Privacy Policy
This Privacy Policy explains how RanklyBee collects, uses, shares, and protects information when you use our website, application, and related services.
Last updated: October 14, 2026
Scope and Definitions
In this Policy, RanklyBee, we, us, and our refer to the RanklyBee service and its operator, Big Whale Ltd, a company registered in the United Kingdom. The Service means the RanklyBee website, web application, browser extension, API, and MCP server. Personal information means information that identifies, relates to, or can reasonably be linked to an individual. Project Data means the information a user or organization adds to a RanklyBee Project or that RanklyBee gathers for it, including website, SEO, content, AI visibility, featured backlink source, backlink, submission, contact, community mention, and integration data. Big Whale Ltd decides how account, billing, and usage information is handled. If you use RanklyBee for an organization, that organization may decide why Project Data is processed. RanklyBee processes that data to provide the Service, while the organization remains responsible for its own notices, permissions, and lawful instructions where applicable.
Information We Collect
We collect information you provide, including your name, email address, password or verification information, profile details, Project membership, support messages, and preferences. If you sign in with Google, we receive the name, email address, and profile picture attached to that Google account. We also collect technical and usage information such as IP address, browser and device characteristics, session and authentication events, timestamps, request identifiers, pages or features used, and error or security records. If you make a purchase, we receive payment, subscription, invoice, and transaction status information from the payment provider; we do not need to store your full payment card number to provide the Service.
Project and Connected-Service Data
When you use RanklyBee, you may provide website URLs and verification records, Site Profile details, keywords, content briefs and drafts, writing preferences, uploaded and generated images, approvals, publication records, the brand, competitor, and question lists used for AI visibility tracking, featured backlink source records, backlink records, the submission profile used to fill in listing forms, prospect and contact details, suppression preferences, and API activity. If you connect a service, we process the information and permissions required by that connection. Google Search Console data may include search performance, page indexing, query, and URL information. Gmail connections may provide sender details, message and thread identifiers, headers, snippets, and limited plain-text message content needed for inbox synchronization, reply classification, unsubscribe handling, or an approved reply workflow. If you connect another mailbox over SMTP and IMAP, we store the server settings and the password or app password you enter, and we read and send messages in that mailbox for the same purposes. Mailbox, CMS, webhook, and other integration credentials are stored in encrypted form.
Google User Data
RanklyBee’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We use Google user data only to provide and improve the features you see in RanklyBee: signing you in, showing Search Console reporting and recommendations, and running the Gmail outreach workflow you set up. We do not sell it, use it for advertising, or use it to develop or train generalized AI or machine-learning models. Our staff do not read it unless you ask us to for support, it is needed for security or to comply with law, or it has been aggregated and anonymized. You can remove RanklyBee’s access at any time from the integration settings or from your Google account.
Information From Public Sources
Some features gather information that is already public. Website analysis, backlink and prospect research, and AI visibility tracking read public web pages, search results, and answers returned by AI search tools. Prospect research may collect business contact details, such as a name, role, and work email address, from public pages and contact data providers. The Leads feature looks for public posts and comments on community and social platforms that match the topics a Project sets. For each match we store the text, its link, the time it was posted, and the author’s public handle and profile link, then score it and may draft a suggested reply. We collect this through the platforms’ public interfaces and data providers, and we do not post on anyone’s behalf. If your public post or contact details appear in RanklyBee and you want them removed or want outreach to stop, contact support@ranklybee.com.
Browser Extension
The RanklyBee browser extension helps you complete backlink submissions on third-party sites. It reads your RanklyBee session cookie to confirm you are signed in, and loads your Projects, eligible sources, and submission profile from RanklyBee. The extension asks for permission for a source site only when you start a submission for it, and runs on that page only after you start. It fills form fields with the submission profile details you confirmed, waits for you to review and confirm the page, and reports the submission status and result back to RanklyBee. It does not collect your browsing history and does not act on sites you have not started a submission for. Information you submit to a third-party site is handled under that site’s own policies.
MCP and API Access
You can connect an AI assistant or other client to RanklyBee through our MCP server, or create API tokens for your own tools. Before an MCP client is connected, you choose which permissions it receives, such as reading or changing site, article, backlink, lead, or submission data. Through that connection the client can read and change Project Data within the permissions you granted. Data retrieved by a connected client leaves RanklyBee and is handled under that client provider’s terms and privacy policy, which we do not control. We record API and MCP requests for security, usage limits, and troubleshooting. You can revoke API tokens in the application, and you can contact us to end an MCP client’s access.
