How data moves through The GAiGE, in short. It's written so admins can answer their team's questions, and so you can paste sections into an email to your team when you roll The GAiGE out.
The one-sentence summaryLink to this section
We collect the short structured answers your team gives in pulses, plus the basic account information needed to sign in. On an anonymous pulse, your admins and leaders see answers without names; on an identifiable pulse, the person's name shows with their answers, and the pulse says so before it starts. We never read the contents of the AI tools your team uses, and we never use your data to train AI models. We share it only with the services that run The GAiGE for us, which include Anthropic, whose AI groups written answers into themes.
What we collect from your team: pulse answersLink to this section
When someone answers a pulse, in the browser extension or in their AI Adoption Portal, we receive:
- Their answers, for example yes or no, a time-saved choice, a 1 to 10 rating, and a comment if they leave one.
- Which tool the pulse was about (for example, ChatGPT).
- When they answered (timestamp).
- Their account ID. Stored so the person can see their own history, and so a one-off pulse is only ever asked of them once. On an anonymous pulse it is never shown next to an answer (more on this below).
With them, the extension also sends its version, whether the pulse was scheduled or one they started, and whether it was anonymous or identifiable. That's the whole pulse payload. We don't capture the page they were on, anything they typed into the AI tool, the conversation they were having, or any other browser activity.
What we collect about your accountLink to this section
When someone signs up or is invited:
- Email address and name
- Their role (Owner, Admin, Senior Leader, Group Leader, Member) and which groups they're in
- Their time zone (so reports show their data correctly)
- Authentication tokens (handled by Clerk, we don't store passwords)
- Last-active timestamp (so admins can see who's been around)
If your organisation buys a plan, we also collect a billing name, address and phone number at checkout, and card details go straight to Stripe.
Information you (the admin) supply about your toolsLink to this section
This isn't really collected (you enter it), but it lives in our database and shapes the reports:
- The AI tools your organisation uses, their websites, and what they cost
- Your blended hourly rate and currency
- Which people are assigned to which tools
This data is used only for your organisation's reporting and is invisible to anyone outside it.
What the browser extension can and can't seeLink to this section
At install time the extension is granted:
- Local storage: keeps pulse questions, the schedule and unsent answers on the person's own machine
- Alarms: a once-a-minute timer that checks whether a pulse is due, plus a fifteen-minute re-sync
- Tabs: checks each page's address on the person's device against your organisation's list of AI tools; the address never leaves the device
- Scripting and activeTab: places the pulse card, or a tool's first-visit notice, on the current page
- Access to
thegaige.comandapi.thegaige.com: sign-in and submitting answers
Broad site access (<all_urls>) is optional and requested separately, with Allow on all sites in the extension's panel. Pulses are delivered on a cadence rather than in response to visiting a particular site, so when one comes due it can appear on whatever website the person has open. The browser has one permission for "any website", which is the one the extension asks for. Each person allows it themselves; it cannot be allowed centrally, force-install included.
The permission is broad, but the extension only puts a notice or a pulse on the page and reads nothing there.
It deliberately does not:
- Read or transmit the content of any page (prompts, conversations, generated output: none of it leaves the browser)
- Transmit any web address. With the answers, it sends the pulse and tool they relate to, whether it was anonymous or identifiable, the extension version, and whether the pulse was scheduled or started by the person. The extension checks each page's address on the person's device; the address never leaves the device
- Store credentials for AI tools
- Read browsing history or bookmarks. Neither permission is requested. When it's added, the browser says the extension can "Read your browsing history": that's the tabs permission, which lets it see the address of each tab the person opens, so it can compare it with your organisation's list of AI tools
- Communicate with any third party. The GAiGE API only
A sign-in token connects the extension to the person's account. We store only a hash of it, it opens only the parts of our API the extension uses, and it stops working after 30 days unused, after 90 days at most, or when the person signs out of the extension.
Who can see what (within your organisation)Link to this section
Everything in The GAiGE is kept to your organisation, and within that, by role (What each role can do has the full list of what each role can do):
| Role | Can see |
|---|---|
| Owner | Results across the organisation and single answers (with names on identifiable pulses), plus billing |
| Admin | Results across the organisation and single answers (with names on identifiable pulses) |
| Senior Leader | Results across the organisation, and named answers on identifiable pulses in the groups they lead |
| Group Leader | Results for the groups they lead, plus their own answers, and named answers on identifiable pulses in those groups |
| Member | Their own answers |
A Member sees what they personally answered. A Group Leader sees results for their own groups and not other groups. Owners, Admins and Senior Leaders see the whole organisation. On an anonymous pulse, your organisation sees the answers without names; on an identifiable pulse, Owners and Admins see names, and so does whoever leads the person's group.
