The short version
We collect what we need to run your groups: your account details, what your group posts, and who signed up for what. We don't show ads, and we don't sell your information or share it to build ad profiles. We use a handful of companies to run the service, listed below. You can ask us for a copy of your data or to delete it, and we'll answer within 45 days.
1. Who this covers
This policy covers LoopServe at loopserve.app and the group sites under it, run by LoopStack Labs ("we", "us"). It covers what we do with personal information when you visit, sign in, or use the service, and when someone else adds you to a group.
LoopServe is not open to the public yet. The only running copies are our development and test sites, which hold sample data. [[TODO: confirm this paragraph is removed, or rewritten, on the day we launch]]
Questions about this policy: austin@loopstacklabs.com. Postal address: [[TODO: business mailing address]].
2. What we collect
We try to collect only what a group actually needs. Most of it comes from you; some comes from the organizer of a group you join.
From you, when you have an account
- Account details: your name and email address, and your phone number if you give us one. Sign-in itself is handled by Clerk at auth.loopserve.app, which verifies your email or phone. We keep our own record of your name, email and phone alongside it.
- What you post: the groups you create, their names, descriptions and settings; sign-up lists and the items on them; events and their details; announcements and their text; and any photo or file you upload.
- What you sign up for: the items and volunteer shifts you claim, the name and note you give when you claim them, your RSVPs, your check-in status, and the hours recorded for you.
- Settings and preferences: your time zone, whether you want group announcements by email, and how you want texts handled.
- Messages you send us: what you write when you contact us, including anything you attach.
From an organizer, when they add you
An organizer can add a member, add someone to a sign-up list by name, or record a volunteer's hours. That can include a child's first name and last initial, a class or team, or a phone number. If someone added you and you want it removed, contact the organizer first, and us if you need help.
Automatically, when you use the site
- Device and log data: the page you asked for, the date and time, your browser type, and your IP address. We use this to run and protect the service.
- Cookies: small files your browser stores so you stay signed in. Section 5 lists the ones we set.
We do not ask for your postal address, your date of birth, your government ID or your payment card details as part of using LoopServe. [[TODO: confirm no address is collected at sign-up; if billing will collect one, update this]]
3. Why we use it
Every use below has a reason a person would recognize: we need it to run the thing you asked for.
| What we do | What it uses |
|---|---|
| Sign you in and keep you signed in | Email or phone, name, session cookie |
| Run your groups, lists, events and volunteer shifts | What you and the group post, sign-ups, RSVPs, hours |
| Send the emails you asked for: confirmations, reminders, announcements | Email address, name, the content of the message |
| Send texts where a group has them switched on | Phone number, message content |
| Show a group's own dashboard and reports | Sign-ups, attendance, hours |
| Keep the service safe and fix problems | Device and log data, error records |
| Answer you when you get in touch | Your message and contact details |
| Bill paid plans | Plan, billing contact [[TODO: confirm what billing records we will hold]] |
We don't use your information to decide whether to offer you something, and we don't build a profile of you for advertising.
If you are in the UK or EU
Where those laws apply, our legal bases are: performing our agreement with you (running your account and groups), our legitimate interest in keeping the service safe and working, your consent where we ask for it (such as emails you opt into), and legal obligations where they apply. You can withdraw consent at any time, and the section on your rights below explains how.
[[TODO: confirm whether we are offering the service in the UK/EU at launch; if not, this subsection may be trimmed]]
4. Cookies and tracking
Today LoopServe sets only what it needs to work. There are no advertising cookies, no third-party tracking scripts, and no analytics product watching what you click.
| Cookie | What it does | Lasts |
|---|---|---|
| ls_s | Keeps you signed in on the site you are on. Each group's site has its own. | Up to 180 days |
| ls_idp | Remembers your sign-in at auth.loopserve.app so you don't re-enter a code on every group site. | Up to 365 days |
| ls_b | Recognizes the same browser for sign-in security checks. | Up to 400 days |
| ls_f | Holds the short-lived form and security token that stops other sites from posting as you. | Browser session |
| ls_tz | Remembers your time zone so event times show on your clock. | Up to 1 year |
All of these are set by LoopServe itself and are needed for the site to work, which is why there is no cookie banner. If we add analytics or any other non-essential cookie later, we'll list it here and ask for your agreement first. [[TODO: decide whether to add analytics at launch, and if so, which one]]
You can block or delete cookies in your browser. Blocking the first four will stop you signing in.
5. Who we share it with
We don't sell personal information, and we don't share it for third-party advertising or for cross-context behavioral advertising, which is the privacy-law term for using what you do on one site to target ads to you on another. We use a small set of companies to run LoopServe. They only get what the job needs, and they may not use it for anything else.
| Service | What it does for us | What it sees |
|---|---|---|
| Clerk | Sign-in and verifying your email or phone | Email, phone, name, sign-in activity |
| Mailjet | Delivering our emails | Recipient address, name, message content |
| Twilio | Delivering text messages, when a group turns them on [[TODO: confirm Twilio is the texting provider we launch with]] | Phone number, message content |
| Stripe | Payments a group collects, through the organizer's own Stripe account | What Stripe needs to process and verify a payment |
| DigitalOcean | Hosting the servers and backups | Everything stored in the service, as our host |
We may also share information if the law requires it, if we need to enforce our Terms of Service, or to protect someone from harm. If LoopStack Labs is sold or merged into another company, customer information may move with the business; we'd tell you before that happened, and this policy would keep applying until you were told otherwise.
We don't share information with the other members of your group beyond what the group's pages already show. An organizer can see who signed up and what they claimed, because that is the point of a sign-up list.
