Privacy Policy

Last Updated: 01 August 2026

Loop Syntax Limited (“Loop Syntax”, “we”, “us”, or “our”) respects the privacy and security of personal data processed through our websites, software platform, AI agents, integrations, and related services.

This Privacy Policy explains how we collect, use, disclose, store, and protect personal data when you access or use Loop Syntax services.

1. Scope

This Privacy Policy applies to:

loopsyntax.com and related Loop Syntax websites;
the Loop Syntax AI Agent platform;
AI-powered ERP functions;
AI assistants and AI staff created through the platform;
files, knowledge bases, and vector stores;
workflows, APIs, and third-party integrations;
customer and product records processed through the platform;
Partner and White Label services;
account, billing, support, and administrative services; and
other products or services provided by Loop Syntax.

This Policy applies to personal data processed by Loop Syntax in our capacity as a business, service provider, platform operator, or data processor, as applicable.

2. Our Role in Processing Personal Data

Depending on the circumstances, Loop Syntax may process personal data in different capacities.

Data We Control

Loop Syntax may determine the purposes and means of processing personal data relating to:

Loop Syntax account holders;
website visitors;
prospective customers;
billing contacts;
support contacts;
partners; and
users communicating directly with Loop Syntax.

Customer-Controlled Data

Customers may upload, connect, transmit, or otherwise process data through Loop Syntax.

This may include:

customer records;
CRM information;
product information;
payment or transaction records;
employee or HR information;
support records;
business documents;
knowledge-base content;
chatbot conversations; and
data obtained through connected systems.

Where a customer determines why and how such data is processed, the customer remains responsible for that data and Loop Syntax processes it on the customer’s instructions.

3. Personal Data We Collect

The information we collect depends on how you interact with Loop Syntax.

Account and Identity Information

We may collect:

name;
email address;
account identifier;
company or organisation name;
job title;
user role;
authentication information; and
account settings.

Business and Platform Information

We may process information submitted or connected to the platform, including:

business records;
customer records;
product and inventory information;
workflow configuration;
assistant instructions;
knowledge-base content;
uploaded files;
integration settings; and
operational data.

AI Interaction Data

When users interact with AI-powered features, we may process:

prompts;
messages;
conversation history;
submitted files or context;
instructions provided to AI agents;
retrieved knowledge;
tool or workflow requests; and
AI-generated outputs.

Technical and Usage Information

We may automatically collect:

IP address;
browser and device information;
operating system;
login activity;
timestamps;
feature usage;
API activity;
system logs;
error logs;
security events;
usage metrics; and
diagnostic information.

Billing and Transaction Information

We may process information relating to:

subscription plans;
billing status;
transaction references;
payment status;
invoices; and
account purchase history.

Payment credentials may be processed directly by authorised payment service providers rather than stored by Loop Syntax.

4. How We Use Personal Data

We may use personal data to:

create and administer accounts;
provide and operate the Loop Syntax platform;
enable AI agents and AI-powered functions;
process user instructions and generate AI outputs;
retrieve information from connected knowledge sources;
operate workflows and integrations;
provide ERP-related functionality;
manage subscriptions and billing;
provide technical and customer support;
authenticate users;
detect and prevent fraud, misuse, or unauthorised access;
monitor platform performance and reliability;
troubleshoot technical issues;
improve platform functionality;
maintain security and audit records;
communicate important service information;
comply with legal and regulatory requirements; and
protect the rights and interests of Loop Syntax, our customers, users, and third parties.

5. Artificial Intelligence Processing

Loop Syntax provides AI-powered services and may use third-party AI infrastructure or model providers as part of delivering those services.

Information submitted to AI-powered functionality may be processed in order to:

understand user instructions;
retrieve relevant business context;
generate responses;
perform authorised actions;
execute workflows; and
provide other AI-enabled functionality.

AI-generated content is generated automatically and may occasionally be incomplete, inaccurate, or unsuitable for a particular purpose.

Customers remain responsible for determining whether AI-generated outputs are appropriate before relying on them for material business, financial, legal, regulatory, employment, medical, or other significant decisions.

6. Customer Content

Customers retain responsibility for the information, files, instructions, records, and other content they submit to or connect with Loop Syntax.

