Privacy Policy
The short version
- The Groundly assistant is anonymous by design. Visitors don't log in, and we don't collect email addresses, phone numbers or IP addresses in conversation records.
- If you type your name into the assistant, it stays in your browser and is never sent to us.
- We store the questions you ask and the answers given, grouped by a random session token, so the business can review quality.
- When you use the assistant on a business's website, that business decides how conversation data is used. We process it on their behalf.
- Please don't share personal health, legal or financial details in the chat. The assistant can't advise on them and will direct you to the business instead.
1. Who we are
Groundly is a grounded AI website assistant ("Groundly", "we", "us"). You can contact us about privacy at hello@groundly-ai.com.
2. Our two roles
This policy covers two different situations:
- Visiting groundly-ai.com or contacting us. We are the controller of any personal data we collect, and section 3 applies.
- Using the Groundly assistant on a business's website (for example, a clinic or law firm). That business is the controller of the conversation data, and we act as its processor under a written agreement. Section 4 describes how the assistant works. The business's own privacy notice also applies, and you should contact the business first about your rights.
3. Using this website and contacting us
What we collect
- Information you send us — for example, your name, email address, business name and message when you email us or book a demo.
- Basic technical data — like any website, the server that hosts this site receives your IP address, browser type and the pages requested, to deliver the site and keep it secure.
- Fonts — this site loads fonts from Google Fonts, which means your browser connects to Google's servers and shares your IP address with Google.
This website doesn't use advertising or tracking cookies.
Why we use it, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Replying to enquiries and arranging demos | Our legitimate interests in responding to you, or steps you ask us to take before entering into a contract |
| Providing the service to clients, invoicing and account administration | Performance of a contract |
| Keeping this site secure and working | Our legitimate interests |
| Keeping business and tax records | Legal obligation |
We don't sell personal data, and we don't send marketing emails without your permission.
4. Using the Groundly assistant
What the assistant processes
- Your questions and the assistant's answers, including the source pages it cited.
- An anonymous session token — a random identifier that groups the messages from one visit. It isn't linked to your identity.
- The business's website key and message timestamps, so conversations are attributed to the right website and plan.
What it doesn't collect
- No log-in, email address or phone number.
- No IP addresses in conversation records.
- Your name, if you enter one, is used only to personalise the chat in your browser and is never sent to our servers or to an AI provider.
The widget may keep the session token and your display name in your browser's local storage so a conversation can continue as you move between pages. You can clear this at any time through your browser settings.
Please don't share sensitive personal information. The assistant answers general questions from the business's published content. It can't assess symptoms or give medical, legal or financial advice, and it will direct you to the business for anything personal. Anything you type is still stored as part of the conversation, so please keep details such as health conditions, account numbers or case specifics for your direct conversation with the business.
How it's used
Conversation data is used to generate answers, to verify that answers match the business's published content, and so the business and Groundly can review conversations for quality and safety. It isn't used for advertising, and we don't sell it.
5. Service providers
We share data only with providers who help us run Groundly, under contracts that limit how they can use it:
| Provider | Purpose | Location |
|---|---|---|
| AI model providers (currently Anthropic) | Generating answers from the business's published content. Question text is sent; your name is not. | United States |
| Contabo | Hosting the Groundly service and storing conversation records | European Union (France) |
| Google Fonts | Serving fonts on this website | Global |
We may also disclose information where the law requires it, or to protect the rights and safety of our users or others.
6. International transfers
Some of our providers are based outside the UK and EEA, including in the United States. Where personal data is transferred, we rely on appropriate safeguards, such as the UK International Data Transfer Agreement or Addendum, or the EU Standard Contractual Clauses.
7. How long we keep data
- Assistant conversations: kept while the business uses Groundly, or deleted sooner if the business asks. When a business removes its website from Groundly or ends its subscription, its conversations are deleted within 90 days.
- Enquiries and emails: as long as needed to respond and for a reasonable period afterwards.
- Client account and invoicing records: as long as the law requires us to keep them.
8. Security
We use appropriate technical and organisational measures to protect data, including encrypted connections, server-side storage of API keys, and restricted access to conversation records. No system is completely secure, but we work to keep the data we handle to the minimum the service needs.
9. Your rights
Under UK and EU data protection law, you may have the right to access, correct or delete your personal data, to restrict or object to its processing, and to data portability. Because assistant conversations are anonymous, we may not be able to identify which records are yours. If you can share the approximate time and content of your conversation, we'll do our best to help.
For conversations on a business's website, please contact that business first. We'll support them in responding. For data we hold as controller, email hello@groundly-ai.com.
If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office (ico.org.uk) or your local data protection authority.
10. Children
Groundly is a business service and this website isn't intended for children. We don't knowingly collect personal data from children through this website.
11. Changes to this policy
We may update this policy as Groundly develops. We'll post the new version here with a new effective date, and tell clients about significant changes.
12. Contact
Groundly
hello@groundly-ai.com