1. Who we are
Glowing Terms is the trading name for this UK-based service and the data controller for the personal data described in this notice. Contact us by email only.
- Email: [email protected]
We are not required to appoint a Data Protection Officer. Send any privacy questions to the email above.
2. What we do
We help UK businesses understand and improve how AI assistants (e.g. ChatGPT, Gemini, Copilot) describe them, through free audits, one-off fix packs and monthly monitoring. We may contact businesses (business-to-business) to offer a free audit.
3. Personal data we collect
| Category | Examples | Source |
|---|---|---|
| Business contact details | Names and business contact details of owners or staff, role addresses (info@, hello@), business phone, job title | Public sources: company websites, Companies House, Google Business Profiles, business directories, LinkedIn profiles (viewed manually) |
| Correspondence | Emails, replies, opt-out requests, call notes | You |
| Enquiry data | Name, business name, town, service, email | You, by email |
| Client account data | Contact details, invoices, payment records, service records | You |
| Website data | This website uses no cookies, analytics, tracking cookies or tracking pixels. Our website host may keep basic technical server logs (such as IP address and pages requested) for security and reliability. | Your browser |
What we don't collect: we never ask for, receive or use patient or customer data from the businesses we audit. Our audits use only public business information and the answers AI assistants give. We don't buy contact lists.
4. Why we use it and our lawful bases (UK GDPR Art. 6)
| Purpose | Lawful basis |
|---|---|
| Researching businesses and sending a small number of personalised B2B emails offering a free audit | Legitimate interests (Art. 6(1)(f)): telling relevant businesses about a service that may help them. We assess our legitimate interests before sending. Under PECR we send unsolicited marketing emails only to corporate subscribers (e.g. limited companies). We don't email sole traders or partnerships without prior consent. |
| Preparing and sending a free audit you've asked for | Legitimate interests, or steps taken at your request before entering a contract (Art. 6(1)(b)) |
| Providing fix pack and monitoring services | Contract (Art. 6(1)(b)) |
| Invoicing, accounts and tax records | Legal obligation (Art. 6(1)(c)) |
| Keeping a suppression list so we never contact you again after you opt out | Legitimate interests / legal obligation (PECR) |
| Defending legal claims | Legitimate interests |
We don't use your data for automated decision-making or profiling that has legal or similarly significant effects.
5. Opting out of marketing
You can object to marketing at any time, free of charge: reply "unsubscribe" to any email, or email [email protected]. We act on opt-outs straight away and add your business to a suppression list so we never contact it again. The list holds only the minimum details needed to do this.
6. Who we share data with
We don't sell personal data. We share it only with:
- service providers that act on our instructions, such as our email provider and website host (and, if we use them later, accounting or cloud tools)
- professional advisers, tax authorities or regulators where the law requires it
Audit questions are put to public AI assistants. We don't put named individuals' personal data into those tools.
7. International transfers
Some of our providers may process data outside the UK. Where they do, we rely on UK adequacy regulations or appropriate safeguards (e.g. the UK International Data Transfer Agreement / Addendum). You can ask us for details.
8. How long we keep data
| Data | Retention |
|---|---|
| Prospect research and outreach records (no reply) | Up to 12 months after last contact, then deleted |
| Free audit records (non-clients) | 12 months after delivery |
| Client records, contracts and invoices | 6 years after the end of the tax year they relate to |
| Before/after audit sheets used in case studies (with written client permission) | For as long as the case study is used, plus 6 years |
| Suppression (opt-out) list | Kept for as long as we do outreach, so the opt-out is honoured |
| Enquiries that don't become clients | 12 months |
9. Security
We use reasonable technical and organisational measures: password-protected accounts with two-factor authentication, encrypted devices and limited access. Access is limited to people who need it to run the service.
10. Your rights
Under UK GDPR you have the right to: access your personal data; have inaccurate data corrected; have data erased; restrict processing; object to processing based on legitimate interests, and always to direct marketing; data portability (where processing is based on contract or consent); and withdraw consent where we rely on it.
To use any of these rights, email [email protected]. We'll respond within one month.
11. Complaints
Please contact us first and we'll try to sort it out. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint, 0303 123 1113.
12. Changes
We may update this notice. The current version and date will always be on this website.