Privacy Policy

1. Who we are

Loop is provided by Capable Mind, operating as a sole trader business based in the United Kingdom.

Data controller: Rebecca Allinson, trading as Capable Mind.

ICO registration number: ZC183559

Contact: hello@capablemind.app

2. Our commitment to your data

Loop is a new product and we are committed to being transparent about how your data is handled as it grows. We take data protection seriously and have built this policy to reflect exactly what we collect and why.

We are registered with the Information Commissioner's Office (ICO), the UK's data protection regulator, as a data controller.

3. What data we collect

We only collect what is needed to provide the features you use. We do not ask for or store more information than is necessary for Loop to work.

• Account information: your email address, and optionally your name.
• The things you track: the items you add to Loop, which may include a title describing what you are waiting for, a category, who it is for or with, dates, amounts, reference numbers, contact details, and any notes or updates you add.
• Attachments: any receipts, letters, screenshots, or documents you choose to upload and keep with an item. These are stored privately against your account and are not shared with anyone.
• Technical and analytics data: limited, pseudonymous usage information linked to a random account identifier rather than your name or email, collected only if you accept analytics. This helps us understand and improve Loop. No item content, such as titles, names, notes, amounts, or attachments, is ever included in this data.
• Notification data: a web push subscription identifier, if you turn on reminders, so we can send you the nudges you have asked for.

4. You control what you enter

Loop's items are free text, so you decide what to record. You may choose to enter personal or sensitive information, for example about health, finances, or other people. We recommend only entering what you need. Anything you record is treated as your data under this policy, kept private to your account, and never used for analytics or advertising.

5. Why we collect this data, and our legal basis

For your account information and the items and attachments you create, we process this data under Article 6(1)(b) UK GDPR because it is necessary to provide you with the app and the service you have signed up for.

For product analytics, we only collect data after you accept analytics via our banner, and we rely on that consent (Article 6(1)(a) UK GDPR) as the basis for processing. Analytics data is linked to a random account identifier, not your name or email, and no item content is ever included in it. You can withdraw this consent at any time from the settings in the app.

We use your data to:

• Provide the features you use, including adding items, tracking what you are waiting for, and surfacing what needs your attention.
• Send you the reminders you have specifically asked for.
• Maintain and improve the app, and fix problems when they occur.

6. Who we share your data with

We use a small number of trusted service providers to run Loop. These providers only process your data to help us deliver the app, under contractual obligations to protect it.

We do not sell your personal data to any third party, and we do not share your item content with advertisers.

• Supabase: our database, authentication, and backend infrastructure provider, which securely stores your account, your items, and your uploaded attachments, and handles sign-in.
• Netlify: our hosting provider, which serves the Loop app and website to your browser.
• Anthropic: AI processing provider. When you use Quick Capture to add an item by typing a note, the text of that note is sent to Anthropic to work out the details, such as a title and dates. That text may contain personal information. We send only the note you typed, and nothing else from your account.
• Resend: transactional email delivery, used to send you the one-time sign-in code when you log in, and any occasional service emails about your account.
• PostHog: product analytics, hosted within the European Union. PostHog helps us understand how the app is used so we can improve it. It only runs if you accept analytics, and no item content is ever sent to it.
• Zoho: email hosting for our contact address at hello@capablemind.app.
• Web push providers through your browser: used only if you turn on reminders, so nudges can be delivered to your device.

7. Where your data is stored

Our service providers may store data in the UK, the European Economic Area, or other locations with appropriate data protection safeguards in place, such as Standard Contractual Clauses, where data is transferred outside the UK or EEA.

PostHog analytics data is hosted within the European Union.

8. How long we keep your data

We keep your account, items, and attachments for as long as your account remains active.

If you delete your account, we will delete or anonymise your personal data within 90 days, except where we are required to retain certain records for longer to meet a legal obligation.

You can delete your account and data at any time from the settings in the app, or by contacting us at hello@capablemind.app.

9. Your rights

Under UK GDPR, you have the right to:

To exercise any of these rights, please contact us at hello@capablemind.app.

• Access the personal data we hold about you.
• Correct inaccurate data.
• Request deletion of your data.
• Withdraw consent for analytics at any time.
• Object to or restrict certain processing.
• Request a copy of your data in a portable format.
• Make a complaint to the Information Commissioner's Office if you believe your data has not been handled correctly.

10. Security

We take reasonable technical and organisational measures to protect your data, including secure database access controls that keep each account's data private to that account, encrypted connections, private storage for your attachments, and limiting access to your data to what is necessary to provide the service.

11. Children

Loop is intended for adults. We do not knowingly collect data from anyone under the age of 18. If you believe a child has provided us with personal data, please contact us so we can remove it.

12. Changes to this policy

We may update this policy from time to time as Loop develops. We will let you know of any significant changes through the app or by email.

13. Contact us

If you have any questions, concerns, or requests relating to your data or this policy, please contact us at hello@capablemind.app.