How We Use Information
We use information to create and secure accounts; provide Project collaboration and access controls; analyze websites and SEO opportunities; generate and manage content drafts and images; track how AI search tools describe a brand; support featured backlink discovery, backlink submissions and tracking, and outreach; find and score community mentions and draft replies; connect to services and clients you authorize; process purchases and usage; send transactional messages; provide support; monitor reliability; prevent fraud, abuse, and unauthorized access; and comply with legal obligations. Depending on applicable law, our legal bases may include performing a contract with you, your consent, our legitimate interests in operating and securing the Service, and compliance with legal obligations.
AI and Automated Processing
Some features use AI or rule-based automation to analyze supplied or publicly available website information, suggest Site Profile fields, create content, images, outreach drafts, and reply drafts, classify replies, score prospects and community mentions, identify SEO opportunities, measure how AI search tools mention a brand, and organize workflow tasks. To provide these features, relevant input may be sent to the configured AI, search, SEO, social data, contact, or verification provider. For AI visibility tracking, the questions in a Project are sent to AI search tools and the answers are stored and analyzed. AI-generated text, images, classifications, scores, traffic estimates, and recommendations may be incomplete, inaccurate, or out of date. They are not legal, financial, medical, or other professional advice, and should be reviewed by a person before publication, sending, or reliance. RanklyBee does not make decisions about a person’s eligibility for credit, employment, housing, insurance, or other similarly significant services.
Information Sharing and Service Providers
We do not sell personal information for money. We disclose information only as reasonably necessary to provide the Service, including to infrastructure and storage providers, authentication and email providers, payment processors such as Stripe, Google services you connect, mailbox providers you connect, AI model providers, search, SEO, and social data providers, contact discovery and verification providers, CMS or webhook destinations you configure, AI assistants and other clients you authorize through MCP or the API, third-party sites you submit to with the browser extension, analytics providers when enabled, professional advisers, and authorities when required by law or needed to protect rights and safety. Providers may process information under their own terms and privacy policies. We do not control a connected service or client after you authorize it, and you should review its permissions and policies before connecting it. If applicable law treats certain analytics disclosures as sharing, contact us to ask about your available choices.
International Transfers
RanklyBee and our service providers may process information in countries other than the country where you live, including outside the United Kingdom and the European Economic Area. Where applicable law requires safeguards for an international transfer, we use an available lawful transfer mechanism or other appropriate protection. The location and safeguards of a particular provider may depend on the services and configuration you choose.
Data Retention and Deletion
We retain information for as long as needed to provide the Service, maintain Project history, support security and abuse prevention, resolve disputes, complete accounting and payment records, and meet legal obligations. Retention periods vary by data type and purpose rather than following one universal deadline. The text of community posts collected for the Leads feature is redacted 90 days after a post was last seen, or 90 days after the lead is closed if your team worked on it. You can delete your account through the available account controls or contact us. Account deletion disables access and starts the applicable deletion workflow, but it may not immediately remove Project Data that belongs to other members, records needed for billing or legal compliance, security logs, backups, or information that must be retained. Removing a connection stops future access through that connection; it does not automatically erase information already imported into a Project.
Security
We use reasonable technical and organizational measures designed to protect information, including access controls, tenant-scoped data handling, encrypted integration credentials, rate limits, audit records, and protections against common unauthorized requests. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. Please use strong credentials, limit Project permissions, and notify us promptly if you suspect unauthorized access.
Cookies and Similar Technologies
We use necessary cookies and similar browser storage to maintain authentication, remember preferences, support security, and operate the application. The browser extension reads the RanklyBee session cookie to sign you in and keeps its own settings in extension storage. If configured for a deployment, we may also use Google Analytics or similar analytics tools to measure page views, feature use, and performance. These tools may receive device, browser, page, and usage information according to their own policies. You can control cookies through browser settings, but disabling necessary cookies may prevent sign-in or other features from working.
Your Rights and Choices
Depending on where you live and subject to legal exceptions, you may request access to, correction of, deletion of, or a copy of your personal information, or ask us to restrict or stop certain processing. You may object to processing based on our legitimate interests and withdraw consent where processing is based on consent. These rights also apply if you are not a RanklyBee user but your contact details or public posts appear in a Project. California residents may have additional rights to know, delete, correct, limit certain sensitive-information uses, and opt out of sale or sharing where the applicable law applies; RanklyBee does not sell personal information for money. Send a request to support@ranklybee.com with enough information for us to verify your identity and understand the request. We may ask for reasonable verification and will respond within the period required by applicable law. You may also have the right to complain to your local data-protection authority; in the United Kingdom this is the Information Commissioner’s Office (ico.org.uk).
Children’s Privacy
The Service is intended for businesses and adults and is not directed to children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided information to us, contact support@ranklybee.com so we can review and take appropriate action.
Contact Us and Policy Changes
For privacy questions, rights requests, or concerns about how information is handled, contact support@ranklybee.com. We may update this Policy when the Service, our practices, or applicable requirements change. We will post the revised version with a new Last updated date and provide any additional notice required by law.