Loopsuite is a trading name of Trovelogic Ltd, a company registered in England and Wales.
We are the data controller for the personal data we collect about our customers. Where our customers use Loopsuite to contact third-party leads, we act as a data processor on behalf of our customers, who are the controllers of that outreach.
This policy explains how we collect, use, store, and protect personal data when you:
It also explains the rights of individuals whose publicly available business contact information is found through our LoopGen (lead generation) feature.
When you sign up, we collect:
During onboarding and ongoing use, we collect and analyse:
If you connect your company WhatsApp number to Loopsuite, we collect and process:
Important: Loopsuite does not access your personal WhatsApp messages. We only process messages sent or received through the business WhatsApp connection you explicitly set up.
All conversations with your AI teammate (Loopi) are stored to provide context and continuity across sessions, improve responses based on your preferences, and maintain a record of instructions and decisions.
We track how you use the platform, including features used, content generated, LoopGen (lead generation) activity, and subscription events.
When you use our LoopGen (lead generation) feature, we find potential business contacts on your behalf by searching the public web. We collect:
Important: We find this information exclusively through web search. We do not scrape LinkedIn or social media, scrape directories or databases, purchase data lists, access private databases, or collect personal (non-business) contact information.
We use Stripe to process all payments. We never see, handle, or store your full card details. Stripe provides us with last four digits of your card, card expiry date, billing address, and Stripe customer identifiers.
We automatically collect IP address, browser type and version, device information, pages visited, and referring website.
We use minimal cookies: authentication tokens (essential) and preferences (functional). We do not use advertising or third-party tracking cookies.
| Purpose | Data used | Legal basis (GDPR) |
|---|---|---|
| Provide the Service | Account info, business data, conversations | Contract performance (Art. 6(1)(b)) |
| Process payments | Account info, payment data | Contract performance (Art. 6(1)(b)) |
| Generate leads | Business profile, target criteria | Legitimate interest (Art. 6(1)(f)) |
| Send outreach emails | Lead data, email content | Legitimate interest (Art. 6(1)(f)) |
| Post to social media | Business profile, social connections | Contract performance; OAuth consent |
| Send WhatsApp messages | Contact phone numbers, message content, WhatsApp connection | Contract performance (Art. 6(1)(b)); your instruction as controller |
| Manage your ads | Business profile, ad account connections | Contract performance; OAuth consent |
| Improve the Service | Usage data, aggregated analytics | Legitimate interest (Art. 6(1)(f)) |
| Prevent fraud | Account info, technical data | Legitimate interest (Art. 6(1)(f)) |
| Legal obligations | Account and billing records | Legal obligation (Art. 6(1)(c)) |
Loopsuite uses artificial intelligence to power your AI teammate (Loopi), analyse your business, generate content, find and research leads, optimise advertising, and provide business insights.
Your chat messages and business context are sent to AI models for processing. Each customer has an isolated AI container — your data is never mixed with other customers' data. AI providers process data under their data processing terms and do not use your data to train their models.
We do not use AI to make decisions that produce legal effects or similarly significantly affect you.
All outreach emails are sent from your business identity, contain a clear unsubscribe link, are professional and introductory, are limited in volume, respect opt-out requests immediately, and include your business details.
Legal basis: For UK/EU recipients, we rely on legitimate interest for B2B communications. For US recipients, emails comply with CAN-SPAM. For Canadian recipients, we rely on the implied consent exception for publicly available business information.
Your responsibilities: When using LoopGen (lead generation), you are the data controller for the leads found and contacted. Loopsuite acts as your data processor.
If you connect your company WhatsApp number to Loopsuite, your AI teammate can send and receive WhatsApp messages on your behalf. This includes:
How it works: Messages are sent from your company WhatsApp number, not from a Loopsuite number. Recipients see your business name and number as the sender.
Data processed: We process the recipient's phone number, message content, delivery status, and read receipts. This data is stored within your isolated Loopsuite account.
Your responsibilities: You are the data controller for WhatsApp messages sent via Loopsuite. You are responsible for ensuring you have appropriate consent or legal basis to contact recipients. Loopsuite acts as your data processor. You must comply with WhatsApp's terms of service and applicable messaging regulations (UK PECR, EU ePrivacy Directive).
