Terms of use

1. Who we are

The Loop is run by [company legal name], a company registered in England and Wales under number [company number], with its registered office at [registered address] ("we", "us"). You can reach us at [contact email].

2. Your account

• You are invited by us, by your employer or by the consultancy running your programme, or you start a free diagnostic for your company yourself. Use the email address you were invited with.
• Keep your sign-in to yourself. You are responsible for what happens under your account; tell us straight away if you think someone else has used it.
• If you start a free diagnostic for your company, you confirm that you are allowed to do so on its behalf and to invite your colleagues.
• Your access can end when your employer or the programme lead deactivates you, when the programme closes, or under section 10. What then happens to your data is set out in our privacy notice.

3. Using the platform properly

You agree not to:

• upload anything unlawful, or anything you do not have the right to share, including other people's personal data beyond what the programme needs;
• try to see data you have not been given access to, test or get round our security, or overload the service;
• copy, scrape or resell the platform, its questionnaires, scoring or content, or use them to build a competing service;
• use the platform to harass anyone or to make decisions about people that the programme is not for.

4. Your content

Your answers, notes, project work, posts and uploads stay yours or your employer's. You give us a licence to host, process and display them as needed to run the platform and the programme, and to produce the reports your programme includes. Company reports show groups only where at least five people have answered, so individuals cannot be picked out.

We may use de-identified, aggregated results (never anything that identifies you or your company) to improve our questionnaires, scoring and benchmarks.

5. AI features

Alfie, our assistant, and some summaries and suggestions on the platform are produced with AI models. They can be wrong or incomplete. Treat them as a starting point, check anything that matters, and do not rely on them for legal, financial, medical or employment decisions.

6. How we monitor the platform

We use PostHog to see how the platform is used, so we can find what is confusing, fix what is broken and improve it. PostHog records which pages are visited, clicks and how long things take, and can replay a session as a recording of the screen. This is anonymised:

• your name and email address are never sent to PostHog; you appear as a random reference number;
• your IP address is discarded, not stored;
• everything you type is masked in recordings, and your answers, notes, quotes and transcripts are hidden from them;
• recordings are deleted after 30 days, and the data is held in the EU.

We also use Sentry to tell us when something on the platform breaks. Error reports carry no names, emails, form contents or sign-in links.

This monitoring is on by default because it is how we keep the platform working well. You can turn PostHog off for your browser at any time on our cookies page; the platform works just the same.

Drafting note: Under PECR, analytics cookies used only to improve a service can be set without consent when people are told clearly and given a simple way to object (as amended by the Data (Use and Access) Act 2025). Confirm the exemption is in force and covers session recordings, which go further than statistics. If not, a consent banner is needed before recordings start.

7. Specialists and the marketplace

We may introduce trainers and consultants we have vetted to deliver work your company has asked for. Briefs go to them anonymised; your company is named only to whoever is chosen, and only after your programme lead signs off. Unless your order form says otherwise, we contract with your company for the work and with the specialist separately. Specialists must keep everything they see on the platform confidential and use it only for the work they are given.

8. Fees

The free diagnostic is free. Anything else is charged as set out in the order form or proposal your company accepts. Unless that says otherwise, invoices are payable within 30 days and prices exclude VAT.

9. Our intellectual property

The platform, its design, questionnaires, scoring, course content and reports format belong to us or our licensors. You may use them for your programme while you have access. Reports produced for your company may be shared freely inside your company.

10. Suspending or ending access

We may suspend or end access if these terms are seriously broken, if the account puts the platform or other people's data at risk, or if your company's agreement with us ends. Where it is reasonable we will warn you first. Sections 4, 9, 11 and 13 continue after access ends.

11. Our responsibility to you

• We provide the platform with reasonable skill and care, but we do not promise it will always be available or error free.
• The platform is for business use. We are not liable for loss of profit, revenue, business, goodwill or data that you could have backed up, or for indirect loss.
• Our total liability under or in connection with these terms in any 12 months is limited to the greater of the fees paid to us for the programme in that period and [£ amount].
• Nothing in these terms limits liability for death or personal injury caused by negligence, for fraud, or for anything else that cannot be limited by law.

12. Changes

We may update these terms. If a change matters, we will tell programme leads by email at least 30 days before it applies. The date at the bottom shows the current version.

13. Law and disputes

These terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction. Please talk to us first; most things can be put right quickly.