Checkout Loom privacy policy: how we collect, use, share and protect your personal data
Checkout Loom privacy policy, written in plain English first with the legal detail underneath: it explains what personal data we collect when you visit this site, send a message or buy a build, why we collect it, who can see it, how long we keep it under our ecommerce automation privacy rules and how you can see, correct, export or delete it, wherever in the world you live.
Six things worth knowing before you read the detail. Every section below also opens with its own one-sentence summary, so you can see the point before the legal wording.
We collect only what we need
Contact and order details, the files and access you share for a build, messages you send and basic technical data that keeps the site working and safe. Card numbers go to our payment processors and never reach us.
We never sell your data
We do not sell personal information, we do not share it with advertisers and we do not build advertising profiles. Providers that help us run the business receive only what they need.
We never train AI on client data
Product data, customer records, messages and files from your store are used only for your project. They are not used to train any artificial intelligence model.
We keep it for a stated time
Every category of data has a retention period. Form messages go after twenty-four months and project files ninety days after a project closes, or sooner when you ask.
You stay in control
You can ask to see, correct, export, restrict or delete your data, or to object to a use, wherever you live. We answer within thirty days and explain any limit.
Shopper data has its own terms
When we work inside your store we process your shoppers’ data on your instructions. That work is governed by our data processing agreement.
The policy
Checkout Loom privacy policy, section by section
Use the contents list to jump to any section of the privacy policy. Each section starts with a one-sentence summary in plain words, followed by the legal detail underneath.
Last updated: 14 October 202616 sectionsPlain-English summary on every section
Privacy policy contents
01Who we are and what this policy covers
This policy explains how Checkout Loom handles personal data collected through this website, our forms and the builds we deliver.
Checkout Loom builds done-for-you AI automation for online stores. In this policy, “we”, “us” and “our” mean Checkout Loom, and “you” means anyone who visits this site, sends us a message, asks for a quote or buys one of our builds.
This policy covers the personal data we handle for our own purposes: running this website, answering questions, preparing quotes, taking payment and delivering work. It does not cover your own store or the shoppers who buy from it. When we work inside your store we usually act as a processor for you, and our commitments in that role are set out in the data processing agreement.
We apply the same standard to everyone, wherever they live. Some countries and US states give specific rights by law, and the sections below say how those rights are met. Where a law gives you a stronger right than this policy does, the law applies.
02The information we collect
We collect what you give us, what we need to take payment and deliver work, and a small amount of technical data about how the site is used.
Category
What it includes
Why we collect it
Contact and enquiry details
Your name, email address, role, country, time zone, store address, topic and the message you write, plus any file you attach to a form.
To read your message, answer it and prepare an accurate quote.
Order and payment records
The service, plan and options you buy, the amount paid, the date, the payment status and the brand and last four digits of the card or wallet when our payment processor shares them. We never see or store full card numbers.
To fulfil your order, issue receipts, keep tax and accounting records and handle disputes or refunds.
Project information
Briefs, exports, screenshots, field mappings, messages, revisions and milestones, plus the store and tool access you grant through your client portal.
To design, build, test and hand over the automation you ordered.
Messages and support history
The questions you ask, our replies and the decisions agreed in writing during a project.
To keep a clear record, avoid misunderstandings and support you after launch.
Technical data
Your IP address, browser type, device, pages viewed, time of visit, referring page and security and error logs.
To keep the site working, prevent abuse and understand which pages are useful.
Marketing preferences
Whether you asked for updates or guides and the address they go to.
To send what you asked for and to stop when you tell us to.
We do not ask you to send passwords, API keys or full card numbers in a form, a message or an email. Store access is granted through your client portal with the narrowest permissions a job needs, and you can revoke it at any time. The security and access practices page explains how we handle access and secrets.
Most of what we collect comes from you. Some comes from our payment processor, which tells us whether a payment succeeded, and some is collected automatically by the server that delivers this site. We do not buy personal data from data brokers and we do not combine what you tell us with outside profiles.
