Privacy Policy

01Identity of the Data Controller

The website rankpandaseo.com is operated by RankPandas (Pvt) Ltd, a digital marketing agency providing SEO, digital marketing, advertising, creative and content services, and web development.

For privacy-related questions, requests, or complaints, you can contact us using the details above.

02Our Commitment to Protecting Personal Information

We aim to handle personal information responsibly and transparently. Our approach is based on the following principles:

• Transparency: We explain what information we collect and why we need it.
• Purpose limitation: We use personal information for legitimate business purposes described in this policy or otherwise communicated to you.
• Data minimisation: We aim to collect only the information reasonably necessary for the relevant purpose.
• Accuracy: We take reasonable steps to correct inaccurate personal information when notified.
• Security and confidentiality: We use appropriate safeguards designed to protect information against unauthorised access, loss, misuse, alteration, or disclosure.
• Retention: We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, subject to legal and business requirements.

03What Personal Information Do We Collect?

The information we collect depends on how you interact with our website and services.

3.1 Information You Provide Directly

When you contact us, request a quotation, book a strategy call, or enquire about our services, we may collect:

• First and last name.
• Email address.
• Telephone number.
• Business or company name.
• Website URL.
• Business industry and location.
• Information about your marketing objectives, budget, and service requirements.
• Details and documents you voluntarily provide through enquiry forms, emails, or other communication channels.

Please avoid submitting sensitive personal information unless it is specifically required and we have provided an appropriate way to submit it.

3.2 Information Collected Automatically

When you visit our website, certain technical and usage information may be collected automatically, depending on the technologies we use. This may include:

• Internet Protocol (IP) address.
• Browser type and version.
• Device type and operating system.
• Pages visited and links clicked.
• Date, time, and duration of visits.
• Referring website or source.
• General website interaction and performance information.
• Cookie identifiers and similar technical data.

We may use this information to understand website performance, troubleshoot technical issues, maintain security, and improve the visitor experience.

3.3 Information Relating to Client Projects

If you become a client, we may collect and process information necessary to deliver the services you request. Depending on the engagement, this may include business website information, search performance data, marketing campaign details, advertising account information, analytics reports, content, brand assets, and project communications.

Where we process personal information on behalf of a client, our responsibilities will depend on the nature of the service, our agreement, and applicable law.

04How Do We Use Your Personal Information?

RankPandas may use personal information for the following purposes:

• To respond to enquiries and requests for quotations.
• To arrange consultations and strategy calls.
• To understand your business requirements and recommend suitable services.
• To provide SEO, digital marketing, advertising, content, creative, and web development services.
• To communicate about ongoing projects, deliverables, invoices, and service updates.
• To prepare proposals, reports, and other requested business documents.
• To improve our website, services, content, and customer experience.
• To measure website performance and understand how visitors use our website, where appropriate analytics tools are enabled.
• To maintain website security, prevent fraud, and investigate misuse.
• To comply with applicable legal obligations and resolve disputes.
• To send marketing communications where permitted by law and, where required, with your consent.

We will not use your personal information for materially different purposes without providing appropriate information or obtaining consent where required by applicable law.

05Legal Grounds for Processing Personal Information

Depending on the circumstances and the laws that apply, we may process personal information on one or more of the following grounds:

• Consent: You have agreed to a particular use of your information.
• Contractual necessity: Processing is necessary to provide a service you requested or take steps before entering into a contract.
• Legitimate interests: Processing is reasonably necessary for legitimate business purposes, provided those interests do not override your applicable rights.
• Legal obligations: Processing is necessary to comply with applicable laws or lawful requests.

Where we rely on consent, you may withdraw it at any time, subject to applicable legal requirements. Withdrawal does not affect processing carried out lawfully before consent was withdrawn.

06Sharing and Disclosure of Personal Information

We do not sell personal information to third parties as part of our ordinary business practices. However, we may share information in the following circumstances where appropriate and lawful.

6.1 Service Providers

We may use third-party service providers to support our business operations, such as website hosting providers, email services, customer relationship management platforms, analytics providers, scheduling tools, cloud storage services, and project management systems.

These providers may process personal information on our behalf when necessary to perform their services. We aim to use appropriate contractual and organisational safeguards where required.

6.2 Digital Marketing and Analytics Platforms

When providing services to clients, we may access or work with platforms such as Google Analytics, Google Search Console, Google Ads, social media advertising platforms, or other marketing and analytics tools.

Information processed through these platforms depends on the tools enabled, the relevant account settings, the permissions granted, and the applicable privacy notices.

Where our own website uses analytics, advertising pixels, or similar technologies, those technologies may collect information about website visits and interactions. We will provide notices and obtain consent where required by law.

6.3 Legal Requirements and Business Protection

We may disclose information when reasonably necessary to comply with applicable laws, respond to valid legal requests, protect our rights or property, investigate suspected fraud, or protect the safety and security of our users, clients, and business.

6.4 Business Transfers

If RankPandas undergoes a merger, restructuring, acquisition, or transfer of business assets, personal information may be transferred as part of that transaction, subject to applicable law and appropriate safeguards.

07International Transfers of Personal Information

RankPandas works with businesses and service providers that may operate in different countries. As a result, personal information may be processed or stored outside Sri Lanka, including in countries where our service providers maintain their systems.

