Privacy Policy

Last updated: 9 March 2026

This policy explains how Groundwork Intelligence collects, uses, and protects your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

01 Who We Are

Groundwork Intelligence ("we", "us", "our") develops AI tools for facilities management helpdesks that require human oversight on all decisions. We are the data controller for personal data collected through this website, product overview requests, and our AI tools testing. If you have any questions about how we handle your data, please contact us at scott.norrington@groundworkintelligence.co.uk.

02 What Data We Collect

We collect the following categories of personal data:

Contact information: When you request a product overview call or submit our contact form, we collect your name, email address, phone number, company name, and role.
Business information: Information about your facilities management operations, helpdesk processes, service request volumes, and current systems to assess fit for our AI tools with human oversight.
Usage data: We automatically collect information about how you interact with our website, including your IP address, browser type, pages visited, and time spent on pages.
Testing and service data: During testing or if you use our AI tools, we may process sample service request data to demonstrate functionality and improve our AI tools, always with appropriate anonymisation and security measures.

03 How We Use Your Data

We use the personal data we collect for the following purposes:

To respond to demo requests and enquiries
To schedule and conduct product demonstrations
To provide customer support and service implementation
To develop and improve our AI helpdesk automation tools
To monitor and improve our website and services
To analyse website usage and performance
To understand the effectiveness of our AI tools through demo and service feedback

We do not use your personal data for unsolicited marketing, and we do not sell your data to third parties.

04 Legal Basis for Processing

Under UK GDPR, we must have a valid legal basis for processing your personal data. We rely on the following:

Legitimate interests — for responding to demo requests and communicating with prospective clients. We have assessed that our legitimate interest in following up on business enquiries does not override your rights and freedoms.
Consent — for demo participation, service trials, and any non-essential tracking technologies. You may withdraw consent at any time.
Contract — where we need to process data to provide our AI tools or testing services.
Legal obligation — where we are required to process data to comply with applicable law.

05 Data Processing for AI Development

As part of our AI tool development and testing program:

Service request data: We may process anonymised service request examples to train and improve our AI categorisation and automation tools. All personal identifiers and sensitive business information are removed before processing.
Performance analytics: We analyse how well our AI tools perform at categorising requests and suggesting responses, using aggregated and anonymised data only.
Testing feedback: We collect feedback from testing participants about the accuracy and usefulness of our AI tools to guide improvements.

All AI training data is carefully anonymised and stored securely. We never use client-specific data for general AI model training without explicit consent and appropriate privacy protections.

06 Data Sharing

We do not sell, rent, or trade your personal data. We share data only in the following limited circumstances:

Form processing services: Contact form submissions are processed via Formspree, a US-based form handling service, with appropriate data processing agreements in place.
AI service providers: We may use trusted third-party AI services to power our tools, always with appropriate data processing agreements and privacy safeguards in place.
Analytics providers: Anonymised website usage data may be shared with analytics services to help improve our website.
Legal requirements: We may disclose your data if required to do so by law or in response to valid requests from public authorities.

Where Groundwork Intelligence processes personal data as part of delivering AI services to business clients, that data is handled under a separate data processing agreement and is never used for our own marketing purposes.

07 International Data Transfers

Some of our third-party service providers (form processing via Formspree, AI platforms, analytics services) may be based outside the UK. Where data is transferred internationally, we ensure appropriate safeguards are in place, such as the UK's International Data Transfer Agreement (IDTA) or adequacy decisions, in line with UK GDPR requirements.

08 How Long We Keep Your Data

We retain personal data only for as long as necessary for the purposes set out in this policy:

Contact enquiries: Retained for up to 2 years from the date of last contact, after which data is securely deleted unless a business relationship has been established.
Testing program data: Retained for the duration of the testing period plus 1 year for analysis, after which personal identifiers are permanently deleted.
AI training data: Anonymised data used for AI training may be retained indefinitely as it cannot be linked back to individuals.
Analytics data: Retained in accordance with our analytics providers' default retention settings.

09 Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

Right of Access: Request a copy of the personal data we hold about you.
Right to Rectification: Ask us to correct inaccurate or incomplete data.
Right to Erasure: Request deletion of your personal data in certain circumstances.
Right to Restrict Processing: Ask us to limit how we use your data in certain circumstances.
Right to Data Portability: Receive your data in a structured, machine-readable format.
Right to Object: Object to processing based on legitimate interests.
Right to Withdraw Consent: Withdraw consent at any time where processing is consent-based.

To exercise any of these rights, please contact us at scott.norrington@groundworkintelligence.co.uk. We will respond within one calendar month.

10 Security of Your Data

We take appropriate technical and organisational measures to protect your personal data against unauthorised access, accidental loss, or destruction. This includes:

Encryption of data in transit and at rest
Access controls and regular security audits
Secure data anonymisation processes for AI training
Regular staff training on data protection

However, no method of transmission over the internet is completely secure, and we cannot guarantee absolute security.

11 Your Right to Complain

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the UK's supervisory authority:

Information Commissioner's Office (ICO)
Website: ico.org.uk
Helpline: 0303 123 1113

We would, however, appreciate the opportunity to address your concerns before you contact the ICO, so please reach out to us first.

12 Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. We encourage you to review this page periodically.

13 Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please get in touch:

Groundwork Intelligence
scott.norrington@groundworkintelligence.co.uk