03Why we use your information
We use your details to answer you, deliver your build, take payment, keep the site safe and meet our legal duties, and never to build advertising profiles.
Reply to messages and quote requests, because you asked us to.
Deliver the build you bought, using your project information and store access for that purpose only.
Take payment and keep records, issue receipts and handle refunds under our payment terms and refund policy.
Protect the site, your project and your accounts from spam, abuse and unauthorised access.
Improve our pages and guides using aggregated, non-advertising usage data rather than individual profiles.
Meet legal duties, such as tax and accounting records and replies to lawful requests from authorities.
We use AI language models to draft copy, replies and rules inside the builds we deliver. We give those models only the facts a task needs, our team reviews what they produce before delivery, and the providers are not allowed to use that content for their own purposes. We do not use client data, files or messages to train artificial intelligence models.
If we ever want to use personal data for a purpose that is materially different from the ones above, we will tell you first and, where the law requires it, ask for your consent.
04Legal bases for processing
If you are in the European Economic Area, the United Kingdom or Switzerland, we rely on contract, legitimate interests, legal obligation and, where required, your consent.
Purpose
Legal basis under the GDPR and UK GDPR
Answering enquiries and preparing quotes
Steps taken at your request before a contract, and our legitimate interest in running a business and replying to people who contact us.
Delivering a build you ordered
Performance of a contract with you.
Payments, tax and accounting
Performance of a contract and compliance with legal obligations.
Site security and spam prevention
Our legitimate interest in protecting our systems, our clients and our visitors.
Aggregate analytics
Our legitimate interest in understanding and improving the site, or your consent where local law requires it first.
Marketing messages you asked for
Your consent, which you can withdraw at any time without affecting what happened before.
Where we rely on legitimate interests, we weigh them against your rights and expectations. You can object to processing based on legitimate interests at any time, and we will stop unless we have a compelling reason that overrides your interests or we need the data to defend a legal claim.
05How long we keep it
Each kind of data has a stated personal data retention period, and we delete it when that period ends or when you ask, unless the law requires us to keep a record.
Data
How long we keep it
Form messages and quote requests
Twenty-four months after the last reply, then deleted.
Project files and working copies
Removed ninety days after a project closes, or sooner when you ask.
Store access and credentials
Used only while your project is active. Access is revoked within five working days of project close, and your own accounts keep the keys.
Order, payment and invoice records
For as long as tax and accounting rules require, which is usually about seven years.
Server and security logs
Up to twelve months.
Analytics data
Kept in aggregated form for up to twenty-six months.
Marketing preferences
Until you unsubscribe or ask us to remove them.
We may keep limited information for longer when it is needed to resolve a dispute, enforce an agreement or meet a legal obligation. When that happens we keep only what is necessary and tell you what we keep and why if you ask.
06Who we share it with
We share data only with the providers that help us run Checkout Loom, with advisers where needed and with authorities when the law requires it, and we never sell it.
Each provider receives only what it needs for its task and is bound to protect it:
Payment processors that take card and wallet payments under their own privacy policies.
Hosting and storage providers that run this site and keep project files in private storage.
Email delivery and helpdesk tools that send our messages and keep our written conversations.
Analytics tools that measure site usage in aggregate, as described in the cookie policy.
AI model providers used to draft copy, replies and rules inside your build, under terms that do not allow them to train on your content.
Professional advisers, such as accountants and lawyers, under confidentiality.
Authorities, when a law, court order or valid request requires it, or to protect the rights and safety of our clients and our team.
We do not sell personal information, we do not share it for cross-context behavioural advertising and we do not allow providers to use it for their own marketing. If a provider changes in a way that affects your data, we update this page.
07Where your data is processed
We work with clients worldwide and our providers operate in several countries, so we use safeguards that travel with the data.
