Privacy Policy

Ranking Copilot Ltd (Ranking Copilot, RCP, we, us, and our), a legal entity incorporated in accordance with the laws of United Kingdom, identification code 15832567 with its registered office at 71-75 Shelton Street Covent Garden, London, WC2H 9JQ, will be the controller of your personal information.

Ranking Copilot takes data protection very seriously and we are committed to protecting your personal information.

This Privacy Policy explains what personal information is collected when you use the website located at: https://www.rankingcopilot.com (the "Website"), the application (the "App") and the services provided through them, how such personal data will be processed.

We do not collect special category (also known as sensitive) personal information through the Website or App.

By using the Website and the App, you promise us that:

you have read, understand and agree to this privacy policy, and
you are over 18 years old.

If you do not agree, or are unable to make this promise, you must not use the Website. In such case, you must:

contact us and request deletion of your data; and
leave the Website and not access or use it.

In these terms and conditions, Ranking Copilot guarantees to implement appropriate technical and organisational measures to meet the requirements of Article 28. of the EU GDPR 2016/679 and ensure the protection of the rights of all data subjects.

Personal information we collect

The personal information that we typically collect in the course of our research and other business activities comprises:

First name;
Last name;
Email and postal addresses;
Telephone numbers;
Location Information, such as your city, state or province, and country;
The name of Your company or entity that You register on behalf of (i.e Your Organization);
Any other Personal Information that we require in order to provide the Member Services to You.

The nature and purpose of the data collection, processing and use comply with the requirements of these terms and conditions and your firm’s specific instructions resulting from these requirements.

We collect the following categories of personal information:

1. Personal information directly provided by you:

1.1. Identifiers. When you create an account with us, we collect information associated with your account, including your name, the name of your firm, contact information, account credentials, payment card information, and transaction history. You provide us with this information when you use the Service or contact us by any other means.

2. Personal information that is automatically collected when you use the Services. We may automatically collect and generate information from and about you when you interact with us or the Website and the App, which may include the following categories of personal information:

2.1. Online Activity Information. This includes your IP address, browser type and settings, the date and time of your access, and how you interact with our services. We also track the web pages you visit immediately before and after our service, as well as any search terms you entered on the Website and the App.

2.2. Usage Data. We collect information about the features you use, the settings you choose, the actions you take within the services, and the time, frequency, and duration of your activities.

2.3. Cookies and Similar Technologies. We use cookies, web beacons, and similar technologies to collect information about your interactions with our services. This may include tracking your activities over time and across different websites. This information is used to remember your preferences, personalise your experience, and target advertisements.

A cookie is a small piece of data (text file) that a website – when visited by a user – asks your browser to store on your device in order to remember information about you, such as your language preference or login information. Those cookies are set by us and called first-party cookies. We also use third-party cookies – which are cookies from a domain different than the domain of the website you are visiting – for our advertising and marketing efforts. More specifically, we use cookies and other tracking technologies for the following purposes:

1. Strictly necessary cookies

These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information.

2. Functional cookies

These cookies enable the website to provide enhanced functionality and personalisation. They may be set by us or by third party providers whose services we have added to our pages. If you do not allow these cookies then some or all of these services may not function properly.

3. Performance cookies

These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.

4. Targeting cookies

These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites. They do not store directly personal information but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will experience less targeted advertising.

IP addresses from which visitors appear to originate will be recorded for IT security and system diagnostic purposes. This information will also typically be used in aggregate form to conduct website trend and performance analysis.

We understand the importance of protecting children's privacy and we never knowingly collect personal information about individuals under the age of 18. We adhere to laws regarding marketing to children.

We collectively refer to collecting, using, protecting, sharing, storing and destroying personal information as processing.

We process the following categories of personal information:

that you directly provide to us: For example, we may collect personal information when you contact us, fill out a contact form on our website, or otherwise communicate with us. That is automatically collected when you use the Website or App (the "Services").

Using personal information

When personal information is provided to us, we may use it for any of the purposes described below, or as stated at the point we collect it from you (or as may be obvious to you from the context of collection), including to:

Provide and maintain our services;
Improve and develop our services and new features and conduct research;
Communicate with you, including to send you information or marketing about our services;
Prevent fraud, criminal activity, or misuses of our services, and to protect the security of our systems and Services; and
Comply with legal obligations and to protect the rights, privacy, safety, or property of our users, us, our affiliates, or any third party.

