Thank you for using Loop HR or visiting one of our websites. This policy explains the what, how, and why of the information we collect when you visit one of our websites, or when you use our Services. It also explains the specific ways we use and disclose that information. We take your privacy extremely seriously, and we never sell lists or email addresses.
These definitions should help you understand this policy. When we say “we,” “us,” “our,” and “Loop HR,” we are referring to Ico Management Services Limited t/a Loop HR, a UK limited company. We provide online platforms that you may use to manage your business Human Resources (HR) to or stay in contact with your employees, including during the application process, creating employee profiles and other information related to your employees including sensitive information (the “Services”). When we say “Administrator User,” we are referring to the person or entity that is registered with us to use the Services. When we say “you,” we are referring either to an Administrator User or to some other person who visits any of our Websites. A “Subscriber” is a person whose data you manage through our Services, or a person who you might engage with as part of a recruitment process, via the use of our Services. In other words, a Subscriber is anyone in your Employee List or about whom you have given us information. “Personal Information” means any information that identifies or can be used to identify you or a Subscriber, directly or indirectly, including, but not limited to, first and last name, date of birth, email address, gender, occupation or other demographic information. A “Distribution List” is a list of Subscribers and all associated information related to those Subscribers (for example, email addresses).
4. Questions & Concerns
If you have any questions or comments, or if you want to update, delete, or change any Personal Information we hold, or you have a concern about the way in which we have handled any privacy matter, please use our Contact Form to send us a message. You may also contact us by postal mail or email at:
Ico Management Services Ltd. t/a/ Loop HR
Attn. Privacy Officer
Unit 108, 2 London Bridge Walk
London SE1 2SX
5. Information We Collect
(a) Information you voluntarily provide to us: When you sign up for and use the Services, consult with our customer service team, send us an email, post on our blog, integrate the Services with another website or service (for example, when you choose to connect your POSS with Loop HR), or communicate with us in any way, you are voluntarily giving us information that we collect. That information may include either your or your Subscribers’ name, physical address, email address, IP address, phone number, credit card information, as well as details including gender, occupation, location, sales history, and other demographic information as well as business data. By giving us this information, you consent to this information being collected, and transferred to Loop HR servers and stored by us for you to use in the day-to-day process of managing your business and your employees HR.
(c) Information from your use of the Service: We may receive information about how and when you use the Services, store it in log files or other types of files associated with your account, and link it to other information we collect about you. This information may include, for example, your IP address, time, date, browser used, and actions you have taken within the application. This type of information helps us to improve our Services for both you and for all of our users.
(e) Information from the use of our Mobile Apps: When you use our mobile apps, we may collect certain information in addition to information described elsewhere in this Policy. For example, we may collect information about the type of device and operating system you use. We may ask you if you want to receive push notifications about activity in your account. If you have opted in to these notifications and no longer want to receive them, you may turn them off through your operating system. We do not ask for, access or track any location-based information from your mobile device at any time while downloading or using our Mobile Apps or Services. We may use mobile analytics software to better understand how people use our application. We may collect information about how often you use the application and other performance data.
6. Use and Disclosure of Personal Information
We may use and disclose Personal Information only for the following purposes:
(b) To send you informational and promotional content in accordance with your marketing preferences. You can stop receiving our promotional emails by following the unsubscribe instructions included in every email.
(c) To bill and collect money owed to us by our Administrator Users. This includes sending you emails, invoices, receipts, notices of delinquency, and alerting you if we need a different credit card number. We use third parties for secure credit card transaction processing, and we send billing information to those third parties to process your orders and credit card payments. To learn more about the steps we take to safeguard that data, see Section 14 below.
(e) To communicate with our Administrator Users about their account and provide customer support.
(g) To protect the rights and safety of our Administrator Users and third parties, as well as our own.
(h) To meet legal requirements, including complying with court orders, valid discovery requests, valid subpoenas, and other appropriate legal mechanisms.
(i) To provide information to representatives and advisors, including attorneys and accountants, to help us comply with legal, accounting, or security requirements.
