Privacy Notice

Who is responsible for your information

gtwelve operates www.gtwelve.co.uk from Glasgow and provides AI automation, voice agent and website services to businesses across the UK. For the personal information described in this notice, gtwelve is the data controller.

You can contact us about privacy by emailing team@gtwelve.co.uk or calling 07949 337575.

Information we collect

When you complete our workflow review journey, we collect the information needed to understand your enquiry and arrange the next step. This may include:

• —Your name, email address and telephone number
• —The improvements you are interested in and the business problems you select
• —Your estimate of time spent on the work and the software or systems your team uses
• —Whether you want to book a review or request a callback, including your preferred callback window
• —Any website address, message or additional context you choose to provide
• —The page from which the enquiry was submitted, together with basic browser or device information recorded for security and troubleshooting

If you allow analytics cookies, Google Analytics also records information about how you use the public website, such as page views, approximate location, referral source, browser or device type and broad interaction data. We do not send your workflow-review answers, name, email address, telephone number or message to Google Analytics.

If you choose to book through Calendly, Calendly also processes the details needed to display availability, create the booking and send meeting information. If you contact us by email or telephone, we may keep a record of that correspondence and any agreed next steps.

How we use it and our lawful bases

We use your information to review your enquiry, contact you, prepare for a workflow review, arrange a callback or meeting, provide a proposal and take steps you request before entering into a contract.

For these activities, we rely on taking steps at your request before a contract and, where relevant, performing a contract with you.

We also rely on our legitimate interests to operate and secure the website, prevent abuse, maintain accurate enquiry records, understand the context of a request and improve how we respond. These interests do not override your data protection rights.

Where we need to keep or disclose information to meet a legal, tax or regulatory requirement, we rely on compliance with a legal obligation.

We use Google Analytics only when you consent to analytics cookies. You can refuse or withdraw that consent at any time through Cookie settings in the footer without affecting your use of the website.

We do not use website enquiry information for unrelated marketing, sell it or use it to build advertising profiles.

Information you need to provide

The workflow review form identifies the answers and contact details required to submit an enquiry. Without them, we cannot save the request or arrange the next step. Options such as “I’m not sure” let you continue where you do not yet know an answer.

You can instead contact us directly by email or telephone if you do not want to use the online journey.

Who we share information with

We use a small number of service providers to operate the website and enquiry journey:

• —Vercel provides website hosting and related security and operational logs
• —Supabase stores submitted enquiry records
• —Resend delivers the enquiry notification to our team
• —Calendly provides the optional booking calendar when you choose to book a review
• —Google provides website analytics only after you allow analytics cookies

These providers process information under their own contractual and security arrangements. We may also disclose information to professional advisers, insurers, law enforcement or regulators where reasonably necessary or required by law.

We do not share enquiry information with advertisers or data brokers.

International processing

Some of our service providers operate internationally, so personal information may be processed outside the UK. Where UK data protection law requires a safeguard for a restricted transfer, we rely on an applicable UK adequacy regulation or contractual safeguards such as the UK International Data Transfer Agreement or the UK Addendum, as appropriate.

You can ask us for more information about the safeguards relevant to your information by emailing team@gtwelve.co.uk.

How long we keep information

We normally keep enquiries that do not become client work for up to 24 months after the last meaningful contact. This gives us enough time to respond, revisit a proposal where requested and maintain a clear record of the conversation.

If an enquiry becomes paid work, we normally keep the relevant proposal, contract, project and financial records for up to six years after the work ends, unless a longer period is required for a legal claim or another legal obligation.

Service providers may retain short-lived security logs, backups and booking records under their own retention schedules. We delete or anonymise information earlier where it is no longer reasonably needed.

Security

We use access controls, secure service providers and proportionate technical and organisational measures to protect personal information. No online service can guarantee absolute security, but we limit access to people and providers who need the information for the purposes described above.

Your rights

Depending on the circumstances, UK data protection law gives you the right to:

• —Ask for a copy of the personal information we hold about you
• —Ask us to correct inaccurate or incomplete information
• —Ask us to delete information or restrict how we use it
• —Receive certain information in a portable format
• —Withdraw consent where consent is the lawful basis for processing

These rights are not absolute and an exemption may apply. We may need to verify your identity before responding. To make a request, email team@gtwelve.co.uk.

Your right to object

You have the right to object where we process your information on the basis of legitimate interests. Tell us what you object to and why; we will stop the processing unless we have compelling legitimate grounds to continue or need the information for legal claims.

Automated decisions

Your form answers help us prepare for the conversation, but we do not use them to make solely automated decisions that have legal or similarly significant effects on you.

Complaints

Please contact us first so we can try to resolve any concern. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint/data-protection-complaints or by calling 0303 123 1113.

Changes to this notice

We may update this notice when our services, suppliers or legal obligations change. The date at the top shows when it was last updated.