Privacy Policy

Jones Innovation Group Limited ("we", "our", "us") respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how LoomHQ collects, uses, stores and protects personal data when you use the LoomHQ platform.

By using LoomHQ, you agree to the practices described in this Privacy Policy.

LoomHQ is operated by:

Depending on how you use LoomHQ, we may collect:

Account Information

• Name and Display Name
• Job Title
• Email Address
• Profile Photograph
• Organisation
• User Role

Authentication Information

• Password (encrypted)
• Login history
• Verification codes
• Session information

Platform Activity

• Audit Trail entries
• Changes made within projects
• Tasks completed
• Risks, Issues, Changes and Decisions recorded
• Governance activity
• Comments and notifications

Technical Information

• IP address
• Browser type and version
• Device information
• Access timestamps

Organisation Registration Data

• Organisation name and description
• Industry and size
• Website
• Primary contact details

We use your information to:

• Provide and operate the LoomHQ platform
• Authenticate and secure your account
• Enable collaboration within your organisation
• Maintain audit trails for governance and compliance purposes
• Send service notifications, updates, and invitations
• Provide customer support
• Improve platform performance and user experience
• Comply with legal obligations

We process your personal data on the following legal grounds:

• Contract: Processing necessary to provide the LoomHQ service you have agreed to use.
• Legitimate Interests: To maintain platform security, improve our services, and prevent fraud.
• Legal Obligation: Where we are required to process data to comply with applicable law.
• Consent: Where you have explicitly provided consent, such as for optional communications.

We do not sell your personal data.

We may share your data with:

• Service Providers: Third-party providers who help us operate the platform (e.g. hosting, email delivery), bound by data processing agreements.
• Your Organisation: Administrators within your organisation can view and manage user accounts and activity within their workspace.
• Legal Authorities: Where required by law, court order, or to protect our legal rights.

We will never share your personal data with third parties for marketing purposes without your explicit consent.

We retain personal data for as long as necessary to provide the service and fulfil the purposes described in this Policy.

• Active account data is retained while your account remains open.
• Audit log data may be retained for extended periods to meet governance and compliance requirements.
• On account or organisation deletion, personal data is removed in accordance with our data retention schedule, subject to any legal obligations to retain records.

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

• Encrypted data transmission (TLS/HTTPS)
• Encrypted password storage
• Role-based access controls
• Regular security reviews
• Audit logging of all data access and changes

No system is completely secure. If you believe your account has been compromised, please notify your organisation administrator immediately.

Under applicable data protection law (including UK GDPR), you have the right to:

• Access the personal data we hold about you.
• Rectify inaccurate or incomplete personal data.
• Erase your personal data in certain circumstances.
• Restrict processing of your personal data.
• Data portability — receive your data in a structured, machine-readable format.
• Object to processing based on legitimate interests.
• Withdraw consent at any time, where processing is based on consent.

To exercise any of these rights, please contact us at support@loomhq.io.

LoomHQ uses essential cookies and session tokens to operate the platform and maintain your login session.

We do not use third-party advertising or tracking cookies.

LoomHQ operates primarily within the United Kingdom. If data is transferred outside the UK or EEA, we ensure appropriate safeguards are in place in accordance with applicable data protection law.

LoomHQ is intended for professional use by organisations and is not directed at individuals under the age of 18. We do not knowingly collect personal data from children.

We may update this Privacy Policy from time to time. We will notify users of material changes via email or in-Platform notification.

The effective date at the top of this page will always reflect the most recent version.

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:

You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.