Privacy Policy

This policy explains how Portglenone OS ("we", "us") handles your personal data when you use our website, booking page or chat assistant. We are based in the United Kingdom and act as the data controller for the information described below. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

What we collect

• Booking form: your name, email address, phone number and the reason for your enquiry. You provide this only when you choose to request a demo or call.
• Chat assistant: the messages you type are processed by our own self-hosted AI model running on our private server. Your chat history is stored only in your own browser (local storage) so the conversation persists for you. It is not sold or shared with advertisers.
• Technical data: standard server and security logs (such as IP address) provided by our network/security provider, Cloudflare, to keep the site available and protected.

Why we use it

We use your booking details solely to respond to your enquiry and arrange the demo or call you asked for. Our lawful basis is your consent and our legitimate interest in replying to people who contact us. We do not use your data for advertising and we do not sell it to anyone.

Cookies and tracking

We do not use advertising or third-party tracking cookies. The chat assistant uses your browser's local storage purely to remember your own conversation on your device.

How long we keep it

We keep booking enquiries only as long as needed to deal with your request and our records, and then delete them. You can ask us to delete your data sooner at any time.

Your rights

Under UK GDPR you have the right to access, correct, or delete your personal data, to object to or restrict its use, and to data portability. To exercise any of these, email us at [email protected]. You also have the right to complain to the UK Information Commissioner's Office (ico.org.uk).

Connecting your Google account

If you connect a Google account to the Portglenone OS platform, our assistants request limited access so they can do the tasks you ask of them. We only ever request the Google services you actually use:

• Google Sign-In (your name & email): when you choose "Continue with Google" to sign in, so we can identify your account.
• Gmail (read & send): so the email assistant can read incoming customer emails and draft replies, which are shown to you for approval before sending (unless you explicitly turn on auto-send).
• Google Calendar: so the booking assistant can check your availability and create events when a customer schedules a meeting.

Google data is processed only on our own self-hosted server, access tokens are encrypted at rest, and we never sell it or use it for advertising. You can disconnect your Google account at any time, which immediately revokes our access.

Google API Services — Limited Use

Portglenone OS's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. We use Google user data only to provide and improve the user-facing features described above; we do not transfer or sell it to third parties except as needed to provide the service or as required by law; we do not use it for advertising; and we do not use Google user data to train generalised AI or machine-learning models.

Monitoring published business content

We read content that companies and organisations publish publicly — their website feeds (RSS/Atom) and their business YouTube channels — so that we and the businesses we work for can keep track of what competitors and the wider trade are putting out. This is ordinary market and competitive research.

We monitor organisations, not individuals. Our system only accepts company website feeds and business YouTube channels. We do not monitor personal social media accounts, discussion forums, or individual people.

Personal data can still appear incidentally — a journalist's byline in a headline, for example, or someone named in a company announcement. Where that happens:

• What we store: the headline or title, a link to the original, the publication date, and a short summary generated by our own software on our own server. We do not store the article text, the video transcript, or the author name as a separate record.
• Where it comes from: feeds that the organisation publishes itself, for the purpose of being subscribed to.
• Our lawful basis: legitimate interests — ours and our clients' interest in understanding our market (UK GDPR Article 6(1)(f)).
• How long we keep it: 60 days, then it is permanently deleted.
• Who sees it: us, and the business the summary is prepared for. It is not published, sold, or shared further.

What we never do: we do not build profiles of individuals, combine this with other information about you, make any decision about you, contact you, or use any of it for advertising or to train AI models.

Why you are reading this rather than hearing from us directly. Because we deliberately do not store contact details for people who may be mentioned, we have no way to reach them individually — and doing so would mean collecting more personal data than we hold in the first place. We therefore rely on the exemption in UK GDPR Article 14(5)(b) and publish this notice instead.

If you are named in something we have picked up and you want it removed, email us at [email protected] and we will delete it. You can also object to this processing, ask for a copy of what we hold, or ask us to correct it, and you can complain to the Information Commissioner's Office (ico.org.uk).

Contact

Portglenone OS — [email protected]