Privacy Policy

At LoopedED, we are committed to safeguarding the privacy and security of the personal data entrusted to us. This Privacy Policy explains how we collect, process, and protect personal data from our users (universities) and prospective students using our platform. By accessing or using LoopedED, you agree to the terms outlined in this Privacy Policy.

1. About Us

LoopedED is a platform designed for universities to manage enquiries and communicate with prospective students via WhatsApp through chatbots and messaging tools. LoopedED operates in compliance with the General Data Protection Regulation (GDPR) and other applicable data protection laws.

Contact Us:
Email: contact@loopeded.com

2. Data We Collect

We may collect the following types of personal data:

From Universities (Our Users):

• Contact Information: Name, email address, phone number, and job title of university representatives.
• Account Information: Login credentials and platform usage data.

From Prospective Students:

• Personal Details: Name, email address, and phone number.
• Communication Data: Chat history and enquiries managed via the platform.
• Additional Information: Any other data uploaded by universities for communication purposes.

3. How We Use Personal Data

We process personal data to:

• Provide universities with tools to manage enquiries and communicate with prospective students effectively.
• Enable chatbot functionalities to respond to student queries.
• Maintain, troubleshoot, and improve platform performance, including analytics and customer support.
• Fulfil legal obligations and enforce our terms of service.

4. Legal Basis for Processing Personal Data

Under GDPR, we process personal data under the following lawful grounds:

• Contractual Necessity: To deliver our services to universities.
• Legitimate Interests: To enhance platform security, improve performance, and facilitate effective communications.
• Consent: Universities are responsible for obtaining valid consent from prospective students before uploading their data to our platform.
• Legal Obligation: To comply with applicable legal requirements.

5. Data Sharing

We may share personal data with:

• Third-Party Service Providers: To facilitate platform operations (e.g., hosting, email, and chatbot services).
• Legal Authorities: To comply with legal obligations or protect rights, property, or safety.
• Business Transfers: In the event of a merger, acquisition, or similar transaction, provided data protection standards are maintained.

We do not sell or share personal data for marketing purposes.

6. Data Retention

We retain personal data only as long as necessary for the purposes outlined in this policy or as required by law. When no longer needed, personal data will be securely deleted.

7. Data Security

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

• Data encryption to safeguard sensitive information.
• Regular security monitoring and audits.
• Restricted access to personal data, limited to authorised personnel only.

8. Universities’ Responsibilities

Universities using LoopedED are data controllers and must ensure:

• Consent: They obtain valid consent from prospective students where required.
• Compliance: All uploaded data complies with GDPR and other relevant data protection laws.
• Notifications: They promptly notify LoopedED of any suspected data breaches involving the platform.

9. International Data Transfers

LoopedED stores and processes data primarily in the UK and the European Economic Area (EEA). Where data is transferred outside these regions, we ensure it is adequately protected through mechanisms such as Standard Contractual Clauses or other lawful safeguards.

10. Prospective Students’ Rights

Under GDPR, prospective students have the right to:

• Access: Request access to their personal data.
• Rectification: Correct inaccurate or incomplete data.
• Erasure: Request the deletion of their personal data (“right to be forgotten”).
• Restriction: Limit the processing of their data in certain cases.
• Portability: Obtain a copy of their data in a structured, machine-readable format.
• Objection: Object to processing based on legitimate interests.
• Complaint: Lodge a complaint with the UK’s Information Commissioner’s Office (ICO).

To exercise these rights, prospective students should contact the university acting as the data controller.

11. Cookies and Tracking

Our platform may use cookies or similar technologies to enhance user experience. For more information, please review our Cookie Policy.

12. Updates to This Privacy Policy

We may update this Privacy Policy periodically. Updates will be posted on this page, and material changes will be communicated via email or platform notifications.

We encourage you to review this Privacy Policy regularly.

Contact Us
For questions or concerns regarding this Privacy Policy, contact us at:
Email: contact@loopeded.com