Checkout Loom serves clients around the world, so personal data may be processed in your country and in other countries where our providers operate. When we transfer personal data from the European Economic Area, the United Kingdom or Switzerland to a country without an adequacy decision, we rely on approved safeguards such as the European Commission’s Standard Contractual Clauses and the UK addendum, and on our providers’ own transfer mechanisms.
You can ask us which providers handle your data and which safeguard applies to each, and we will tell you in writing.
08Security
We protect your data with encrypted connections, private storage, least-access permissions and a documented process for incidents.
We use encrypted connections, private file storage, strong access controls, activity logging and separate access for each project. Every team member follows the practices on the security and access practices page, and access to your accounts is limited to the permissions a job needs.
No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If we learn of a breach that affects your data, we tell you promptly, explain what happened and what to do, and notify regulators where the law requires it.
09Your rights and choices
You can ask to see, correct, export, restrict or delete your data and to object to certain uses, and we answer within thirty days.
Depending on where you live, you may have the right to:
access the personal data we hold about you and receive a copy;
correct anything that is wrong or out of date;
delete your data, subject to the legal exceptions described in this policy;
restrict or object to certain processing, including processing based on legitimate interests;
receive your data in a portable format;
withdraw any consent you gave, at any time;
not be treated worse for using a privacy right; and
complain to your local data protection authority.
To use a right, send a message through the contact form and say what you want. We may ask for details that let us confirm it is you, and we answer within thirty days, or within forty-five days where a US state law allows an extension. If you use an authorised agent, tell us in the request. We do not charge a fee unless a request is clearly excessive.
If we cannot do what you ask, we explain why and tell you about any route of appeal that applies where you live.
10US state privacy notices
We do not sell personal information or share it for advertising, and residents of California and other US states keep the same rights described above.
In the twelve months before the date above, we have not sold personal information or shared it for cross-context behavioural advertising, and we do not knowingly sell or share the personal information of anyone under sixteen. The categories of personal information we collect are listed in section 2, and the business purposes for which we use them are listed in section 3.
Residents of California, Colorado, Connecticut, Virginia, Utah and other states with comparable laws can use the rights in section 9. If we receive a Global Privacy Control signal we treat it as a request to opt out of sale and sharing, although there is nothing to opt out of in practice because we do neither.
11Marketing messages
We send marketing only if you asked for it, and every message has a clear way to stop.
If you ask for updates or tick a marketing box, we may send occasional emails about new services or guides. Every message includes an unsubscribe link, and we stop as soon as you use it. Service messages about your own order or project are different, and we still send those because they are part of delivering what you bought.
We do not buy mailing lists and we do not send marketing to people who have not asked for it.
12Cookies and similar technologies
We use a small number of cookies, mostly essential ones, and the cookie policy lists each one.
We do not use advertising or cross-site tracking cookies. What this site stores in your browser, why, for how long and how to control it is set out in the cookie policy.
13Automated decisions
No decision about you is made by a machine alone, and our spam checks look at technical signals, not at who you are.
We do not make decisions that have legal or similarly significant effects on you by automated means alone. Our forms use automated checks, such as hidden fields, timing and rate limits, only to block automated abuse. A person reads every genuine message and makes every decision about your order.
14Children
This site and our services are for businesses, not for children.
Checkout Loom is directed at business owners and working professionals. We do not knowingly collect personal data from anyone under sixteen. If you believe a child has sent us information, tell us through the contact form and we will delete it.
15Changes to this policy
When we change this policy in a way that matters, we say so clearly on this page and, where we can, tell you directly.
We update this policy when our practices, providers or the law change. The version on this page is always the current one, and the date at the top shows when it last changed. If a change materially affects how we use personal data you have already given us, we take reasonable steps to tell you, and where we have your email address we write to you.
16Contact and complaints
Ask us first and we will try to put things right, and you can always go to your data protection authority.
