Privacy Policy

Last updated: 11 January 2025

Summary: We respect your privacy. We collect only what we need, protect it carefully, and never sell your data. You have full control over your information.

1. Who We Are

LoomReach Limited (Company No. 16839451) is the data controller responsible for your personal data.

Contact:
Email: hello@loomreach.ai
Address: Milton Keynes, United Kingdom

2. Information We Collect

Information you provide:

  • Contact Information: Name, email address, phone number, company name when you fill out forms or contact us
  • Communication Data: Records of correspondence when you contact us
  • Service Data: Information necessary to provide our AI automation services

Information collected automatically:

  • Technical Data: IP address, browser type, device information, operating system
  • Usage Data: Pages visited, time spent, click patterns, referral source
  • Cookie Data: See our Cookie Policy for details

3. How We Use Your Information

We use your data for the following purposes:

  • To provide and manage our AI automation services
  • To respond to your inquiries and provide customer support
  • To send service-related communications
  • To send marketing communications (with your consent)
  • To improve our website and services
  • To comply with legal obligations
  • To protect our legitimate business interests

4. Legal Basis for Processing (GDPR)

Under UK GDPR and EU GDPR, we process your data based on:

  • Consent: Where you have given clear consent (e.g., marketing emails)
  • Contract: Where processing is necessary to fulfill our contract with you
  • Legal Obligation: Where we must comply with the law
  • Legitimate Interests: Where we have a valid business reason and it doesn't override your rights

5. Data Sharing

We may share your data with:

  • Service Providers: Third parties who help us deliver services (hosting, analytics, CRM)
  • Professional Advisors: Lawyers, accountants, auditors where necessary
  • Legal Requirements: When required by law or to protect our rights

We never sell your personal data to third parties.

6. International Transfers

Your data may be transferred outside the UK/EEA. When this happens, we ensure appropriate safeguards are in place, including:

  • Standard Contractual Clauses approved by the UK/EU
  • Adequacy decisions by the UK/EU Commission
  • Other legally approved transfer mechanisms

7. Data Retention

We keep your data only as long as necessary:

  • Client Data: Duration of our relationship + 7 years (legal requirement)
  • Marketing Data: Until you unsubscribe or request deletion
  • Website Analytics: 26 months
  • Contact Form Submissions: 2 years unless converted to client

8. Your Rights

Under UK GDPR and EU GDPR, you have the right to:

  • Access: Request a copy of your personal data
  • Rectification: Correct inaccurate or incomplete data
  • Erasure: Request deletion of your data ("right to be forgotten")
  • Restrict Processing: Limit how we use your data
  • Data Portability: Receive your data in a machine-readable format
  • Object: Object to processing based on legitimate interests or direct marketing
  • Withdraw Consent: Where we rely on consent, withdraw it at any time

To exercise any of these rights, contact us at hello@loomreach.ai. We will respond within 30 days.

9. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

  • Encryption of data in transit and at rest
  • Access controls and authentication
  • Regular security assessments
  • Staff training on data protection

10. Cookies

We use cookies and similar technologies. For full details, please see our Cookie Policy.

11. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for their privacy practices. Please review their privacy policies before providing any personal data.

12. Children's Privacy

Our services are not directed at individuals under 18. We do not knowingly collect data from children. If you believe we have collected data from a child, please contact us immediately.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by posting a notice on our website or sending you an email.

14. Complaints

If you have concerns about how we handle your data, please contact us first at hello@loomreach.ai.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: ico.org.uk
Phone: 0303 123 1113

15. Contact Us

For any questions about this Privacy Policy or our data practices:

LoomReach Limited
Email: hello@loomreach.ai
Address: Milton Keynes, United Kingdom