company’s project record for as long as the workspace exists. Rangka does not delete or hide messages through normal use.
• Photos and voice notes follow the storage periods in the Privacy Policy: for example 24 months after a project is completed, and 90 days after paid access ends. Legal holds pause deletion.
• Backups are isolated from ordinary use and expire on their own schedule.

Approved reports and audit history may need to be kept even when other data is removed, because they are records other people relied on. A request to delete personal data is looked at on its merits, checking identity, the company’s own legal and contractual needs, and any hold. It may be limited where the data must be kept, and we will say so and why.

If Rangka gets it wrong

Rangka can misread what someone said. If you are signed in to Rangka, open Account, then What Rangka knows about me. You will see the messages Rangka holds from you and what it worked out from them, and you can mark any conclusion as wrong and say why.

• The conclusion is left out of Rangka’s answers and follow-ups immediately, before anyone has reviewed it.
• The project manager sees your dispute together with your original message and decides. If they agree, it stays out. If they disagree, it is used again and their reasons are recorded.
• Nothing is deleted. The message you sent is never changed by a dispute, and the disputed conclusion is kept so the decision can be checked later.

You cannot dispute a message itself, because it is the record of what was sent. If a message contains a mistake, the way to fix it is to say so in a new message.

If you do not have a Rangka login, write to us and we will pass the dispute to the project manager.

Your data and exports

You. The account page above shows what Rangka holds from you. You can also ask us for a copy of your personal data, or to correct it, by writing to privacy@rangka.co. We will confirm we have your request, check who you are, and tell you what we can provide and when. Information that belongs to your employer, such as other people’s messages, may need the company’s agreement.

A company. A workspace owner can ask us for an export of the company’s projects, messages, files and decisions, so a company is not locked in to Rangka. Write to privacy@rangka.co from the owner’s account email.

Being in a group with Rangka

The first time Rangka is present in a group it posts a short notice, in the group’s language, saying what it records and who can see it, with a link to this page. It posts that notice once for each group.

If you or your team are not comfortable with Rangka in a group, tell the project manager. Removing Rangka from a Telegram group stops it from receiving anything new. What it already recorded stays in the company’s record and is handled as described above. Keep private conversations out of a group that Rangka belongs to.

Contact

Ringkasan dalam Bahasa Malaysia

• Rangka merekod mesej, gambar, nota suara dan fail yang dihantar dalam kumpulan yang ia telah ditambah, dan mesej yang dihantar terus kepadanya. Mesej disimpan seperti asalnya.
• Rangka membacanya untuk menyediakan kemas kini, laporan dan soalan susulan. Pengurus projek menyemak sebelum apa-apa menjadi rekod rasmi.
• Hanya pasukan projek dan pemilik syarikat boleh melihatnya dalam Rangka. Rangka tidak menjual data.
• Rangka tidak dapat melihat sembang peribadi antara dua orang, kumpulan lain, panggilan telefon atau apa yang dicakapkan di tapak.
• Jika Rangka tersalah faham kata-kata anda, buka Akaun dan pilih “What Rangka knows about me” untuk membantah. Bahagian itu tidak akan digunakan dalam jawapan Rangka sehingga pengurus projek membuat keputusan. Mesej anda tidak diubah atau dipadam.
• Untuk meminta salinan data anda, pembetulan atau eksport syarikat, hubungi privacy@rangka.co.