For any question about this policy or your personal data, use the contact form. A person reads every message and replies within one working day. If you are not satisfied with our answer, you have the right to complain to your local supervisory authority, such as the Information Commissioner’s Office in the United Kingdom or your national data protection authority in the European Economic Area. We would always like the chance to put things right first.
Our commitments
Six commitments behind this privacy policy
A policy is only as good as the habits behind it. These are the habits we hold ourselves to every day.
We say what we collect
Every category of data we collect is listed in this policy together with the reason for collecting it, and we do not quietly add new ones.
We keep data private
Project files sit in private storage, access is limited to the people who need it and every permission we ask for is the narrowest one that lets a job work.
We delete on schedule
Retention periods are real. Project files are removed ninety days after a project closes, and form messages are removed after twenty-four months.
We never train AI on your data
Your products, customers and messages are used for your project and nothing else, and the AI providers we use are not allowed to learn from them.
We answer in writing
Every privacy request is handled by a person and answered in writing, so there is a clear record of what you asked and what we did.
We tell you when things change
When this policy changes in a way that matters, we update the date, explain the change and write to you where we have your address.
Your requests
How a privacy request works, step by step
Asking to see, correct or delete your data should be simple, so this is exactly what happens from the moment you write to us.
Step
What happens
How long it takes
1. You write to us
Send a message through the contact form and say what you want: a copy of your data, a correction, a deletion, a restriction or an objection.
Whenever you like.
2. We confirm it is you
We may ask for one or two details that let us match the request to the right person, so that nobody can obtain your data by pretending to be you.
Within one working day.
3. We find the data
We search our messages, order records, project files and logs for everything linked to you, including data held by our providers on our behalf.
Usually within ten days.
4. We act on it
We send the copy, make the correction, delete the data or stop the processing, and we tell you if a legal duty means we must keep something.
Within thirty days of your request.
5. We confirm in writing
You receive a written reply that says what we did, what we kept and why, and how to complain if you are not satisfied.
When the work is done.
If your request is complicated, or you send several at once, we may need more time. When that happens we tell you within the first thirty days, explain why and say when you can expect the answer.
Our providers
Which kinds of provider see which data
We use a small number of providers, and each one sees only what its job needs, as this table shows.
Kind of provider
What it can see
Why it needs it
Payment processor
Your payment details, the amount and the payment status.
To take payment, issue receipts and process refunds.
Hosting and storage
Site traffic data and the project files you send.
To run this site and keep files in private storage.
Email and helpdesk tools
Your name, address and the messages we exchange.
To send and keep our written conversations.
Analytics tool
Aggregated usage data about pages viewed.
To learn which pages are useful, without profiling individuals.
AI model providers
Only the facts a drafting task needs, never your full records.
To draft copy, replies and rules inside your build.
Accountants and advisers
Order and payment records.
To meet tax and accounting duties.
We review our providers regularly, remove any we no longer need and update this page when a change would matter to you.
In practice
Privacy in practice: six everyday situations
Policies make more sense when you see them at work, so here are six real situations and what we do with your data in each.
Situation
What we do with your data
You send a question and never buy
We reply, keep the conversation for twenty-four months in case you come back, then delete it. We do not add you to a marketing list.
You buy a build
We keep your order record for tax purposes, use your project information only to deliver the work and remove your project files ninety days after the project closes.
You send us a file with customer data in it
We ask you to remove anything that is not needed, store the file privately, use it only for your project and delete it on the schedule above.
You ask us to delete everything
We delete what we can, keep only the order records that tax law requires and write to tell you exactly what remains and why.
You unsubscribe from updates
We stop sending marketing straight away and keep only the fact that you unsubscribed so that we do not write to you again.
You change your mind about a request
Tell us in writing, and if we have not yet acted we stop, while if we have acted we explain what can and cannot be undone.
Inside your store
What happens to shopper data when we build inside your store
Most of the personal data we touch belongs to your shoppers, not to you or to us, and it is handled under different rules from the ones above.