6. Public pages
A public group's pages can be read by anyone with the link, and search engines may index them. A public sign-up list shows the names of the people who claimed each item, and any note they left. Organizers choose whether a group or a list is public, email-verified, or private, and can change it at any time.
Please don't put anything in a public list that you wouldn't pin to a noticeboard.
7. AI features
Some features use AI to help organizers: reading a photo of a paper sign-up list, drafting an announcement, filling in an event from a flyer, or suggesting what a list needs. When you use one, we send only the content the task needs, and nothing else about you or your group.
We don't train AI models on your content, and we don't let our AI providers train on it either. [[TODO: confirm the no-training terms in the AI provider contract, and name the provider if we want to]]
AI features come out of the AI credits in paid plans, so we keep a count of how many you have used.
8. How long we keep it
We keep your account information and your group's content while your account is open. When you delete your account, we remove your personal information from the live service, and it drops out of our backups on a rolling basis.
[[TODO: pick concrete retention windows: how long after deletion backups keep a copy, and how long we keep sign-in and security logs. A common answer is 30 days for backups and 90 days for logs]]
We keep a little longer where we have to: records of a payment or a consent, or anything we need to answer a legal claim. What's left is kept only for that purpose.
9. Your choices
You can do most of this yourself, and you can always email us.
- See and correct your details. Your name, email, phone and time zone are in your account settings.
- Get a copy. Ask us and we'll send your account details and the content you created in a readable file.
- Delete your account. There's a delete option in your settings. Content your groups still need, like a sign-up you claimed, may stay with the group so the organizer's list doesn't break; we'll explain what was kept when you delete.
- Turn off announcement emails. Every announcement email has a one-click unsubscribe link, and the News page of a group has a switch.
- Stop texts. Reply STOP to any text from a group, and that group can't text you again. [[TODO: confirm the STOP/HELP wording with our texting provider before launch]]
- Leave a group. You can leave a group from its Members page. The organizer keeps the group's records of what already happened.
If you're an organizer handing a group to someone else, transfer it first so the members aren't left without an admin.
10. Children's privacy
LoopServe is built for adults who organize things, and often for the children those adults organize. A parent, teacher or coach may put a child's first name and last initial on a sign-up list, a roster, or a volunteer entry. That's a normal part of running a school or club, and we treat it carefully.
We do not let anyone under 13 create an account. When an organizer adds a child's information, they are confirming they have the permission to do so that the law where they live requires, usually a parent's.
If you are a parent or guardian and your child's information is on LoopServe without your permission, email austin@loopstacklabs.com with the group and the name, and we will remove the entry. If a whole group is involved, we'll work with the organizer to fix it. We may ask for enough information to find the entry and confirm you're the parent, and nothing more.
We don't ask children for information directly, we don't use it for advertising, and we don't build profiles of children.
[[TODO: counsel to review this section against COPPA and any state child-privacy law, and to confirm the deletion path is enough]]
11. Security
We protect your information with encryption in transit, separate database roles so one group's data can't be read from another's, access limited to the people who need it, and regular backups. Passwords aren't part of the picture: sign-in is a code sent to your email or phone, or Clerk's own sign-in.
No service can promise perfect security. If something goes wrong and your information is affected, we'll tell you and the authorities as the law requires, and we'll explain what happened in plain words.
12. Where your information is kept
Our servers and backups are at DigitalOcean in the United States, in the New York region. [[TODO: confirm the DigitalOcean region in use, and whether backups stay in the same region]]
Our providers may process information in other countries. Where that happens, we rely on the safeguards those providers put in place for moving data, such as standard contractual clauses. [[TODO: confirm which providers transfer data internationally and what safeguards apply]]
13. Your privacy rights
Depending on where you live, you may have some or all of the rights below. We honor them for everyone in the United States, not just where a law requires it, because it's easier to explain and better to use.
- Know what personal information we hold about you, and get a copy of it.
- Delete it, subject to the exceptions the law allows.
- Correct anything that's wrong.
- Opt out of the sale or sharing of your personal information. We don't sell or share it, so there is nothing to switch off, but you can still make a formal request on our Do Not Sell or Share page.
- Opt out of targeted advertising. We don't run targeted ads.
- Not be discriminated against for using any of these rights. We won't charge you more or give you worse service for asking.
- Use an authorized agent to ask on your behalf. We may ask them for written permission and ask you to confirm it.
If you are in California, Virginia, Colorado, Connecticut or another state with a comprehensive privacy law, these rights come from that law, and this section is our notice of them. If you are in California, you also have the right to know the categories of information we collect and the categories of companies we share it with, which sections 2 and 5 answer.
We don't knowingly sell the personal information of anyone under 18. We don't use sensitive personal information for anything beyond running the service.
14. How to make a request
Use the form on our Do Not Sell or Share page, or email austin@loopstacklabs.com. Tell us what you want, and which email address or group it concerns.
We'll confirm we got it, and answer within 45 days. If a request is complicated and we need longer, we'll tell you why and take no more than another 45 days. To protect your information, we may ask you to confirm from the email address on the account; we won't ask for a government ID unless we have no other way to be sure it's you.
If you use a browser signal like Global Privacy Control, we treat it as an opt-out request and record it. We don't sell or share your information either way, so there is nothing further to turn off.
15. Changes to this policy
If we change how we handle personal information, we'll update this page and the date at the top. For a change that meaningfully affects you, we'll tell you by email or on the site before it takes effect.
16. Contact
LoopStack Labs
Email: austin@loopstacklabs.com
Postal address: [[TODO: business mailing address]]
We don't have a designated data protection officer; privacy questions go to the address above and are handled by the founders. [[TODO: confirm whether a DPO or EU/UK representative will be appointed before offering the service there]]
Related: our Terms of Service and the Do Not Sell or Share My Personal Information page.