Privacy Policy

1.Scope and our role

This policy covers rankeesllc.com, Rankees-operated pages linked to this policy, inquiries, demonstrations and information we handle for our own business operations.

When a client engages us to manage its marketing, website, customer communications or AI Assistant, we may process that client's customer or lead information on its instructions. The client's privacy notice and our service/data-processing agreement govern that relationship. A person contacting a client through an AI Assistant should direct requests about that client's records to the client; we will assist within our role.

This policy explains data handling. It is not payment authorization or automatic consent to marketing, call recording or optional tracking.

2.Information we handle

Depending on your interaction, we handle:

• Contact and business information you provide, such as name, business name, website, work email, telephone number, role and inquiry details.
• Project information, materials, instructions, approvals and authorised access to accounts needed to perform the agreed services.
• Contract and billing records, such as the chosen plan, signed agreement, invoices, transaction status and usage records. Where card payments are used, the payment provider handles card collection; do not send card numbers or security codes through our inquiry forms or email.
• Technical information used to operate and protect the website, such as IP address, browser/device information, request logs and security events.
• Optional website Analytics information, such as pages viewed, referral source and aggregate interaction events, when the relevant tracking is enabled with your choice.
• For a deployed AI Assistant or communications service, caller contact details, call timing/duration, information supplied during a call, qualification answers and booking or routing outcomes. Audio recordings and transcripts are handled only where that feature is enabled and the required notices and permissions have been provided.
• Relevant business contact information from referrals or lawful public/business sources when we conduct business development.

Please do not submit payment credentials, government identification documents, medical details or other sensitive personal information through a general website inquiry or demo request. A sensitive-data use case requires a specifically agreed and suitable arrangement.

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3.Why we use information

We use information to respond to inquiries, arrange demonstrations, prepare proposals, deliver the agreed scope, manage accounts, process authorised payments, calculate usage charges, support clients and maintain records.

We also use it to protect our services, investigate faults or billing questions, improve the website and service quality, measure website performance according to your preferences, meet legal obligations and handle disputes.

Where direct marketing is permitted, we may contact relevant business contacts about Rankees services. You can ask us to stop. Responding to a request or sending an invoice is separate from promotional marketing.

Where applicable law requires a lawful basis, we rely on the relevant basis: taking requested steps before a contract or performing it; legitimate business interests balanced against individual rights; compliance with legal obligations; or consent where required. You may withdraw consent for the processing that depends on it.

4.Providers and disclosures

We share information only as needed for the relevant purpose with authorised team members, contractors and service providers supporting hosting/security, business email, scheduling, project delivery, electronic signatures, payment processing, analytics and deployed AI/telephony services.

Current website/business tools include Cloudflare, Google Workspace, Google Analytics and Calendly. We use DocuSign or PandaDoc to prepare, execute and retain client agreements. Advertising or ecommerce delivery may involve client-authorised Meta, Google or Shopify accounts. The applicable voice/AI and payment providers are identified in the relevant service arrangements.

These providers may process information under their own terms as well as their service agreements with us. We limit access according to the task and use appropriate contractual safeguards where required.

We may disclose information to comply with law or legal process, protect rights and safety, investigate fraud, or as part of a legitimate business transfer subject to appropriate safeguards.

We do not sell customer contact lists. We do not share customer call content, inquiry details or recording-consent records with unrelated businesses for their own marketing. Any future advertising-data use that requires additional disclosure or an opt-out will be disclosed before it is introduced.

5.Cookies and website measurement

Cookies and similar storage are used only for essential website functions and security, such as keeping the site working and protecting it from abuse.

We do not currently run any website analytics or measurement script. No analytics cookies are set and no measurement identifiers are collected when you browse this site. If we add aggregate analytics later, we will update this policy first and describe exactly what it collects.

We do not send your form entries, demo request details, phone number or any other personal information you give us to an analytics or advertising service.

Your browser settings can restrict or clear cookies and site storage. Essential website functions remain available.

6.AI communications and recordings

Where an AI Assistant is enabled, information supplied in a conversation may be processed by the configured voice/AI providers to answer, qualify, route or book the request and deliver the client's service.

If recording or transcription is enabled, the caller must receive the required disclosure and any legally required consent must be obtained before that processing begins. The deployment must specify who handles the records and how long they are retained. Call duration and usage records may be used to calculate agreed service charges.

Do not assume AI output is a human professional's advice. AI can make mistakes. Request human help for decisions requiring professional judgment or for information that should not be supplied to the assistant.

7.Case studies and public evidence

We publish client names, logos and performance information only where permission or another appropriate lawful basis allows it.

Public evidence is limited to necessary business-level facts and aggregated results. Before publishing an order or dashboard example, we remove customer contact information, delivery/payment details and unnecessary identifiers. Raw order lists and customer-level source files are not public case-study downloads.

Permission to identify a business does not automatically permit publication of its customers' information.

8.Retention and deletion

We retain information only for as long as needed for its purpose, taking into account the project, support needs, legal recordkeeping, billing questions and genuine disputes.

Unsuccessful inquiry records are retained according to ongoing business relevance and any legal requirements. Contract and financial records may need longer retention. Client lead, call and project data follows the agreed retention/deletion arrangement. Analytics retention follows the selected GA4 settings.

We restrict access to retained records and delete or anonymise information when it is no longer needed, subject to legal obligations and normal backup deletion cycles. We can explain the criteria and applicable service-specific periods on request.

9.Security and international processing

We use reasonable measures appropriate to the information and service, including limiting access, using authorised account access and protecting project records. No system can guarantee absolute security.

Rankees team members and providers may process information in countries other than your own. Where required, we use appropriate transfer arrangements and safeguards. We do not promise that all information is stored in one country.

10.Your choices and rights

Depending on the law that applies, you may request access, correction, deletion, restriction or portability of your information, object to certain processing, withdraw consent, opt out of relevant marketing or make a complaint to a privacy regulator.

Email hello@rankeesllc.com. We may need proportionate identity verification and will respond within the period required by applicable law. Certain requests are subject to legal exceptions, including necessary accounting and dispute records.

If your information belongs to a client-controlled system, contact that client first; we can help the client respond within our role. We will not penalise you for exercising applicable privacy rights.

11.Children

Rankees' website and business services are intended for adult business users. We do not knowingly solicit children's information through our own website. Contact us if you believe a child has supplied information that should be removed.

12.Changes and contact

We will update this policy when relevant practices change and show the revised date. Where required, we will provide additional notice or seek consent for a new use.

Privacy contact: hello@rankeesllc.com

Website: https://rankeesllc.com