1. Introduction and Overview
This Cookie Policy explains how Grounded AI Limited (company number 14164566, referred to as "Grounded AI", "we", "us", or "our"), with registered offices at Unit 3, Fen End Astwick Road, Stotfold, Hitchin, Bedfordshire, England, SG5 4BA, uses cookies and similar storage and access technologies on our website (https://groundedai.company) and across our digital services (including the Veracity citation verification platform).
This policy should be read alongside our Product Privacy Notice and Data Processing Agreement (DPA). It is designed to ensure full compliance with the Privacy and Electronic Communications Regulations 2003 (PECR), the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act (DUAA) following guidance from the Information Commissioner's Office (ICO).
If you have any questions regarding this policy or our data practices, please contact our Data Protection Officer (DPO), Joseph Shockman, at privacy@groundedai.company.
2. What Are Cookies and Similar Technologies?
A cookie is a small text file placed on your device (computer, smartphone, or tablet) when you visit a website. Cookies allow the website to recognize your device, store preferences, enable secure logins, and analyze service usage.
In addition to traditional cookies, we and our authorized service providers may use similar storage and access technologies, including:
- Web Beacons / Tracking Pixels: Small transparent images used to monitor web traffic or email engagement.
- Local Storage / Session Storage: Web storage objects used to hold data locally in your browser for performance and session stability.
- Scripts & SDKs: Small code snippets executed within your browser to facilitate authentication, performance monitoring, or security checks.
3. How We Categorise and Use Cookies
We categorize storage and access technologies based on their function and purpose:
A. Strictly Necessary Cookies (Exempt from Consent)
These technologies are essential for the operation of our website and services. They enable core functions such as identity authentication, session management, security protection, and infrastructure routing. Without these cookies, the services requested (such as logging into your account or executing API requests) cannot be provided.
- Legal Basis: PECR Regulation 6 exemption for strictly necessary services; legitimate interests (UK GDPR Art. 6(1)(f)) / performance of contract (UK GDPR Art. 6(1)(b)).
B. Performance and Analytics Cookies (Consent Required)
These cookies gather statistical information about how visitors interact with our website and application. They track metrics such as page load speeds, error frequency, session interaction, and high-traffic features. We use this aggregated information to diagnose technical issues, optimize site responsiveness, and improve platform performance.
- Legal Basis: User Consent (UK GDPR Art. 6(1)(a) & PECR Reg 6).
C. Functional / Preference Cookies
These cookies enable our website to remember choices you make (such as UI preferences, language settings, or localized display options) to provide a more tailored and convenient experience.
- Legal Basis: User Consent / Simple Opt-Out where applicable under DUAA guidelines.
D. Marketing and Targeting Cookies
Marketing cookies are used to track user interactions across websites for direct marketing or targeted content delivery. Grounded AI does not place third-party advertising cookies or share user data with third-party advertising networks.
4. Schedule of Cookies Used
Below is a detailed inventory of the primary cookies and storage technologies deployed across Grounded AI's platforms:
| Category | Technology / Name | Provider / Source | Purpose | Lifespan / Expiry |
|---|---|---|---|---|
| Strictly Necessary | Authentication Session (did, auth0) |
Auth0 | Manages user identity verification, single sign-on (SSO), and secure session tokens. | Session / Up to 30 days |
| Strictly Necessary | Security & Traffic Routing (__cf_bm, cf_clearance) |
Cloudflare / Infrastructure | Protects our environment against automated bots, DDoS attacks, and manages secure network routing. | 30 minutes to 1 year |
| Strictly Necessary | Payment Security (__stripe_mid, __stripe_sid) |
Stripe | Enables fraud detection and secure handling of payment workflows when subscribing to services. | 1 year / 30 minutes |
| Performance & Analytics | RUM Monitoring (_dd_s) |
Datadog | Real User Monitoring (RUM) cookie that records session timing, page load performance, and error logs to ensure platform stability. | 15 minutes (refreshed during session) |
Note: All manuscript text, customer files, and document content uploaded to Grounded AI are held in multitenant-isolated environments and are NEVER processed by or shared with third-party AI/LLM providers.
5. Managing Your Cookie Preferences & Obtaining Consent
In accordance with UK ICO guidance and PECR requirements:
- Equal Prominence Consent Mechanism: When you first visit our website, our Cookie Banner will present you with clear, explicit choices to Accept All or Reject All non-essential cookies. Both buttons are displayed with equal visual prominence to prevent dark-pattern manipulation.
- Prior Opt-In Blocking: No non-essential cookies (such as performance/analytics tags) fire automatically prior to receiving your affirmative, opt-in consent.
- Granular Preferences: You can customize your choices by enabling or disabling specific categories (e.g., Performance vs. Functional cookies) independently.
- Modifying or Withdrawing Consent: You have the right to withdraw your consent at any time. You can adjust your preferences by clicking the persistent "Cookie Preferences" link in our website footer or by clearing your browser's cookie storage.
Controlling Cookies via Your Browser
Most web browsers allow you to manage cookie settings directly. You can configure your browser to block all cookies, accept only first-party cookies, or delete cookies upon closing your browser. Please note that restricting strictly necessary cookies may impact the functionality and accessibility of your Grounded AI account.
6. Third-Party Service Providers and Data Transfers
Where third-party service providers (such as Auth0, Datadog, or Stripe) place cookies or process associated technical logs on our behalf, they act under strict contractual obligations in accordance with our Data Processing Agreement (DPA). Personal data processed via cloud infrastructure outside the UK or EEA is protected by legal safeguards, such as International Data Transfer Agreements (IDTAs) or UK Standard Contractual Clauses.
7. Updates to This Policy & Contact Information
We regularly review and update this Cookie Policy to align with evolving legal standards, technological changes, and ICO guidance. Any material updates will be posted on our website with an updated revision date.
For any inquiries or to exercise your data privacy rights, please reach out to us:
- Email: privacy@groundedai.company or human@groundedai.company
- Data Protection Officer (DPO): Joseph Shockman (privacy@groundedai.company)
- Postal Address: Grounded AI Limited, Unit 3, Fen End Astwick Road, Stotfold, Hitchin, Bedfordshire, England, SG5 4BA
- Supervisory Authority: You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at www.ico.org.uk or by calling 0303 123 1113.