When we build an automation for your store, such as order status messages, support replies or cart recovery, the workflow may read information about your shoppers: names, email addresses, order contents, delivery addresses and conversation history. For that data, you decide why and how it is used, and we act on your instructions. In data protection language you are the controller and we are the processor.
We read only what a job needs: An order status workflow needs the order, the carrier events and a contact address. It does not need a shopper’s full purchase history, so it does not read it.
We work inside your accounts: Shopper data stays in your store, your email platform and your helpdesk. We do not copy it into our own systems or exports.
We keep test data minimal: When we test a workflow we use the smallest set of real records that proves it works, and we remove working copies when the project closes.
We help you meet your own duties: If a shopper asks you to delete their data, the workflows we built can be told to stop using it, and the handover guide explains how.
We tell you about incidents: If we learn that shopper data in a project was exposed, we tell you without delay and help you decide what to say to the people affected.
The data processing agreement sets out these commitments in detail, including the list of providers we may use and the way we handle requests that come from your shoppers.
Plain-language terms
Words used in this policy, explained
Privacy law uses terms that are easy to misread, so here is what each of them means in this policy.
Term
What it means here
Personal data
Any information that relates to an identifiable person, such as a name, an email address, an order history or an IP address.
Controller
The organisation that decides why and how personal data is used. For the data in this policy, that is Checkout Loom.
Processor
An organisation that handles personal data on behalf of a controller. In your store, Checkout Loom is your processor.
Processing
Anything done with personal data, including collecting, storing, reading, changing, sharing and deleting it.
Legitimate interests
A lawful reason to process data that is necessary for a genuine business purpose and does not override the rights of the person concerned.
Standard Contractual Clauses
Model contract terms approved by the European Commission to protect personal data when it is sent outside the European Economic Area.
Retention period
How long we keep a category of data before we delete it.
Supervisory authority
The public body in your country that enforces data protection law and hears complaints.
Questions
Common questions about this privacy policy
Twelve short answers to the questions people ask about their data most often. If yours is missing, write to us through the contact form and a person will answer within one working day.
Do you sell my personal data?
No, we do not sell personal data, we do not share it with advertisers and we do not build advertising profiles. We share data only with the providers that help us deliver your project and run this site.
Do you store my card details?
No, payments are handled by our payment processor. We receive the payment status, the amount and sometimes the brand and last four digits of the card, but never the full number.
Will you use my files or my customers’ data to train AI?
No, client data, files and messages are used only to deliver your project, and the AI providers we use are not allowed to use that content to train their models.
How do I ask you to delete my data?
Send a message through the contact form, say what you want removed and we will confirm who you are and act within thirty days, unless a legal duty means we must keep a record.
How long do you keep the files I send?
Project files are removed ninety days after a project closes, or sooner when you ask. Access to your accounts is revoked within five working days of the project closing.
How long do you keep form messages?
Twenty-four months after the last reply, after which they are deleted.
Does this policy cover my shoppers’ data?
Shopper data we handle inside your store is covered by the data processing agreement, because you remain responsible for it and we process it on your instructions.
Do you transfer data to other countries?
Our providers operate in several countries, so some processing happens outside your own. Where the law requires safeguards, such as Standard Contractual Clauses, we use them.
Why is there no email address or phone number to contact you?
We work in writing through the contact form, because it gives both sides a clear record and keeps everyone safe from spam, and a person reads every message.
Do you use cookies?
We use a small number, mostly essential ones. The cookie policy lists each one and explains how to control them.
Can I complain if I am unhappy with an answer?
Yes, you can complain to your local data protection authority at any time, although we would always like the chance to put things right first.
How will I know if this policy changes?
The date at the top of the policy changes, important changes are explained on this page and, where we have your email address, we write to you directly.
Related
Policies and guides that work alongside this one
Our policies are written to work together. These are the ones most often read alongside this page.
Ask us anything about this policy, or ask to see, correct or delete your personal data, and a person will read your message and reply within one working day.