RankPilotAI – Privacy Policy

Last updated: 17 June 2025

1. Introduction

This Privacy Policy explains how RankPilotAI (“we,” “our,” “us”) collects, uses, shares, and protects your personal information when you visit rankpilotai.com, install our WordPress plugins, or use any related dashboards, APIs, or services (collectively, the “Services”). By accessing or using the Services, you acknowledge that you have read and understood this Policy.

2. Data Controller

The Services are currently operated as a sole proprietorship pending formal company incorporation.
Upon incorporation (e.g., a Delaware LLC), all privacy obligations and rights will transfer to the successor entity. You may contact the Data Controller at [email protected].

3. Information We Collect

Category Examples Purpose
Account Data Name, email, password, WordPress site URL(s) Create and manage your RankPilotAI account
Payment Data Last 4 digits of card, expiration date, billing country
(handled by Stripe; we do not store full card numbers)		 Process subscription fees and token purchases
Usage & Log Data IP address, browser type, device info, plugin telemetry, token consumption, API request metadata Provide, secure, and improve the Services; enforce fair-use limits
Customer Content Text prompts, images, and other data you send to our API or plugins Generate AI outputs (snippets, alt text, etc.)
Support Data Chat or email correspondence, bug reports, attachments Resolve issues and improve customer service
Cookies & Similar Tech Session cookies, analytics cookies, Stripe checkout cookies Remember preferences, maintain sessions, analyse traffic, process payments

4. How We Use Your Information

  • Provide, operate, and maintain the Services
  • Process transactions and manage subscriptions
  • Monitor token usage and prevent abuse
  • Respond to inquiries and provide support
  • Send administrative messages (e.g., billing notices, policy updates)
  • Improve and personalise the Services, including analytics and research
  • Comply with legal obligations and enforce our Terms & Conditions

5. Legal Bases (GDPR-style)

  • Contractual Necessity – to deliver the Services you request
  • Legitimate Interests – to secure and improve our platform
  • Consent – for optional cookies or marketing emails (you may withdraw consent at any time)
  • Legal Obligation – to meet accounting or regulatory requirements

6. Sharing & Disclosure

We do not sell your personal data. We share it only with:

  • Service Providers
    • Stripe – payment processing
    • OpenAI – AI text & vision model APIs (prompts and images are transmitted for processing)
    • Hosting & cloud infrastructure partners (e.g., servers, CDN)
    • Analytics tools (aggregated/anon. statistics only)
  • Legal & Compliance – where required by law or to protect rights, property, or safety
  • Successor Entities – in connection with a merger, acquisition, or asset sale

7. International Transfers

Your data may be processed in countries outside your own. We rely on standard contractual clauses, service-provider certifications, or other appropriate safeguards to protect personal data transferred internationally.

8. Data Retention

We keep personal data only as long as necessary to fulfil the purposes described above, comply with legal obligations, resolve disputes, and enforce agreements. Usage logs are typically retained for up to 12 months.

9. Security

We employ administrative, technical, and physical safeguards—such as encryption in transit, least-privilege access controls, and regular security audit to protect your data. No internet transmission or storage system is 100 % secure; you use the Services at your own risk.

10. Your Rights

You may have the right to:

  • Access, correct, or delete your personal data
  • Object to or restrict processing
  • Export data in a structured, machine-readable format
  • Withdraw consent at any time (without affecting prior lawful processing)
  • Lodge a complaint with a supervisory authority

To exercise these rights, email [email protected]. We may ask for verification before responding.

11. Cookies

We use four categories of cookies:

  • Essential – required for core site functionality (cannot be disabled)
  • Analytics – help us understand site usage
  • Functional – remember preferences and enhance user experience
  • Marketing – personalise content and measure campaign effectiveness

You can manage non-essential cookies via our cookie banner or your browser settings. Disabling cookies may affect certain features.

12. Children’s Privacy

The Services are not directed to children under 18. We do not knowingly collect personal data from minors. If you believe a minor has provided data, please contact us for deletion.

13. Changes to This Policy

We may update this Privacy Policy to reflect legal, technical, or business changes. We will post the revised Policy and notify registered users at least 14 days before changes take effect. Continued use of the Services after that date constitutes acceptance.

14. Contact

Email: [email protected]

By using the Services you acknowledge that you have read and understood this Privacy Policy.