This policy is maintained by LOOP Technologies and explains what data the LOOP app and website collect, why we collect it, who we share it with, how long we keep it, and how you can access or delete it. A Vietnamese-language policy is also available at Chính sách bảo mật.

1. Scope

This policy covers the LOOP mobile application for iOS and Android, the LOOP web dashboard, and the loopin.one website (together, the "Services"). LOOP is a business tool used by merchants — restaurants, cafés, retail stores, salons, karaoke and billiards venues, sports courts and similar businesses — to run point-of-sale, inventory, staff and customer operations.

Two roles matter throughout this document. Where you sign up and use LOOP to operate your business, we act as the controller of your account data. Where you enter your own customers' or staff members' data into LOOP, you are the controller of that data and we act as a processor on your behalf and on your instructions.

2. Data we collect

The categories below match the disclosures in our Google Play Data safety form and our Apple App Privacy labels.

2.1 Account information

Name, email address, phone number, business or venue name, and account role.
Authentication data (hashed password or third-party sign-in identifier).
Why: to create and secure your account, authenticate you, provide support, and send service notices.
Required: yes — the Services cannot function without an account.

2.2 Business and transaction data

Sales and order records, payment method and amount, inventory and recipe data, supplier records, shift and staff records, and customer records you choose to store (such as a name, phone number or loyalty balance).
Why: to deliver core product functionality — recording sales, tracking stock, producing reports, and running loyalty and staff features.
Required: yes for core features. You decide what customer data you enter; please only enter what you have a lawful basis to collect.

2.3 Device and usage analytics

Crash logs and diagnostics, app version, operating system, device model, a device or installation identifier, IP address, and in-app usage events (screens opened, features used).
Why: to diagnose crashes, detect abuse and fraud, measure feature usage, and improve product performance and reliability.
Required: diagnostics are required for the app to be supportable; product-analytics collection can be limited using your device's tracking and analytics settings.

2.4 Camera, photos and media

Camera frames used for barcode and QR scanning, and photos you choose to attach to a product, menu item, receipt or expense record.
Why: barcode scanning happens on-device; attached images are uploaded to your account so they appear across your devices and staff logins.
Required: no — these are optional features you trigger.

2.5 Location

Approximate or precise device location, used to identify the store or venue a device is operating at, to tag shift clock-in and clock-out events, and to help prevent fraud.
Why: multi-outlet reporting, staff attendance features, and security.
Required: no. Location is only collected when you enable a feature that needs it, and only while the app is in use. We do not collect background location and we do not build location profiles for advertising.

2.6 What we do not do

We do not sell your personal data, and we do not sell your customers' data.
We do not share data with third parties for their own advertising, and we do not use your data for cross-app or cross-site behavioural advertising.
We do not store full payment card numbers — card data is handled by our payment processors.

3. Device permissions and why we ask

Permission	Why LOOP asks for it	Optional?
Camera	Scan product barcodes and QR codes, and take product or receipt photos.	Yes
Photos / media library	Attach an existing image to a product, menu item or expense record.	Yes
Location (while in use)	Identify the outlet a device belongs to and tag staff clock-in events.	Yes
Notifications	Send order, low-stock, shift and security alerts.	Yes
Bluetooth / local network	Connect to receipt printers, cash drawers and card terminals on your premises.	Yes

Every permission is requested at the moment the related feature is first used, and you can revoke any of them at any time in your device settings. Revoking a permission disables only the feature that depends on it.

4. Who we share data with

We share data only with service providers that help us operate the Services, and only to the extent needed for them to perform their function. They are bound by contract to protect the data and may not use it for their own purposes.

Cloud hosting, database and storage providers — store your account and business data and run our backend infrastructure.
Payment processors — process subscription billing and, where you enable in-app payment acceptance, process your customers' transactions. Card details are entered into and held by the processor, not by LOOP. Each processor acts as an independent controller for the payment data it handles, under its own privacy policy.
AI providers — where you use LOOP's AI assistant and AI reporting features, the content of your request (which may include business data you reference) is sent to an AI model provider solely to generate the response shown back to you in the app. AI features are optional and only run when you invoke them.
Analytics providers — Microsoft Clarity and Google Analytics collect usage and diagnostic data described in section 2.3, including through cookies and SDK identifiers. Their processing is governed by their own privacy policies.

