Privacy Policy

At Loopin, we take privacy seriously. We want people using our website and platform to understand what information we collect, why we need it and how we keep it safe.

This policy explains how Loopin SaaS Ltd ("Loopin", "we", "us") handles personal information.

This depends on how you interact with Loopin.

If you contact us directly, visit our website or apply for a role with us, Loopin is responsible for the personal information you provide.

If you use Loopin through your employer or another organisation, they will usually be responsible for deciding how and why your information is used. Loopin provides the technology and processes information on their behalf.

If you're ever unsure, you can contact us at enquiries@letsloopin.com.

The information we collect depends on how you use Loopin. It may include:

• your name, email address, job title and organisation
• basic account and login information
• your team, role, function or location
• responses to employee check-ins and surveys
• information you choose to share when using coaching features
• feedback and comments
• information about how you use the platform
• basic technical information when you visit our website, such as your IP address, browser and device

We only collect information that is needed to provide and improve our services.

We use information to provide and support Loopin, respond to enquiries, manage accounts, deliver employee listening and coaching, produce insights and reporting, keep our services secure and improve the platform.

We may also use information to manage our customer and supplier relationships, respond to job applications and meet our legal obligations.

We do not sell your personal information.

We know that people need to feel safe sharing how they're really doing at work.

Loopin can therefore be configured to collect feedback anonymously and to use reporting thresholds that help protect individual employees.

Where anonymity is enabled, managers and leaders see aggregated insights rather than unrestricted access to individual responses.

We use measures including data minimisation, access controls, confidentiality, aggregation and anonymity to help protect employee information.

Some Loopin features use artificial intelligence to provide conversational coaching, personalised guidance, analysis and recommendations.

We only process information needed to provide these features and use security and privacy controls to protect it. Our contracted AI providers are not permitted to use customer data to train general-purpose AI models where our commercial arrangements prohibit this.

We also use testing, safeguards and guardrails to help ensure our AI features operate appropriately.

Loopin's digital coaching is designed to support everyday wellbeing, reflection and development. It isn't a clinical mental health service, diagnostic tool, therapy service or emergency service.

We don't use AI to make solely automated employment decisions about people.

We use trusted technology providers to help us deliver Loopin. This includes services supporting areas such as cloud infrastructure, databases, security, authentication, communications and AI.

We carry out appropriate checks on important providers and require suitable security and data protection safeguards.

We may also need to share information where required by law, to protect someone's rights or safety, or as part of a business sale or restructure.

We use a range of security measures to protect the information entrusted to us. These include encryption, secure cloud infrastructure, access controls, account security, monitoring, vulnerability management and incident management procedures.

Access to identifiable customer and employee information is restricted to authorised people who genuinely need it.

We use technology providers to deliver our services, which means information may sometimes be processed outside the UK or European Economic Area.

Where this happens, we make sure appropriate legal safeguards are in place to protect it.

We only keep personal information for as long as we need it to provide our services and meet our contractual, legal and security responsibilities.

When we process information for one of our customers, we follow the agreed retention and deletion requirements for that customer.

We may keep information that has been fully anonymised and can no longer identify an individual.

Data protection law gives you rights over your personal information. Depending on the circumstances, these can include asking to:

• see the information held about you
• correct information that is wrong
• delete your information
• restrict or object to how it is used
• receive a copy of your information
• withdraw consent where you've previously given it

If you use Loopin through your employer, they will normally be your first point of contact for these requests. We'll support them where needed.

You can also contact us at enquiries@letsloopin.com.

If you're unhappy with how your information has been handled, you also have the right to contact the Information Commissioner's Office (ICO).

We use essential cookies to make our website work and may use optional analytics cookies to understand how people use it.

You can manage your cookie preferences through your browser or the controls available on our website.

Our website may contain links to other websites. We're not responsible for how those websites handle your information, so we'd recommend checking their privacy policies too.

We'll update this policy when we make significant changes to our services, technology or how we use personal information.

The latest version will always be available on our website.

If you have any questions about privacy or how Loopin handles personal information, please get in touch: