Privacy Policy

Effective from 22 May 2026

Introduction

This Privacy Policy sets out how Semaloop uses and protects your personal data.

  1. Important information and who we are

    Privacy Policy

    This Privacy Policy gives you information about how Semaloop Ltd collects and uses your personal data through your use of our:

    The Platform is not intended for children and we do not knowingly collect data relating to children.

    Semaloop is the controller

    Semaloop Ltd is the controller and responsible for your personal data (collectively referred to as "Semaloop", "we", "us" or "our" in this Privacy Policy).

  1. The types of personal data we collect about you

    Personal data means any information about an individual from which that person can be identified.

    We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

    • Identity Data: first name and last name.
    • Contact Data: email address (work).
    • Technical Data: your login data, browser type and version, time zone setting and location, operating system and platform, device ID and other technology on the devices you use to access the Website and Platform.
    • Profile Data: your username and password.
    • Usage Data: information about how you interact with and use our Website and Platform.
    • Communications Data: your communication preferences.
  1. How is your personal data collected?

    We use different methods to collect data from and about you including through:

    • Registration. We collect your Identity, Contact and Profile data when you register for a Platform account with us.
    • Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by phone, email, online chat or otherwise. This includes your Contact, Identity and Communications Data when you give us feedback or contact us and if the communication relates to an error or problem you are having with the Website or Platform, we will also collect Technical and Usage Data for diagnosis and improvement.
    • Automated technologies or interactions. As you interact with our Website and Platform, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. Please see our Cookie Policy for further details.
  1. How we use your personal data

    Legal basis

    The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

    • Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.
    • Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
    • Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.
    • Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose.

    Purposes for which we will use your personal data

    We have set out below, in a table format, a description of all the ways we plan to use the various categories of your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

    Purpose/Use

    Type of data

    Legal basis

    To register you as a new Platform user

    Identity Data

    Contact Data

    Profile Data

    Necessary for our legitimate interests (to provide you with the Platform and ensure the security of the Platform)

    To provide you with ongoing access to the Platform

    Profile Data

    Necessary for our legitimate interests (to provide you with the Platform at your request and ensure the ongoing security of the Platform)

    To manage our relationship with you which will include:

    • notifying you about changes to our terms or Privacy Policy
    • dealing with your requests, complaints and queries

    Identity Data

    Contact Data

    Profile Data

    Marketing and Communications
    1. Necessary to comply with a legal obligation (to inform you of changes to this Privacy Policy)
    2. Necessary for our legitimate interests (to keep our records updated and manage our relationship with you)

    To administer and protect our business, Website and Platform (including troubleshooting, data analysis, testing, system maintenance, applying security measures, support, reporting and hosting of data)

    Identity Data

    Contact Data

    Profile Data

    Technical Data

    Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud)

    To use data analytics to improve our Website, Platform and other products/services, customer relationships and experiences and to measure the effectiveness of our communications and marketing

    Technical Data

    Usage Data

    Necessary for our legitimate interests (to define types of customers for our products and services, to keep our Website/Platform updated and relevant, to develop our business and to inform our marketing strategy)

    To comply with our other legal obligations, including compliance with tax legislation, judicial, law enforcement and government authorities' requests

    All personal data under this Privacy Policy

    Legal obligation

    Cookies

    For more information about the cookies we use and how to change your cookie preferences, please see our Cookie Policy.

  1. Disclosures of your personal data

    We may share your personal data where necessary with the external third parties set out below for the purposes set out in the table Purposes for which we will use your personal data above:

    • Service providers acting as processors based in the UK, EU or USA who provide IT and system administration services (including Cloudflare), hosting services for our Website and Platform (including Google Cloud), customer service support (including HubSpot), email delivery and administration, and data storage and analysis.
    • Our professional advisors acting as controllers based in the UK including lawyers, auditors, insurers, and consultants who provide legal, accounting, insurance and other services.
    • Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this Privacy Policy.

    We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

  1. International transfers

    We may transfer your personal data to service providers that carry out certain functions on our behalf. This may involve transferring personal data outside the UK to countries which have laws that do not provide the same level of data protection as the UK law.

    Whenever we transfer your personal data out of the UK to service providers, we ensure a similar degree of protection is afforded to it by ensuring that the following safeguards are in place:

    • We will only transfer your personal data to countries that have been deemed by the UK to provide an adequate level of protection for personal data.
    • We may use specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK, namely the International Data Transfer Agreement or The International Data Transfer Addendum to the European Commission's standard contractual clauses for international data transfers. To obtain a copy of these contractual safeguards, please contact us at privacy@semaloop.com.
  1. Data security

    We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

    We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

  1. Data retention

    How long will you use my personal data for?

    We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

    To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

    By law we have to keep basic information about our customers (including Contact and Identity Data) for six years after they cease being customers for tax purposes.

  1. Your legal rights

    You have a number of rights under data protection laws in relation to your personal data.

    You have the right to:

    • Request access to your personal data (commonly known as a "subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
    • Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
    • Request erasure of your personal data in certain circumstances. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
    • Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object.
    • Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
    • Withdraw consent at any time where we are relying on consent to process your personal data (see the table in section 4 for details of when we rely on your consent as the legal basis for using your data). However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
    • Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of the following scenarios:
      • if you want us to establish the data's accuracy;
      • where our use of the data is unlawful but you do not want us to erase it;
      • where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or
      • you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

    If you wish to exercise any of the rights set out above, please contact us privacy@semaloop.com.

    No fee usually required

    You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

    What we may need from you

    We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

    Time limit to respond

    We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

  1. Contact details

    If you have any questions about this Privacy Policy or about the use of your personal data or you want to exercise your privacy rights, please contact us in the following ways:

    • Email address: privacy@semaloop.com
    • Postal address: Semaloop Ltd, 71-75 Shelton Street, Covent Garden, London WC2H 9JQ
  1. Complaints

    You have the right to make a complaint to the Information Commissioner's Office ("ICO"), the UK regulator for data protection issues (www.ico.org.uk). However, before doing so please make sure you have first made your complaint to us or asked us for clarification if there is something you do not understand. The ICO will expect you to have done this before reviewing your complaint. You can lodge a complaint by emailing us at privacy@semaloop.com.

  1. Changes to the Privacy Policy and your duty to inform us of changes

    We keep our Privacy Policy under regular review.

    It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us, for example a new address or email address. Please contact us at privacy@semaloop.com to update your details.

  1. Third-party links

    The Website and Platform may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our Website or Platform, we encourage you to read the privacy policy of every website you visit.