Where an international transfer is subject to legal requirements, we will take appropriate steps to ensure that the transfer complies with applicable data protection laws and that suitable safeguards are in place.

08Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including:

• Responding to enquiries and following up on potential projects.
• Delivering and managing client services.
• Maintaining business and accounting records.
• Meeting legal, regulatory, and contractual obligations.
• Resolving disputes and protecting our legitimate business interests.

Retention periods may vary depending on the type of information, the purpose of processing, and applicable legal requirements.

When personal information is no longer required, we will take reasonable steps to delete it, anonymise it, or securely dispose of it, subject to any applicable legal retention obligations.

09Cookies and Similar Technologies

Our website may use cookies and similar technologies to support website functionality, remember preferences, understand website traffic, and measure the performance of marketing activities.

A cookie is a small text file stored on your device by a website. Cookies may be temporary, lasting only for your browsing session, or persistent, remaining on your device for a specified period.

9.1 Types of Cookies

Depending on the technologies implemented on our website, cookies may include:

• Essential cookies: Help the website operate correctly and support security or essential functionality.
• Preference cookies: Remember settings or choices you make.
• Analytics cookies: Help us understand website traffic, visitor behaviour, and website performance.
• Advertising and marketing cookies: May be used to measure advertising effectiveness or support relevant advertising across websites.

We will not assume that every category of cookie is enabled on our website. The actual cookies used depend on our website configuration and the third-party tools we implement.

9.2 Managing Cookies

You can manage or disable cookies through your browser settings. Depending on your location and the technologies used, you may also be able to manage your preferences through a cookie consent banner or preference tool on our website.

Disabling certain cookies may affect website functionality.

Where consent is legally required for non-essential cookies or similar technologies, we will seek that consent before using them.

9.3 Third-Party Cookies

Third-party services integrated into our website may set their own cookies or use similar technologies. These services operate under their own privacy policies and practices.

We encourage you to review the relevant third-party privacy notices and cookie information to understand how those providers process your information.

10Data Security and Confidentiality

We take reasonable technical and organisational measures designed to protect personal information against accidental loss, unauthorised access, disclosure, alteration, and destruction.

Depending on the nature of the information and the systems involved, these measures may include access controls, appropriate account permissions, secure data handling practices, and the use of trusted service providers.

However, no website, electronic transmission, or storage system can be guaranteed to be completely secure. We therefore cannot promise absolute security.

If a personal data breach occurs, we will take appropriate steps to investigate and respond to the incident, including providing notifications where required by applicable law.

11Your Privacy Rights

Depending on your location and the laws applicable to your personal information, you may have the right to:

• Request access to personal information we hold about you.
• Request correction of inaccurate or incomplete information.
• Request deletion of personal information where legally applicable.
• Object to or request restrictions on certain processing activities.
• Withdraw consent where processing relies on consent.
• Request a copy of certain information in a portable format, where applicable.
• Opt out of marketing communications.
• Lodge a complaint with the relevant data protection authority.

These rights are subject to applicable legal conditions and exceptions. We may need to verify your identity before responding to certain requests.

To exercise your rights, contact us at team@rankpandaseo.com. We will review your request and respond within the period required by applicable law.

12Marketing Communications

We may send business-related updates, service information, or marketing communications where permitted by law.

You can opt out of promotional emails by following the unsubscribe instructions included in the message or by contacting us directly.

Even if you opt out of marketing communications, we may still contact you about active projects, contractual matters, important service changes, or other necessary administrative issues.

13Third-Party Websites and Services

Our website may contain links to third-party websites, tools, platforms, and online resources. These websites are not controlled by RankPandas, and their privacy practices may differ from ours.

We are not responsible for the privacy policies, content, or security practices of third-party websites that we do not operate.

We recommend reviewing the relevant privacy policy before submitting personal information to any third-party website or service.

14Children's Privacy

Our website and professional digital marketing services are intended for businesses, professionals, and other individuals seeking business-related services. They are not directed specifically at children.

We do not knowingly collect personal information from children in circumstances where such collection is prohibited by applicable law.

If you believe a child has provided personal information to us inappropriately, please contact us at team@rankpandaseo.com so that we can review the matter and take appropriate action.

15Privacy Responsibilities When Providing Client Services

As a digital marketing and web development agency, RankPandas may access information within client-owned websites, analytics platforms, advertising accounts, and other digital systems when authorised to do so.

When handling such information, we aim to:

• Use access only for the agreed business purpose.
• Limit access to authorised personnel who need it for their work.
• Handle client information in accordance with applicable agreements and legal obligations.
• Avoid disclosing client information to unauthorised parties.
• Follow reasonable security and confidentiality practices.

Clients remain responsible for ensuring that they have the necessary rights, permissions, and legal grounds to share personal information with us for their projects.

The specific responsibilities of RankPandas and each client may be further defined in the relevant service agreement or data processing agreement.

16Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business operations, website functionality, service providers, legal requirements, or data protection practices.

When changes are made, we will update the effective date displayed at the beginning of this page. Where required by applicable law, we will provide additional notice or obtain consent for material changes.

We encourage you to review this page periodically to stay informed about how we handle personal information.

17Contact Us

If you have questions about this Privacy Policy, want to understand how we process your personal information, or wish to exercise your privacy rights, please contact us.

We will review privacy-related enquiries and respond in accordance with applicable legal requirements.