Privacy Policy — Ground Control Studios

1. Who We Are

Ground Control Studios ("we", "us", "our") is the developer and provider of the KBX platform — a private, on-premises AI system for knowledge retrieval from business documents. Our registered address is available upon request at [email protected].

2. Scope of This Policy

This Privacy Policy applies to information collected through this website (groundcontrol.ai) and through the KBX product and associated services. It does not apply to data processed by KBX deployments hosted inside client infrastructure — those are governed by the applicable data processing agreements with each client.

3. Information We Collect

When you interact with our website or contact us, we may collect:

Contact information — name, email address, company name, when you submit an enquiry or book a meeting.
Usage data — browser type, referring URLs, pages visited, and timestamps, collected through standard server logs and analytics tools.
Communications — records of correspondence with our team (email, meeting notes).

We do not collect payment card details directly. Any transactions are handled by third-party payment processors under their own privacy policies.

4. How We Use Your Information

We use the information collected to:

Respond to enquiries and process demo or PoC requests.
Send relevant product updates, where you have consented.
Improve and maintain our website and services.
Comply with legal obligations.

We do not sell, rent, or trade your personal information to any third party.

5. Legal Basis for Processing (GDPR)

Where the General Data Protection Regulation (GDPR) applies, we rely on the following legal bases:

Legitimate interests — responding to business enquiries and improving our services.
Consent — for any direct marketing communications.
Legal obligation — where processing is required by applicable law.

6. Data Retention

We retain contact and communication data for as long as necessary to manage the business relationship and comply with legal obligations, typically no longer than five (5) years after the last interaction. You may request deletion at any time (see Section 8).

7. Data Sharing

We may share your information with trusted third-party service providers who assist in operating our website and business (e.g. email platforms, scheduling tools such as Calendly, analytics). These providers are contractually bound to process data only on our instructions and in compliance with applicable data protection law.

We may disclose information where required by law, court order, or regulatory authority.

8. Your Rights

Under applicable data protection law, you have the right to:

Access the personal data we hold about you.
Request correction of inaccurate data.
Request erasure ("right to be forgotten").
Object to or restrict processing.
Data portability, where technically feasible.
Withdraw consent at any time, without affecting the lawfulness of prior processing.

To exercise any of these rights, contact us at [email protected]. We will respond within 30 days.

9. Cookies

This website may use cookies for analytics and session management purposes. You may disable cookies through your browser settings; however, some features of the site may not function as intended.

10. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or disclosure. No transmission over the internet is fully secure; we cannot guarantee absolute security.

11. International Transfers

Where personal data is transferred outside the European Economic Area (EEA), we ensure adequate safeguards are in place, including Standard Contractual Clauses or equivalent mechanisms approved by the relevant supervisory authority.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page will reflect any changes. We encourage you to review this page periodically.

13. Contact

For any questions or requests regarding this Privacy Policy, please contact us at:
[email protected]