We may also disclose data where required by law, to enforce our terms, or to protect the rights, safety and property of LOOP, our users or the public. If LOOP is involved in a merger, acquisition or asset sale, we will give notice before your data is transferred and becomes subject to a different policy.

5. Cookies and similar technologies

The loopin.one website and web dashboard use cookies and similar technologies for essential session management and for the analytics described above. You can block or delete cookies in your browser; essential cookies are required to stay signed in. The mobile app does not use advertising identifiers for tracking.

6. Children

LOOP is a business tool intended for use by people aged 16 and over acting on behalf of a business. It is not directed at children, we do not knowingly collect personal data from children, and there is no child-directed content or advertising in the app. If we learn that a child has provided personal data, we will delete it.

7. Data retention

Active accounts: we keep account and business data for as long as your account is active, because that data is the product.
After deletion: when you delete your account or ask us to delete your data, we erase it from our production systems and encrypted backups within 90 days.
Legal exceptions: we may keep a minimal set of records for longer where law requires it — for example invoices, tax and accounting records, and records needed to resolve a dispute or enforce our agreements. Those records are retained for the statutory period only and are not used for any other purpose.
Diagnostics: crash logs and aggregated analytics are retained on a rolling basis and are not linked back to a deleted account.

8. Account and data deletion

You can request deletion of your LOOP account and its data at any time. The app does not yet include an in-app delete button, so requests are submitted by email:

By email: write to support@loopin.one from the email address on the account, with the subject line "Delete my LOOP Manager account". We may ask one verification question to confirm you own the account.
Full instructions, the exact list of data deleted and retained, and the processing timeline are on the public account deletion page (Vietnamese: Xoá tài khoản).

What is deleted: your account profile, login credentials, business and transaction records, inventory and customer records you stored, uploaded images, and associated analytics identifiers.

What may be kept: invoices, payment and tax records we are legally required to retain, and anonymised aggregate statistics that cannot identify you.

Timeline: deletion is processed within 90 days of the request, including removal from encrypted backups on their normal rotation. You will receive confirmation when it completes. You can also delete individual records inside the app at any time without closing your account.

9. Your rights

Subject to your local law, you may:

access the personal data we hold about you and request a copy;
correct data that is inaccurate or incomplete;
export your business data in a portable, machine-readable format;
request deletion of your account and data (section 8);
object to or restrict certain processing, including optional analytics;
withdraw consent for any optional feature, permission or communication; and
lodge a complaint with your local data protection authority.

To exercise any right, email hello@loopin.one. We respond within 30 days. We do not charge for these requests and we will not discriminate against you for making one. If you are an end customer of a merchant using LOOP, please contact that merchant first — they control that data and we will assist them in responding.

10. Security

We protect data with encryption in transit (TLS), encryption at rest for stored data, row-level access controls so each account can only reach its own records, role-based permissions for staff logins, audited administrative access, and regular dependency and security review. No system can be guaranteed perfectly secure; if a breach affects your personal data we will notify you and the relevant authority as required by law.

11. International transfers

LOOP Technologies is based in Vietnam. Our infrastructure and service providers may process and store data in other countries, including Singapore, the European Union and the United States. Where data leaves your jurisdiction, we rely on appropriate safeguards such as standard contractual clauses and provider data processing agreements.

12. Changes to this policy

We may update this policy as the Services change or as law requires. The "last updated" date at the top of this page always reflects the current version. For material changes we will notify you in the app or by email before the change takes effect, and where the law requires it we will ask for your consent again.

13. Contact us

Questions, requests or complaints about privacy can be sent to hello@loopin.one, or by post to LOOP Technologies, 363/4 Dinh Bo Linh, Binh Thanh Ward, Ho Chi Minh City, Vietnam. We aim to reply within 30 days.

PRIVACY POLICY