Aggregated or De-Identified Information. We aggregate or de-identify Personal Data so that it can no longer be used to identify you and use this information to analyze the effectiveness of our Services, to improve and add features to our services, to conduct research and for other similar purposes. In addition, from time to time, we may share or publish aggregated information like general user statistics with third parties. We collect this information through the services, through cookies, and through other means described in this Privacy Policy. We will maintain and use de-identified information in anonymous or de-identified form and we will not attempt to re-identify the information, unless required by law.

We do not collect personal information for sale to third parties.

We rely on one or more of the following processing conditions:

Perform our contractual obligations; and/or;
Satisfy any legal and regulatory obligations to which we are subject; and/or;
Satisfy our legitimate interests in the effective delivery of information and services and in the effective and lawful operation of our businesses; and/or;
When we have consent to process personal information.

We will not use your personal information for automated decision making or profiling.

Security and confidentiality of personal information

We have implemented generally accepted standards of technology and operational security to protect personally identifiable information from loss, misuse, alteration or destruction.

Only authorised persons are provided access to personally identifiable information we have collected, and such individuals have agreed to maintain the confidentiality of this information.

We seek at all times to meet the principles of data protection by design and data protection by default. To that end, we undertake the following measures:

To minimise the amount of processing of personal data required – we have developed processes which are designed to:

1.1. add administrative safeguards to minimise the amount of manual intervention required to process the data;

1.2. reduce to the bare minimum the number of software applications required to handle the data.

The data is stored for as short a time as possible on secure servers. We use logically separated databases, multiple servers and comprehensive backups to ensure we minimise the risk of data leaks or loss;
We use carefully selected email research software suppliers with the highest available levels of data protection and security guarantees, and international reputations for data handling with guarantees regarding safeguarding of data privacy attached to the service they provide.

Confidentiality:

We will require all employees to maintain personal and third-party data confidentiality throughout their employment.
We are obliged to keep confidential all personal data supplied by your law firm.
We are bound by all data protection legislation, including but not limited to the UK Data Protection Act 2018, the EU GDPR 2016/679 and the US Privacy Act of 1974.
Information covered by the duty of confidentiality comprises in particular all information in relation to clients and/or other business partners of your firm, including but not limited to trade and business secrets of these clients and/or other business partners as well as all business processes relating to them, including the information regarding the existence of such processes. The fact that your firm and/or a specific lawyer has been instructed in a certain matter by a client is also covered by the duty of confidentiality.
Moreover, any business and trade secrets of your law firm, internal office information as well as information about the personal, financial or tax situation of your law firm, its partners or the employees of your law firm that become known to us when carrying out its research shall also be subject to the same duty of confidentiality.
We undertake to obtain secrets of third parties and law firms only to the extent that this is necessary for providing the services.
We will grant access to information to its employees only to the extent that this is necessary for providing the services.

Sharing personal information

We use third parties to enable, perform or improve a range of our business processes. These may require us to share your data with third parties and/or they may share your data with us. These third parties may include (but are not limited to):

Third parties that enable us to understand, develop, improve and market our products and services;
Third parties that enable us to carry our regulatory checks – for example sanctions screening;
Third parties that work with us to help us fulfil on and service your products and services;
Third parties that support the running of our business processes;
Third parties that provide reporting, banking or tax management services and enable us to manage our business financials and performance;
Other third parties, bodies or institutions where we are required by regulation, law, industry practices or to detect/prevent fraud, crime, terrorist activity or business risks e.g. regulators, law enforcement bodies and crime prevention bodies.

We may share or disclose personal information we collect to third parties (other organisations or individuals) for:

The purpose(s) for which the personal information has been submitted to us;
The purposes listed above under the Using personal information section.

We also may share or disclose personal data to third parties who process personal information on our behalf and in accordance with our instructions ("data processors"). These include:

Technical support providers;
Professional support providers.

We have contracts in place with our data processors. This means that they cannot do anything with personal information unless we have instructed them to do it. They will not share personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

These third-party providers may use their own third-party subcontractors that have access to personal data (sub-processors). It is our policy to use only third-party providers that are bound to maintain appropriate levels of security and confidentiality, to process personal information only as instructed by us, and to flow those same obligations down to their sub-processors.