Opt-out: If a recipient asks to stop receiving messages, we will mark them and prevent further WhatsApp outreach. You can disconnect your WhatsApp Business connection at any time by asking your AI teammate or contacting support.
| Provider | Purpose | Location |
|---|---|---|
| Stripe | Payment processing | USA (EU-US DPF) |
| Google (Gemini API) | AI processing | USA (EU-US DPF) |
| Supabase | Database hosting | EU/USA |
| Fly.io | AI container hosting | Multiple regions |
| Mailgun | Email delivery | USA/EU |
| Meta (WhatsApp) | WhatsApp Business messaging | USA/EU (EU-US DPF) |
Social media and advertising platforms are only involved when you explicitly connect your accounts. We do not sell your personal data to anyone.
Where personal data is transferred internationally, we rely on the UK/EU-US Data Privacy Framework, Standard Contractual Clauses (SCCs), and adequacy decisions as appropriate.
| Data type | Retention period |
|---|---|
| Account and business profile | Duration of account + 30 days |
| Chat conversations | Duration of account + 30 days |
| Lead data | Duration of account; deleted on closure |
| Email outreach records | Duration of account + 6 months |
| WhatsApp message records | Duration of account; deleted on closure |
| Opt-out/unsubscribe lists | Indefinitely (for compliance) |
| Payment/billing records | 7 years (UK tax requirements) |
| Technical/server logs | 90 days |
You have the right to: access, rectification, erasure, restriction, portability, object to processing, withdraw consent, and lodge a complaint with the ICO.
To exercise any of these rights, contact us at [email protected]. We will respond within one month.
Rights of lead recipients: If your business contact information has been found through our LoopGen (lead generation) service, you can opt out, request deletion, or request to know what data we hold.
Loopsuite is a business tool and is not intended for use by anyone under 18. We do not knowingly collect data from children.
| Cookie | Purpose | Type | Duration |
|---|---|---|---|
| Authentication token | Keeps you logged in | Essential | Session / 30 days |
| Preferences | Remembers settings | Functional | 1 year |
We do not currently use any third-party advertising or tracking cookies. If we introduce analytics cookies in the future, we will update this policy and implement a cookie consent banner.
If you are a California resident, you have additional rights: right to know, right to delete, right to correct, right to opt out of sale/sharing. We do not sell or share your personal information.
You may lodge a complaint with the UK Information Commissioner's Office (ICO):
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113
https://ico.org.uk
If you connect your Google Workspace account to Loopsuite, the following applies to how we access and handle your Google user data:
| Google Service | Access Level | How We Use It |
|---|---|---|
| Google Calendar | Read & Write | Loopsuite syncs marketing campaign milestones, content deadlines, and publication dates with your Google Calendar. We create, update, and remove calendar events on your behalf. We also read your calendar to detect scheduling conflicts and suggest optimal content times. |
| Google Docs | Read-only | You can select a Google Doc to import as a draft blog post, email newsletter, or content brief within Loopsuite. Your AI teammate Loopi can analyse a selected document to suggest headlines, social media excerpts, and SEO improvements. We only read documents you explicitly select — we do not scan or index all documents. |
| Google Contacts | Read-only | You can import contacts into Loopsuite's CRM to use as recipients for email campaigns, outreach, or lead nurturing workflows. We use contact data (name, email, company, job title) to segment audiences for targeted campaigns. |
| Google Sheets | Read & Write | You can import marketing data from Sheets (e.g., product catalogues, lead lists, content calendars) and export campaign performance reports and analytics summaries back to Sheets for sharing with your team. |
You can disconnect your Google account at any time from your Loopsuite settings. You can also revoke access directly from your Google Account permissions page. Upon disconnection, we stop accessing your Google data. Previously imported data (e.g., contacts imported into your CRM) remains in your Loopsuite account until you delete it or close your account.
Loopsuite's use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
If you connect your company WhatsApp number to Loopsuite, the following applies to how we access and handle your WhatsApp data:
| Capability | Access Level | How We Use It |
|---|---|---|
| Send messages | Write | Send appointment reminders, review requests, follow-up messages, and customer support replies from your business WhatsApp number on your instruction. |
| Receive messages | Read | Receive and process incoming WhatsApp messages to your business number so your AI teammate can respond appropriately. |
| Contact history | Read | Search your WhatsApp message history to provide context for customer conversations and support enquiries. |
You can disconnect your WhatsApp Business connection at any time by asking your AI teammate or contacting [email protected]. Upon disconnection, we stop accessing your WhatsApp account. Message records remain in your Loopsuite account until you delete them or close your account.
When using WhatsApp Business through Loopsuite:
We may update this policy from time to time. Material changes will be communicated via email and/or in-app notification.
For any questions about this privacy policy or your personal data: