Effective date: 2 July 2026
This policy explains how Groundworks AI handles personal data collected through our website. It is written to be plain and honest; if anything is unclear, contact us using the details below.
The data controller is Groundworks Marketing AI Oy, business ID (Y-tunnus) 3625461-9, Finland. We trade as Groundworks AI.
For any privacy question, or to exercise the rights described in Section 7, contact us at privacy@groundworksai.com.
This policy covers personal data we process through groundworksai.com and the tools embedded in or connected to it. Data processed inside the Scout or Scout Team product for subscribers is governed separately by the subscriber agreement — see the Subscriber Privacy Notice and the Data Processing Agreement.
We keep collection to the minimum we need.
| Data | Collected when | Why | Legal basis |
|---|---|---|---|
| Your email address (and any details you add) | You join the waitlist | To contact you about the waitlist and launch | Your consent |
| Your name, email, and chosen time | You book a call | To schedule and hold the call you requested | Our legitimate interest in responding to your request |
| Your email address | You subscribe to our newsletter | To send you the newsletter you asked for | Your consent |
| Your email address (and the trade/role you entered) | You enter your email to keep using one of our free tools | To let you keep using the tool and to send you occasional tips on marketing without a marketer, plus the odd update about Scout — a short list tied to that tool, kept separate from our newsletter | Your consent |
| IP address, browser/device information, and request logs | You visit the site | To serve, secure, and operate the website | Our legitimate interest in running a secure site |
| The content of your message | You email us | To respond to you | Our legitimate interest in answering your query |
We do not use advertising or tracking analytics, and we set no non-essential cookies of our own. See Section 8 for how cookies from embedded third-party tools are handled.
We use the following providers to process this data on our behalf: a form tool (waitlist), a scheduling tool (bookings), a newsletter platform, our website host, our content-delivery/DNS provider, and our email provider. They act on our instructions only.
We do not sell personal data and do not share it for third-party advertising. We share data only with the providers described above, who process it on our behalf.
Some of our providers are located in the United States. Where personal data is transferred outside the EEA or UK, those transfers are made under appropriate safeguards — such as the European Commission's Standard Contractual Clauses or a provider's certification under the EU–US Data Privacy Framework. If you would like details of the safeguard that applies to a specific provider, contact us.
| Data | Retention |
|---|---|
| Waitlist email | Until you withdraw consent or ask us to delete it, and in any case removed after 24 months without contact |
| Booking details | Up to 12 months after the call, then deleted |
| Newsletter email | Until you unsubscribe |
| Free-tool email | Until you unsubscribe or ask us to delete it, and in any case removed after 24 months without contact |
| Server and CDN logs | A short period (typically days to a few weeks) held by our hosting and CDN providers for security and operation |
| Emails you send us | For as long as needed to handle your query, then a reasonable period afterwards |
Under the GDPR you have the right to access your data; to have it corrected; to have it erased; to restrict or object to processing; to data portability; and — where we rely on your consent — to withdraw that consent at any time, without affecting processing carried out before you withdrew it.
To exercise any of these, contact privacy@groundworksai.com.
You also have the right to complain to a data protection authority. In Finland this is the Office of the Data Protection Ombudsman (Tietosuojavaltuutetun toimisto, tietosuoja.fi). If you are in the UK, you may instead contact the Information Commissioner's Office (ico.org.uk).
We use cookies only where they are strictly necessary to run our website and app. We set no advertising, analytics, or tracking cookies, and no non-essential cookies of any kind. Because the cookies we set are strictly necessary, they do not require your consent — we describe them here for transparency.
Cookies we set (first-party, essential). When you use our app (app.groundworksai.com) we set a session cookie (gwai-session) that keeps you securely signed in, together with short-lived cookies used only during sign-in and account creation — for example, to carry your Google sign-in and your acceptance of these terms safely through the login flow. Our website and app also rely on essential cookies set by our hosting and content-delivery providers to serve and secure the site.
Third-party cookies (only if you use the tool). Some features rely on linked or embedded third-party tools — our newsletter sign-up (Beehiiv), our booking tool (Calendly), and our payment provider (Stripe) at checkout. When you use one of these, the provider may set its own cookies on its own domain, governed by that provider's own cookie and privacy policy; we do not place those cookies ourselves.
If we ever introduce non-essential cookies of our own — for example product analytics — we will ask for your consent first.
We may update this policy. The effective date at the top shows the current version, and we will make any material change clear on this page.
Groundworks AI is the trading name of Groundworks Marketing AI Oy · groundworksai.com