Why an answer is stored against a personLink to this section
Every pulse answer is stored with the account ID of the person who answered it. That link does two jobs:
- People can see their own history. A member's AI Adoption Portal shows their own answers and, where the organisation runs pulses about its AI tools, their own hours-saved estimate.
- A one-off pulse is only asked once. Where a pulse runs a single time rather than on a cadence, the link is how we know someone has already answered it.
On an anonymous pulse, nobody inside your organisation is shown that link. The reports, the response list and the CSV export leave names and email addresses out, so an admin or a leader sees what was said and not who said it. On an identifiable pulse, Owners and Admins see the name with each answer, and so does whoever leads the person's group.
Two things to know.
Comments are quoted word for word. Free text is the most useful thing in a pulse, so it appears in reports exactly as it was typed and, on an anonymous pulse, with no name shown. If a comment describes a situation only one person is in, the words themselves can identify the writer. The article your team reads, Who sees my answers?, says so.
A segment needs five people before it says anything. On an anonymous pulse, results for a segment appear once at least five different people have answered it. Below that the report gives the number who answered and nothing else. That floor covers group rows, question breakdowns, one-off pulse themes and head-to-head comparisons.
Per-person answers come from an identifiable pulse, which tells each person so before the first question. On an anonymous pulse, a group where fewer than five people answered shows no figures of its own, but those answers still count in wider figures, so in a small group someone may still be able to work out an answer is theirs. It's worth saying that plainly to your people when you roll The GAiGE out; the email below does.
Where the data livesLink to this section
Your organisation's records are stored in Australia, in our database on Amazon Web Services (AWS) in Sydney. Some of the services we use handle data outside Australia, including sign-in (Clerk), email delivery and the AI features (Anthropic).
Connections to The GAiGE use HTTPS, and our database and file storage are encrypted.
What we don't doLink to this section
- We do not sell or rent your data to anyone
- We do not use your data to train AI models
- We do not read page content from the AI tools your team uses
- We do not send your data to advertising networks
How to delete dataLink to this section
- A single person. Delete them on People → All people. Their name and email address are removed, and their past answers stay in the reports, as "Deleted person". Owners and your own account can't be removed this way.
- A single person's answers as well. Full erasure, answers included, is a support request today. Email help@thegaige.com and we'll run it. There's no button for it in the platform yet.
- A copy of the data first. Also a support request, same address, whether you want one person's data or the whole organisation's.
- Your entire organisation. Cancel your subscription, then ask us to delete the organisation. When a trial ends without a subscription, or a paid subscription is cancelled, the organisation stops: nobody can use The GAiGE until an Owner chooses a plan, and Owners and Admins can still download the organisation's data. We keep the data for 90 days after a trial stops and 180 days after a paid account is cancelled, and a plan chosen in that time picks up where you left off. Then we delete it. We email Owners and Admins the deletion date, and again shortly before it.
- Backups. Copies of deleted data stay in our database backups: the daily backups for seven days, and the copy we take before each release until that copy is deleted.
Link to this section
Here's copy you're welcome to paste into an email to your team when you roll out The GAiGE. Please check it still matches your own privacy notice before you send it. Your team can also read Who sees my answers?, What data is collected about you and Will my answers affect my performance review? for themselves.
We're rolling out a tool called The GAiGE, so we can work out which AI tools are actually saving us time and which aren't worth what they cost.
Every so often a small panel appears in the corner of the page you're on, with a few short questions about the AI tools you use. The most frequent one takes about 30 seconds. Say what you actually think, including when a tool has wasted your time, because that's the answer most likely to change what we buy. You can skip it, or come back to it later, and you can answer any pulse in your AI Adoption Portal too.
Each pulse tells you before its first question whether your answers are anonymous or identifiable. When a pulse is anonymous, your name isn't shown with your answers to anyone, admins included. In a small group, or from something you write in a comment, someone may still be able to work out an answer is yours. Identifiable pulses say so before you start, and show your name with your answers.
We don't see anything you type into the AI tools. We only receive the answers you give in the panel.
We'll use what comes back to decide what we keep paying for and where to put learning time. Privacy details are at [link to your internal privacy page].
Something missing or out of date here? Tell us.