Our approach

Loop Enterprise Software Ltd. uses artificial intelligence within selected platform functions to improve efficiency and the user experience. We use AI only for clearly defined purposes that provide genuine value and are committed to using it responsibly, ethically and transparently.

How we use AI

AI may process information provided by an authorised user to generate suggested content, summaries or other outputs. Access may vary by organisation, platform module, role and permission.

Where AI is available:

• the functionality is identified using our AI symbol and supporting wording;
• users are informed when content has been generated using AI;
• outputs are treated as suggestions and may not always be complete or accurate;
• users can review, amend, select or reject suggested content;
• an authorised user must confirm the output before it is used within the platform.

Human oversight

Human review is central to our approach. AI-generated content does not automatically become an approved platform record or action without confirmation from an authorised user. Users remain responsible for checking that generated content is accurate, appropriate and suitable for its intended purpose.

Information, privacy and security

Loop Enterprise Software Ltd. uses approved Microsoft Azure AI services to process information securely. Depending on the functionality, these may include Azure OpenAI, Azure AI Speech and Azure AI Document Intelligence.

Information processed by these services:

• is used only to provide the requested platform functionality;
• is not used to train, fine-tune or improve the AI model;
• does not enable the AI model to learn from customer information; and
• is handled in accordance with our data protection and privacy policies.

Any platform storage or retention of uploaded information and generated content is managed separately in accordance with the relevant functionality, customer agreement and data-retention arrangements.

Users must only provide information they are authorised to process and must follow any guidance or confirmation presented within the relevant platform function. Where recordings or meeting content are uploaded, users may be required to confirm that participants were appropriately informed and that the content is authorised for processing.

Responsible and ethical use

We design and manage AI functionality with consideration for:

• privacy, confidentiality and security;
• accuracy, reliability, fairness, inclusion and accessibility;
• appropriate human oversight;
• potential misuse and unintended outcomes;
• clear communication about the involvement of AI; and
• relevant legal, regulatory and contractual obligations.

We assess AI functionality before release and review it following significant changes, identified concerns or relevant incidents. We will not intentionally use AI to mislead users, make undisclosed autonomous decisions or use customer information beyond its stated and authorised purpose.

Sustainability

We recognise that AI services consume energy and have an environmental impact. We aim to use AI proportionately and only where it delivers meaningful benefits to our users.

Loop Enterprise Software Ltd. works with Ecologi, which funds verified nature and carbon projects. As part of this partnership, we choose to contribute towards sustainability projects in association with the volume of AI calls made through our platform. Please click to find out more about Ecologi.

This initiative forms part of our wider commitment to understanding and reducing the environmental impact of the technology we use.

Raising a concern

If an AI-generated output appears inaccurate, inappropriate or unexpected, users should not approve it and should report the issue through their usual Loop Enterprise Software Ltd. support channel or customer representative.

Privacy Policy

Your company (the “Promoter”) is committed to looking after and protecting your personal data.

This website (the “Programme”) is run and managed by Loop Enterprise Software Ltd., one of their preferred suppliers.

Loop Enterprise Software Ltd (“We”) will not sell your data or share your data with third parties (other than agreed third parties which are detailed in the third party cookies section below) without your consent and we will ensure that any data we do collect is stored in a secure hosting centre (Microsoft Azure).

The data we collect is limited to your email address and your first and last names. We collect this data for you to access the website and to send you automated messages such as forgotten password reminders.

Please note that we will not spam you; any communication we send you would be at the request of your company. These communications are typically system related notifications related to actions or surveys as a way of assisting your workload. You can opt out of notification emails at any time by amending your preferences from within your Profile page on the website.

This website uses cookies. By using the Programme, you consent to the use of cookies; more information on cookies can be found in our Cookies Policy further down.

Your Details

If any of the details we hold for you are incorrect, you can request changes by contacting your programme administrator or by emailing support@loop-software.com.

Your right to be forgotten

If you do not want to continue to be part of the programme you can request to have your personal data removed at any time. Please email your request to support@loop-software.com and we will remove your data within 30 days. Please note that we will retain any content you have posted on the website but will remove your name and identify you in an anonymous way, such as “Participant 1” for example.

