Privacy policy

Who runs Loopster

Loopster is operated by Custom Services Limited, a company registered in England and Wales with company number 09845880 and VAT GB-245421426. Registered office: 10 Holloway Lane, OX29 0AU, Minster Lovell, United Kingdom. Privacy and data protection enquiries: support@loopster.email.

Our roles

For the mailbox content you ask us to read, copy and draft replies from, you (or the organisation you act for) are the controller and we are the processor acting on your documented instructions. The data processing addendum sets out those terms.

We are an independent controller for our own account administration, authentication, security, support, contractual administration and service usage metering.

What we process

• Account and organisation: name, email address, sessions, organisation name, memberships and roles.
• Connected mailboxes: address, provider, the encrypted refresh token or IMAP credential, and the sync cursor state.
• Mail we copy: headers, subject, body text, recipient lists and attachment files for the window that is synced to your workspace, plus searchable text and metadata (thread, participants, dates, labels, attachment manifest).
• Drafting: the drafts we produce, their versions, the instructions you give, and the writing style profile derived from the mail you have sent.
• Sending records: which user confirmed a send, when, the message identifier returned by the mail provider, and the copy of the sent message.
• Operations: activity events (sync, draft, send, error), usage counters, schedules and workflow rules.
• Technical: short-lived request and deployment logs used for security and debugging. We do not run marketing analytics or advertising trackers.

Why we process it, and on what basis

We process account, drafting, sending and support data to perform our contract with you, to keep the service secure and reliable (legitimate interests), and to meet legal and accounting obligations. Optional features such as the daily notification email rest on the preference you set, which you can turn off at any time.

Where you connect a mailbox, you are responsible for having a lawful basis to have that mail copied and drafted from, and for informing the people you correspond with where the law requires it.

AI drafting

Drafts are produced by the AI provider your organisation configures in Settings, using your own API key. The prompt sent to that provider contains the message content being answered, your style instructions and, where enabled, example messages. We store those keys encrypted and never log them. Providers are listed on the sub-processors page; you can remove or replace them at any time, which stops further processing on that path. We do not train models on your content.

Cookies

We use a session cookie to keep you signed in and a cookie to remember your language choice. Both are strictly necessary to operate the service; we use no advertising or analytics cookies.

Retention and deletion

• Mail copies stay while the mailbox is connected. Disconnecting a mailbox deletes its stored credential, message rows, attachment files and draft history for that mailbox.
• Drafts, sending records, activity events and usage counters are kept while the organisation exists so that you can audit what was drafted and sent.
• Technical logs are kept for a short period by our hosting provider and then expire.
• To delete an organisation and all of its data, write to support@loopster.email; we carry out the deletion and confirm when it is complete.

Where your data goes

We are established in the United Kingdom and host the service on Cloudflare, using the European region for the database where it is available. Some sub-processors process data outside the UK and the EEA, in particular in the United States. Those transfers are covered by the UK International Data Transfer Addendum, the EU Standard Contractual Clauses or an equivalent safeguard, together with the security commitments described below.

How we protect it

Mailbox credentials and provider keys are encrypted at rest with AES-GCM. Access is scoped per organisation: every query is bound to the organisation that owns the data, attachments are streamed only to signed-in members of that organisation, and the sync holds a single-writer lock so two runs cannot corrupt state. Traffic is encrypted in transit, we request the narrowest Google scopes that support the feature set, and mail bodies and secrets are kept out of logs.

Your rights

You can ask for access to, correction of, or deletion of your personal data, as well as restriction, portability and objection, and you can withdraw consent where processing rests on it. Write to support@loopster.email and we will answer within one month. If you are in the United Kingdom you may complain to the Information Commissioner's Office (ico.org.uk); if you are in the EEA you may complain to your national supervisory authority.

Changes

We update this policy when the service changes. The date at the top of the page always reflects the current version, and material changes are announced in the app before they take effect.