Privacy policy

1. Who we are

This website and the services described on it are run by Growth Loom. We are the controller of the personal information described in this policy, which means we decide how and why it is used.

For anything to do with your personal information, including opting out of our emails or calls, email hello@growthloom.co.uk.

When we deliver a solution such as LoomLeads or LoomAgent for a client, any personal information we handle inside that client’s systems is processed on the client’s instructions under our contract with them. In that case the client is the controller and their own privacy policy applies.

2. What we collect and where from

Information you give us

• Enquiries: your name, email address, company, the solution you’re interested in and your message when you use our contact form, email us or call us.
• Clients: contact and billing details for the people we work with, plus the information needed to scope and deliver a project.
• Conversations: notes of calls and meetings, and the emails we exchange.

Information we collect for business prospecting

To find businesses that may benefit from our services, we collect business contact information about people in relevant roles at those organisations. This can include your name, job title, the organisation you work for, your work email address, your work phone number, the town or region you work in, and links to professional profiles you have made public. We also keep a record of when we contacted you and how you responded.

We get this information from:

• Companies House and other public registers;
• your organisation’s own website and published materials;
• business directories, trade bodies, event listings and press coverage;
• professional profiles that you have made publicly available, viewed and recorded by hand (we don’t scrape social networks);
• reputable business data providers that are licensed to supply contact data for business-to-business marketing; and
• referrals and introductions from people who know you.

We only collect business information. We don’t look for, or keep, special category data such as health, religion or political opinions, and we don’t collect personal home addresses or personal phone numbers for prospecting.

Information collected automatically

Like most websites, our web server records technical information such as your IP address, browser type and the pages you request. This is used to keep the site running and secure. See Cookies for what is stored in your browser.

3. How we use it and our lawful basis

Data protection law (the UK GDPR and the Data Protection Act 2018) requires us to have a lawful basis for each use of your information.

Where we rely on legitimate interests, we have weighed our interests against yours and concluded that our use is limited, expected in a business context and unlikely to cause you any harm. You can ask us for a copy of that assessment, and you can object at any time (see Your rights).

4. Business prospecting: cold emails and calls

We contact businesses that we have not dealt with before when we reasonably believe our services are relevant to them. This section explains how we do that responsibly.

Who we contact

We contact people in their professional capacity, in roles where our services are likely to be relevant to their work, for example owners, directors and heads of sales, operations or marketing. Our messages are about our business services, never consumer offers.

Emails

• We send unsolicited marketing emails only to people at corporate subscribers: limited companies, limited liability partnerships, Scottish partnerships, and government and public bodies. Under PECR, these can be contacted without prior consent.
• We don’t send unsolicited marketing emails to sole traders or ordinary partnerships, which PECR treats as individuals, unless they have agreed to hear from us.
• We use work email addresses only, and only where the message is relevant to the recipient’s role.
• Every email says clearly that it comes from GrowthLoom, gives a valid address to reply to, and lets you opt out in one step. Replying “unsubscribe” or “no thanks” is enough.
• We keep volumes low and personal. We send a short series at most, and stop as soon as you ask us to or if you don’t reply.

Phone calls

• Before we make a marketing call, we screen the number against the Telephone Preference Service (TPS) and the Corporate Telephone Preference Service (CTPS), and we don’t call registered numbers unless you have told us you’re happy to take our calls. We re-screen our call lists at least every 28 days.
• We call business numbers only, during normal working hours.
• We always say who we are, and give our contact details if you ask.
• If you tell us you don’t want calls from us, we note it straight away and won’t call that number again.
• We don’t make automated or recorded marketing calls.

Telling you we have your information

When we collect your details from one of the sources above, we tell you about it and link to this policy in our first message to you. If we don’t contact you, we tell you within one month of collecting your details.

Opting out

You can tell us to stop at any time by replying to any of our emails, telling us on a call, or emailing hello@growthloom.co.uk. Your right to object to direct marketing is absolute, so we will always stop. We will then delete your prospecting record, apart from the minimum needed for our suppression list (usually your name, organisation, and email address or phone number). This makes sure we don’t contact you again if your details turn up in another source.

5. Research and scoring tools

We use software, including AI tools, to research organisations and to score how well they match the kinds of businesses our services suit. The scoring is based on information about the business, such as its sector, size and website, not on judgements about you as a person.

A member of our team reviews leads before anyone is contacted. The scoring only decides whether we approach a business about our services. It doesn’t make any decision about you that has a legal or similarly significant effect.

6. Who we share it with

We don’t sell your personal information or let others use it for their own marketing. We share it only with:

• Service providers who process it on our behalf under contract, such as our email and office software, website and application hosting, customer relationship management, AI services used for research and drafting, and business data providers;
• Professional advisers such as accountants, lawyers and insurers, where needed;
• Authorities such as HMRC, the police or regulators, where the law requires it; and
• A buyer or successor if our business, or part of it, is sold or reorganised.

7. International transfers

Some of our service providers store or access data outside the UK, for example in the European Economic Area or the United States. When that happens, we make sure the transfer is protected by UK adequacy regulations (including the UK-US data bridge), the ICO’s International Data Transfer Agreement or Addendum, or another safeguard recognised by UK law.

8. How long we keep it

• Enquiries that don’t lead to work: up to 2 years from our last contact.
• Client records: for the length of the relationship and 6 years afterwards, to meet accounting and legal requirements.
• Prospecting records: reviewed regularly, and deleted within 12 months of our last contact if there has been no engagement. They are deleted sooner if we find the information is out of date.
• Suppression list entries: for as long as we carry out direct marketing, so that your opt-out keeps working.
• Server logs: usually no more than 90 days.

9. Security

We protect personal information with appropriate technical and organisational measures. These include encrypted connections, access controls, two-factor authentication on our accounts, and limiting access to people who need it. No system is perfectly secure, but if a breach affects your information in a way that puts you at risk, we will tell you and the ICO where the law requires it.

10. Your rights

You have the right to:

• access the personal information we hold about you;
• have inaccurate information corrected;
• have your information erased;
• restrict how we use it;
• object to our use of it, including for direct marketing, which we will always stop;
• data portability, where we process it by automated means on the basis of consent or a contract; and
• withdraw consent at any time, where we rely on it.

To use any of these rights, email hello@growthloom.co.uk. We will respond within one month, and there is normally no charge.

If you’re unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

11. Cookies

Cookies are small files that a website stores in your browser. This website uses only cookies that are strictly necessary for it to work, so we don’t ask for your consent before setting them:

• WordPress cookies (names beginning wordpress_ and wp-), which are set only for our team when they sign in to manage the site; and
• a short-lived test cookie, which WordPress uses to check that your browser accepts cookies.

We don’t use analytics, advertising or social media tracking cookies. Our videos are hosted on this website, so watching them doesn’t share data with a video platform. If we add non-essential cookies in future, we will update this policy and ask for your consent before setting them.

12. Changes and contact

We may update this policy from time to time. The date at the top shows when it was last changed, and if a change is significant we will make it clear.

For questions about this policy or your personal information, email hello@growthloom.co.uk.