Subject Access Requests

If you wish to know what personal data we hold about you please email your request to support@loop-software.com and we will get back to you within 30 days.

Who we are

Loop Enterprise Software Ltd (“We”)

John Deere House Meteor Court,

Barnwood,

Gloucester, GL4 3GG

Third Party Processors

• Microsoft Azure - our partners for website hosting. Microsoft Azure host Loop
• SendGrid - Email communications from Loop are sent via this application.
• Power BI – application used for ad hoc reporting
• Google Analytics – application used for usage reporting. If you wish to opt out of Google analytics tracking, please visit this page to access a browser add-on that facilitates this: https://tools.google.com/dlpage/gaoptout

(This list may change periodically as we change suppliers and or add new suppliers to our supplier portfolio based on the needs of the programme.)

Cookies Policy

Cookies are small pieces of text sent by your web browser to a website you visit. A cookie file is stored in your web browser and allows the Service or a third party to recognise you and make your next visit easier and the Service more useful to you.

When you visit our websites, read, click or download information, and receive emailed information from us (e.g. action updates), we will obtain some information via automated means from or about your device, and about how you use our website. More information about this is set out below. This information helps us so we can improve our site for all our visitors and helps us make ongoing improvements so that the information on our pages can be updated and remains relevant and useful to you.

Device data

Device Data that our websites collect include:

• Technical information, your internet domain name (this might be your internet service provider, for example, BT, Sky, TalkTalk or your place of work), and Internet protocol (IP) address used to connect your device to the internet, your login information, browser type and version, (e.g. Google Chrome, Microsoft Edge, Mozilla Firefox), [your device type], time zone setting, browser plug-in types and versions, operating system (e.g. Windows 10, macOS) and platform;
• Information about your visit (including the full Uniform Resource Locators (URL) clickstream to, through and from our websites (including date and time); page response times; download errors; length of visits to certain pages, How many and which pages you visit during a 'session' on our site and how long you were on the site, and page interaction information (such as scrolling, clicks and mouse-overs).
• We may receive information about you if you use any of the other websites we operate or services we provide. We work with third parties (including for example business partners, sub-contractors in technical, fraud and authentication support service providers and analytics providers), and may receive information about you from them.

Cookies

A cookie is a text-only string of information that a website transfers to the cookie file of the browser on your computer's hard disk so that the website can remember who you are. Cookies can help a website to arrange content to match your preferred interests more quickly - most major websites use cookies. Cookies alone cannot be used to identify you.

A cookie will typically contain the name of the domain from which the cookie has come; the "lifetime" of the cookie; and a value, usually a randomly generated unique number.

Two types of cookies are used on this website:

• Session Cookies, which are temporary cookies that remain in the cookie file of your browser until you leave the site.
• Persistent Cookies, which remain in the cookie file of your browser for much longer (though how long will depend on the lifetime of the specific cookie).

How Cookies are used on this site and what information is collected

Session Cookies are used:

• To allow you to carry information across pages of our site and avoid having to re-enter information.
• Within registration to allow you to access stored information.

Persistent Cookies are used:

• To help us recognise you as a unique visitor (using a number, you cannot be identified personally) when you return to our website.
• To allow us to tailor content to match your preferred interests.
• To compile anonymous, aggregated statistics that allow us to understand how users use our site and to help us improve the structure of our website. We cannot identify you personally in this way.

To learn more about cookies in general and how to manage them, visit www.aboutcookies.org

Our Cookies

Here's a list of the main cookies we use, and what we use them for.

COOKIE NAME	COOKIE PURPOSE
AspNet.cookies	Used during authentication, this is held once a user is logged in
DeltaFilter_<client>	Used to persist the filter options for a user across pages/logins

Third Party Cookies

Google Analytics – Used by Google to track information used by Loop for reporting and analytical purposes.

What are your choices regarding cookies

If you'd like to delete cookies or instruct your web browser to delete or refuse cookies, please visit the help pages of your web browser. Please note, however, that if you delete cookies or refuse to accept them, you might not be able to use all the features we offer, you may not be able to store your preferences and some of our pages might not display properly.