We may also disclose personal information to third parties under the following circumstances:

When explicitly requested by you;
When required to provide Services requested by you;
If we are subject to a corporate sale, merger or acquisition, we will ensure personal information is only ever used for the same purpose(s) for which it was originally collected by any acquirer.

In these circumstances, we endeavour to make reasonable efforts to notify you before we disclose information that may reasonably identify you or your organisation unless prior notice is prohibited by applicable law or is not possible or reasonable in the circumstances.

Retention of personal information

We do not use or store your personal information for longer than necessary in order to provide our Service or for other legitimate business purposes such as resolving disputes, safety and security reasons, or complying with our legal obligations. We consider the following to determine retention periods:

Guidance from the UK Information Commissioner and other regulatory agencies, as well as industry best practice recommendations.
The use(s) of the personal data;
Our purpose for processing the data (such as whether we need to retain the data to provide our Services);
The business rationale for collection and expiry of the purpose for which personal data was collected;
Our ongoing ability to ensure the accuracy of the data; and
Legal and regulatory requirements.

We may occasionally need to keep personal data for either shorter or longer periods than specified in our retention policy. In such circumstances, application of the retention period to the data will be temporarily suspended. The suspension of any retention period will be carried out in a manner that respects the rights and interests of all persons concerned.

Rights in relation to your information

You may demand at any time that personal information be rectified, erased, blocked or surrendered. Instructions to do so must be provided in text form (e.g. by email) to Ranking Copilot, and we must acknowledge and confirm such instructions without undue delay in text form.

You may set us a reasonable time limit for implementing any such instructions.

In particular, you have the right to:

Ask for a copy of personal information we hold about you: You have the right to ask us for copies of your personal information. There are some exemptions, which means you may not always receive all the information we process;
Ask that we erase (delete) personal information that we hold about you.

"Erased" in the context of these terms and conditions means the permanent removal of personal data from our databases. Please note that this is not an absolute right and only applies in certain circumstances. This means that we must delete your personal information only in the following circumstances:

2.1. We no longer need your data for the original reason we collected or used it for; or

2.2. You initially consented to us using your data, but have now withdrawn your consent; or

2.3. We are relying on legitimate interests as our basis for processing and we have no overriding legitimate interest to continue this processing;

2.4. You object to the use of your data for direct marketing purposes; or

2.5. We have collected or used your data unlawfully; or

2.6. We have a legal obligation to erase your data.

Ask that we restrict the way in which we use your personal information;
Object to our processing of your personal information;
Withdraw your consent to our processing of your personal information (to the extent such processing is based on consent and consent is the only permissible basis for processing);
Designate to us in text form one or more persons who are authorised to give instructions and may determine that we are not authorised to accept instructions from any persons other than the persons authorised to give instructions;
Not be denied goods or services for exercising your rights under applicable law;

If you are based in the EEA, you have the following rights in addition to the above:

The right to lodge a complaint with supervisory authority. We would love you to contact us directly, so we could address your concerns. Nevertheless, you have the right to lodge a complaint with a competent data protection supervisory authority, in particular in the EU Member State where you reside, work or where the alleged infringement has taken place.
The right to data portability. If you wish to receive your personal data in a machine-readable format, you can send a respective request to us as described below.

Third-party websites and services

Our website may link to third-party sites not controlled by us and which do not operate under our privacy practices. When you link to third-party sites, our privacy practices no longer apply. We encourage you to review each third-party site's Privacy Policy before disclosing any personally identifiable information.

Consistent with applicable law, we may engage third parties that support the operation of our website, such as analytics providers. These third parties do not track your online activities over time and across different websites and applications.

Updates of the Privacy Policy

We may update this Privacy Policy at any time by publishing an updated version here. Therefore, we encourage you to review this periodically.

International users

By using our services governed by this Privacy Policy, you understand and acknowledge that your Personal Information will be transferred from your location to our facilities and servers in the EU.

Contacts

If you have any questions or complaints about the way your personal information is processed by us, or would like to exercise one of your rights set out above, please contact us by one of the following means:

Email: [email protected]