Privacy Policy

1. Who we are

GroundWork OS is run by Sebastian Otto Wibaut, trading as GroundWork OS, a sole trader based in the United Kingdom. For the purposes of UK data protection law (the UK GDPR and the Data Protection Act 2018), we are the controller of the personal information described in this policy.

You can reach us about anything in this policy at [email protected]. A postal address is available on request.

2. The information we collect

• When you enquire. If you fill in a form on this site we collect your name, phone number, the subject you pick, your message, and whether you ticked the box agreeing to receive texts.
• When you book a call. Our scheduling system collects your name, email address, phone number and the appointment time you choose.
• When you become a client. We hold your business details, billing information (payments are processed by Stripe, we never see your full card number), the content you give us to build your website, and records of the messages, calls and reviews that run through your system.
• Businesses we contact. If we get in touch with your business first, we collected publicly available business information (business name, contact name, phone number, email address, and whether you have a website) from public sources such as Google Maps and Google Business Profiles, Companies House, and your own website or listings.
• Technical information. Basic device and usage information through cookies (see section 7). Our pages also load fonts from Google, which means your IP address is sent to Google to deliver the font files.

3. How we use it, and our lawful grounds

• Answering your enquiry and running your demo call. Lawful ground: our legitimate interest in responding to people who contact us, and taking steps you ask for before entering a contract.
• Sending you texts you have agreed to. If you tick the consent box we may text you in reply to your enquiry and with service updates. Lawful ground: consent. Reply STOP at any time and the texts stop.
• Delivering the service and billing you. Lawful ground: performing our contract with you.
• Keeping accounting and tax records. Lawful ground: legal obligation.
• Contacting businesses we think the service could genuinely help. Lawful ground: our legitimate interest in offering a relevant business service to businesses. We only use publicly available business contact details, we tell you who we are, and we stop the moment you ask us to.
• Running and improving this website and our service. Lawful ground: our legitimate interests.

4. Who we share it with

We never sell your information. We share it only with the providers we need to run the service, under contracts that require them to protect it:

• HighLevel Inc. (the platform our system runs on): hosts our websites, forms, contact records, calendars and messaging. HighLevel is a US company, see section 5.
• Stripe: processes payments. We do not store your card details.
• Google: delivers the fonts on this site, and we use Google Calendar and Google Meet to run booked calls.
• Professional advisers (such as an accountant) where we are required to keep or share records.

5. International transfers

Because our platform provider is based in the United States, some of your information is stored or processed there. Those transfers are protected by safeguards recognised under UK law, such as the UK Extension to the EU-US Data Privacy Framework where the provider is certified, or the UK's approved international data transfer terms.

6. How long we keep it

• Enquiries that go nowhere: up to 2 years, then deleted.
• Client records: for the length of our relationship, then up to 6 years afterwards for tax and legal purposes.
• Outreach details: deleted if you ask us to stop or nothing comes of the contact, except a minimal record kept so we do not contact you again.

7. Cookies

Right now this site only uses the cookies needed to make its pages and the call-booking system work. We do not use analytics or advertising cookies.

If we ever add advertising tools (such as a Meta or Google ads pixel), we will ask for your consent through a cookie banner before they run, and update this section to explain what they do.

8. Your rights

Under UK data protection law you can ask us to:

• give you a copy of the information we hold about you,
• correct it if it is wrong,
• delete it,
• limit what we do with it,
• stop using it, including an absolute right to stop direct marketing, or
• hand it over in a portable format.

Email [email protected] and we will respond within one month. We may need to confirm you are who you say you are first.

If you are unhappy with how we have handled your information, tell us and we will do our best to put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

9. Changes to this policy

If we change how we handle your information we will update this page and change the date at the top. This policy was last updated on 15 July 2026.