Customers are responsible for ensuring that:

they have the right to provide such information to Loop Syntax;
their collection and use of personal data complies with applicable laws;
appropriate notices and consents have been provided where required; and
their use of AI agents and automated workflows is lawful.

Loop Syntax does not acquire ownership of customer business data merely because it is processed through the platform.

7. White Label and Partner Accounts

Loop Syntax may allow partners to offer Loop Syntax-powered services under their own branding.

Where a White Label Partner provides services to its own customers or end users:

the Partner may control the relationship with those customers;
the Partner may determine how certain personal data is collected and used; and
Loop Syntax may process that information as a technology provider on behalf of the Partner.

End users of a Partner-branded service should normally direct privacy requests concerning Partner-controlled data to the relevant Partner.

8. Service Providers and Subprocessors

Loop Syntax may engage third-party providers to support the operation of the platform.

These providers may include:

cloud infrastructure providers;
AI and model providers;
database and storage providers;
authentication providers;
payment processors;
email and communication providers;
analytics providers;
monitoring and security providers; and
other technology and infrastructure providers.

Personal data is disclosed only where reasonably necessary for the relevant service or where otherwise permitted or required by law.

Loop Syntax does not sell personal data.

9. Third-Party Integrations

Customers may connect Loop Syntax with third-party applications, messaging platforms, CRM systems, ERP systems, APIs, or other services.

When a customer enables an integration, information may be exchanged between Loop Syntax and the selected third-party service.

The privacy practices of third-party services are governed by their own terms and privacy policies.

Customers are responsible for reviewing and authorising the integrations they connect to Loop Syntax.

10. International Data Transfers

Loop Syntax operates an online technology platform and may use infrastructure and service providers located in different jurisdictions.

As a result, personal data may be processed or stored outside the country in which it was originally collected.

Where required by applicable law, Loop Syntax will take reasonable measures to protect personal data transferred internationally.

11. Data Security

Loop Syntax applies reasonable technical and organisational safeguards designed to protect personal data and customer information.

These measures may include:

encrypted communications;
authentication controls;
role-based access;
infrastructure security;
system monitoring;
logging;
access restrictions; and
security management procedures.

No online system, cloud service, or electronic transmission method can be guaranteed to be completely secure.

12. Data Retention

Loop Syntax retains personal data only for as long as reasonably necessary for:

providing the services;
maintaining customer accounts;
fulfilling the purposes for which the information was collected;
security and fraud prevention;
resolving disputes;
maintaining business and transaction records; and
complying with applicable legal and regulatory obligations.

Retention periods may differ depending on the type of information and the context in which it was processed.

Information may remain temporarily within secure backup systems until the relevant backup retention cycle is completed.

13. Cookies and Similar Technologies

Loop Syntax websites may use cookies and similar technologies for:

essential website functionality;
authentication;
security;
remembering user preferences;
analytics; and
performance monitoring.

Users may control certain cookies through their browser settings. Disabling required cookies may affect website or platform functionality.

14. Data Access and Correction

Subject to applicable law, individuals may request access to personal data held by Loop Syntax and may request correction of inaccurate personal data.

Additional privacy rights may apply depending on the individual’s jurisdiction.

Loop Syntax may require reasonable verification of identity before processing a privacy request.

Requests may be sent to:

info@loopsyntax.com

Where Loop Syntax processes personal data solely on behalf of a customer or White Label Partner, the request may need to be directed to that customer or Partner.

15. Direct Marketing Communications

Where Loop Syntax sends marketing communications, recipients may unsubscribe or request that such communications stop.

Service-related, security, account, billing, or transactional communications may continue where necessary for the operation of an account or service.

16. Account and Data Deletion

Account holders may request closure and deletion of their Loop Syntax account in accordance with the Account & Data Deletion Policy.

Certain information may be retained where necessary for legal, security, fraud-prevention, accounting, dispute-resolution, or other legitimate purposes.

17. Children’s Privacy

Loop Syntax is a business technology platform and is not designed for use by children.

We do not knowingly offer accounts directly to children where such use would be prohibited by applicable law.

18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to:

the Loop Syntax platform;
our business operations;
technologies we use;
legal requirements; or
our data-handling practices.

The current version will be published on this page together with its effective or updated date.

19. Contact

For questions, requests, or concerns relating to privacy or personal data:

Loop Syntax Limited
Website: https://loopsyntax.com
Email: info@loopsyntax.com