(j) To prosecute and defend a court, arbitration, or similar legal proceeding.
(k) To respond to lawful requests by public authorities, including to meet UK security or legal requirements.
(l) To provide, support, and improve the Services we offer. This includes our use of the data that our Administrator Users provide us in order to enable our Administrator Users to use the Services to communicate with their Subscribers. This also includes, for example, aggregating information from your use of the Services or visit to our Websites and sharing this information with third parties to improve our Services. This might also include sharing your information or the information you provide us about your Subscribers with third parties in order to provide and support our Services or to make certain features of the Services available to you. When we do have to share Personal Information with third parties, we take steps to protect your information by requiring these third parties to enter into a contract with us that requires them to use the Personal Information we transfer to them in a manner that is consistent with this policy.
7. Data Collected for and by our Users
As you use our Services, you may import into our system Personal Information you have collected from your Subscribers or other individuals. We have no direct relationship with your Subscribers or any person other than you, and for that reason, you are responsible for making sure you have the appropriate permission for us to collect and process information about those individuals.
We will retain Personal Information we process on behalf of our Administrator Users for as long as needed to provide our Services or to comply with our legal obligations, resolve disputes, prevent abuse, and enforce our agreements.
8. Third Parties
We may disclose Personal Information to the following types of third parties for the purposes described in this policy:
(a) Service Providers. Sometimes, we share your information with our third party Service Providers, who help us provide and support our Services. For example, if it is necessary to provide you something you have requested (like enable a feature such as Employee Profiles), then we may share your and/or your Subscribers’ Personal Information with a Service Provider for that purpose. Just like with the other third parties we work with, these third party Service Providers enter into a contract that requires them to use your Personal Information only for the provision of services to us and in a manner that is consistent with this policy. Examples of Service Providers include payment processors, hosting services and content delivery services.
13. Notice of Breach of Security
If a security breach causes an unauthorized intrusion into our system that materially affects you or people you employ, then Loop HR will notify you as soon as possible and later report the action we took in response.
14. Safeguarding Your Information
We take reasonable and appropriate measures to protect Personal Information from loss, misuse and unauthorized access, disclosure, alteration and destruction, taking into account the risks involved in the processing and the nature of the Personal Information.
Our credit card processing vendor uses security measures to protect your information both during the transaction and after it is complete. Our vendor is certified as compliant with authorised as an electronic money institute by the U.K. Financial Conduct Authority (reference number: 900461) to issue electronic money, enable cash placement and cash withdrawal services on payment accounts, execute payment transactions, make money remittances, and acquire payment transactions (the “Authorised Payment Services”). You authorise SPUKL to perform the Authorised Payment Services in connection with your use of the Services and in connection with the payment methods and services provided to you by other Financial Services Providers. If you have any questions about the security of your Personal Information, you may contact us via our contact form.
Loop HR accounts require a username and password to log in. You must keep your username and password secure, and never disclose it to a third party. Because the information in your Loop HR account is so sensitive, account passwords are encrypted, which means we cannot see your passwords. We cannot resend forgotten passwords either. We will only reset them.
18. Accuracy and Retention of Data
We do our best to keep your data accurate and up to date, to the extent that you provide us with the information we need to do so. If your data changes (for example, if you have a new email address), then you are responsible for notifying us of those changes. Upon request, we will provide you with information about whether we hold, or process on behalf of a third party, any of your Personal Information. We will retain your information for as long as your account is active or as long as needed to provide you with our Services. We may also retain and use your information in order to comply with our legal obligations, resolve disputes, prevent abuse, and enforce our Agreements.
We will give an individual, either you or a Subscriber, access to any Personal Information we hold about them within 30 days of any request for that information. Individuals may request to access, correct, amend or delete information we hold about them by contacting us here. Unless it is prohibited by law, we will remove any Personal Information about an individual, either you or a Subscriber, from our servers at your or their request. There is no charge for an individual to access or update their Personal Information.