Privacy Policy

RankPilot (“we”, “us”, “our” or “RankPilot”) is the data controller for the personal data processed through our website [yourwebsite.com] and the AI-Powered SEO Engine known as RankPilot (collectively, the “Service”).

We are committed to protecting your personal data in accordance with the EU General Data Protection Regulation (GDPR), UK GDPR (where applicable), and other relevant data protection laws. This Privacy Policy explains how we collect, use, disclose, store, and protect your personal data, and what rights you have as a data subject.

By using the Service, you acknowledge that you have read and understood this Policy. If you do not agree, please do not use the Service.

1. Who We Are (Identity of the Controller)

RankPilot — [Your full legal company name], [Registered address], [Company registration number, if applicable], [Email address for privacy matters], [Phone number, optional].

If we have appointed a Data Protection Officer (DPO), their contact details are: [Name / Email].

For any questions about this Policy or your data, contact us at: support@rankpilotaiseo.co.uk.

2. What Personal Data We Collect

We collect the following categories of personal data:

• Account & Contact Data: Name, email address, company name, billing address, and password when you register or subscribe.
• Payment & Billing Data: Payment card details or other payment information (processed securely by third-party providers such as Stripe; we do not store full card numbers).
• Usage & Service Data: SEO inputs/prompts you enter (keywords, content briefs, URLs, etc.), AI-generated outputs, interaction logs, projects created, and usage metrics.
• Technical & Usage Data: IP address, browser type, device information, operating system, pages visited, timestamps, referral sources, and cookies/analytics data.
• Support & Communication Data: Messages, emails, or chat conversations with our support team.

We do not intentionally collect special categories of personal data (sensitive data) unless you voluntarily include it in your inputs. We strongly advise against including sensitive information in your SEO prompts.

3. Lawful Basis for Processing (GDPR Article 6)

We only process your personal data where we have a valid lawful basis:

• Contractual necessity (Art. 6(1)(b)): To provide the Service, manage your account, process payments, and deliver AI-generated SEO outputs.
• Legitimate interests (Art. 6(1)(f)): To improve our Service and AI models, prevent fraud/abuse, analyse usage trends, and communicate with you about important updates. We have conducted a legitimate interests assessment (LIA) for these purposes.
• Consent (Art. 6(1)(a)): For non-essential cookies, marketing emails, or optional features. You can withdraw consent at any time.
• Legal obligation (Art. 6(1)(c)): To comply with tax, accounting, or other legal requirements.

Where we rely on legitimate interests for AI model improvement, we use technical safeguards (e.g., pseudonymization or aggregation where feasible) and respect your right to object.

4. How We Use Your Personal Data

We use your data to:

• Provide, maintain, personalise, and improve the RankPilot Service (including generating SEO recommendations).
• Process subscriptions, payments, and billing.
• Respond to support requests and communicate with you.
• Analyse and improve our AI models (using aggregated, pseudonymized, or anonymized data where possible).
• Detect security issues, fraud, or misuse.
• Comply with legal and regulatory obligations.

AI-Specific Use: Your inputs and outputs may be processed by our AI systems and, in anonymized or aggregated form, reviewed to train and enhance model accuracy. We do not use identifiable personal data from your account for training without appropriate safeguards and transparency.

5. Sharing Your Personal Data

We share personal data only in limited circumstances:

• With processors (service providers) who act on our instructions: hosting providers, payment processors (Stripe), analytics tools, cloud infrastructure, and AI backend services. All processors are bound by data processing agreements (DPAs) compliant with GDPR Article 28.
• With professional advisers or regulators when legally required.
• In the event of a merger, acquisition, or sale of assets (with appropriate safeguards).

We do not sell your personal data. We do not share raw prompts or outputs with third parties for their independent marketing purposes.

International Transfers: If data is transferred outside the EEA/UK (e.g., to the US or other countries), we use appropriate safeguards such as Standard Contractual Clauses (SCCs), adequacy decisions, or other mechanisms approved by the European Commission or UK ICO. Details are available on request.

6. Data Retention

We keep your personal data only as long as necessary for the purposes set out in this Policy or as required by law:

• Account data: For the duration of your subscription + up to 7 years for accounting/tax purposes after cancellation.
• Usage/SEO inputs & outputs: As long as your account is active, or up to [X months/years] after inactivity, unless you request deletion earlier.
• Technical logs: Up to [e.g., 12 months] for security purposes.

When data is no longer needed, we securely delete or anonymize it.

7. Your GDPR Rights (Articles 15–22)

As a data subject, you have the following rights (subject to legal limitations):

• Right to access — Request a copy of the personal data we hold about you.
• Right to rectification — Correct inaccurate or incomplete data.
• Right to erasure (“right to be forgotten”) — Request deletion of your data.
• Right to restriction of processing.
• Right to object to processing (including for legitimate interests or direct marketing).
• Right to data portability — Receive your data in a structured, machine-readable format.
• Right to withdraw consent at any time (where consent is the basis).
• Right not to be subject to automated decision-making (including profiling) that produces legal or similarly significant effects, unless exceptions apply. We currently do not engage in such automated decisions.

To exercise any of these rights, contact us at support@rankpilotaiseo.co.uk. We will respond within one month (extendable in complex cases). You also have the right to lodge a complaint with your national supervisory authority (e.g., the Information Commissioner’s Office in the UK or your local DPA in the EU).

8. Security of Your Data

We implement appropriate technical and organisational measures (encryption, access controls, secure servers, regular audits) to protect your personal data against unauthorised access, loss, or unlawful processing (GDPR Article 32). However, no system is completely secure.

9. Cookies and Tracking Technologies

We use essential cookies for the Service to function and analytics cookies (e.g., Google Analytics or similar) to understand usage. You can manage preferences via your browser or our cookie banner. For full details, see our [Cookie Policy] (link it if you have one).

10. Children’s Privacy

The Service is not intended for individuals under 18. We do not knowingly collect personal data from children.

11. Changes to This Privacy Policy

We may update this Policy from time to time to reflect changes in our practices or legal requirements. We will notify you by email (where feasible) or by posting the updated Policy on the Service with a new effective date. We encourage you to review it periodically.

12. Contact Us

For any privacy-related questions, requests, or complaints:
Email: support@rankpilotaiseo.co.uk
Postal Address: [Your full address]