LoopRoom privacy policy

Effective: October 2, 2026

LoopRoom is made by Hidden Planet Productions, Inc. This policy explains what information LoopRoom holds, why, who helps us process it, how long we keep it, and what you can do about it. We have tried to write it so that you can actually read it.

1. The short version

• We hold what you put into LoopRoom so that we can run it for you. We do not sell it, we do not use it for advertising, and we do not use it to train AI models.
• There is no tracking. LoopRoom has no advertising, no analytics trackers and no data brokers.
• Your data is stored in Germany, with a small number of named providers who help us run the service, most of them in the United States.
• Audio is deleted automatically: dictation audio after 14 days, meeting audio after 7.
• You can have anything permanently deleted, including your whole account. Email us and we will do it within 30 days.
• You can see, correct or delete your information at any time. Section 11 explains how.

2. Who we are

Hidden Planet Productions, Inc., a California corporation
4821 Lankershim Blvd, Ste FPMB1030
North Hollywood, CA 91601, United States
Privacy questions and requests: looproom@hiddenplanet.io

3. Two different roles

How this policy applies depends on whose information it is.

Your own account. For the information about you as a LoopRoom user, such as your name, email address and sign-in history, Hidden Planet Productions, Inc. decides how it is used. This policy governs it directly.

What your team puts into LoopRoom. Messages, recordings, transcripts, clips and tickets belong to the team that created them. We hold and process them on that team's behalf and on its instructions. The same is true of information about a team's own customers that reaches LoopRoom through our feedback widget or a connected service. If you have a question about that information, the team that collected it is the right place to start, and if you write to us we will pass your request to them.

4. What we collect

When you use LoopRoom

• Your account: your name, email address, profile picture, time zone and a scrambled (hashed) version of your password. We never store your password itself.
• Sign-in and security: your IP address and browser or device details when you sign in, so we can keep your account safe and investigate misuse.
• Presence: which room you are in, the status you set, and whether you are in a focus group. Your team can see this; it is what makes the room work.
• Meetings: each meeting appears as a card in the room's message history, showing who took part, how long it ran, and when each person joined and left. Everyone in the room can see it. We do not watch your screen, record your keystrokes or score your activity.
• Audio: what you dictate, and meetings in rooms where transcription is switched on.
• Transcripts: the text produced from that audio, with titles and tags written for it.
• Messages: what you write, the files you attach, and your reactions.
• Clips: your screen recordings and their transcripts.
• Notifications: an identifier for your device so we can send you notifications, if you allow them.
• Payments: once paid plans are available, your billing details, handled by our payment provider. We do not store card numbers ourselves.
• Support: anything you send us when you ask for help.

About people who do not have a LoopRoom account

• Guests who knock on a room: the name they type, and anything they say or write while inside.
• People who book a meeting through a scheduling link: their name and email address.
• People who watch a clip: whether and how far they watched. If the clip's link asks for a name and email, we keep those too, along with the IP address and browser details used to open it.
• A team's own customers, when the team uses our feedback widget or connects another service: the message they send, their email address, any screenshots they attach, and details the team chooses to send with it. We hold this on the team's behalf (section 3).

5. How we use it, and why we are allowed to

We do not use your information for advertising, and we do not make decisions about you based solely on automated processing that have legal or similarly significant effects on you.

6. AI features

Some of LoopRoom's features use AI: turning speech into text, and writing titles, tags and summaries.

• Who does it: speech is turned into text by Groq. Titles, tags and summaries are written by DeepInfra, Google or Groq, depending on which is available at the moment.
• No training: we do not use your information to train AI models, and we use these providers only on paid terms under which they do not train on it either.
• It can be wrong. AI transcripts and summaries can miss, change or add words, and are especially prone to mistakes with names. Treat them as a helpful draft rather than an exact record.

7. Recording and transcription

When a meeting is being transcribed, LoopRoom shows everyone in the room a visible indicator. Teams are responsible for telling people, including guests, that a meeting may be transcribed, and for getting their consent where the law requires it. Your microphone and camera are always off when you join a room, and stay off until you turn them on.

8. Who we share it with

We do not sell your personal information, and we do not share it for advertising. We share it only with the providers below, who process it for us under contracts that limit them to providing their service.

We will update this list before we start using a new provider.

We may also share information if the law requires it, to protect people from harm, or as part of a sale or merger of our business, in which case this policy would continue to apply to it.

9. Where your information is kept

LoopRoom and its database run in Germany. Several of our providers are in the United States, so some information is transferred there. When it is, we rely on the EU-US Data Privacy Framework where the provider is certified, and on the European Commission's Standard Contractual Clauses otherwise.

10. How long we keep it

11. Your rights

Depending on where you live, you can ask us to:

• tell you what information we hold about you, and give you a copy;
• correct it if it is wrong;
• delete it;
• restrict or object to how we use it;
• give it to you in a format another service can use.

To make a request, email looproom@hiddenplanet.io. We may need to confirm it is really you first. We answer within one month, or 45 days for California residents. You can also ask someone to make a request on your behalf.

If the information is held for a team (section 3), we will pass your request to that team, because they decide what happens to it.

If you are in the EU or UK and are unhappy with how we have handled your information, you can complain to your local data protection authority.

California residents: we do not sell or share your personal information as those terms are defined in California law, and we will not treat you differently for using any of these rights.

12. Deleting your account

To delete your account, email looproom@hiddenplanet.io from the address you signed up with. We will confirm the request, stop using your account, and delete it within 30 days.

In place of your account we keep an anonymised record, with no name and no email address, so that financial records still add up. Messages and other content you created inside a team's workspace belong to that team, so they stay with the team unless the team deletes them.

We are adding a way to delete your account directly in LoopRoom's settings, and will update this policy when it is available.

13. Cookies and browser storage

LoopRoom stores only what it needs in your browser to keep you signed in and remember your preferences. We do not use advertising or tracking cookies.

14. Security

Everything you send to and from LoopRoom is encrypted in transit. Files are encrypted at rest. Access to our systems is limited to the people who need it to run the service. No system is perfectly secure, and if something goes wrong that affects your information, we will tell you as the law requires.

15. Children

LoopRoom is for people aged 18 and over. We do not knowingly collect information from anyone younger. If you believe a child has given us information, contact us and we will delete it.

16. Changes to this policy

If we change this policy in a way that matters, we will tell you by email or in the app before the change takes effect. The date at the top always shows when it was last updated.

17. Contact

Hidden Planet Productions, Inc.
4821 Lankershim Blvd, Ste FPMB1030, North Hollywood, CA 91601, United States
looproom@hiddenplanet.io