Privacy Policy | gameloom

gameloom ("we", "us", or "our") is operated by gameloom.ai Ltd, a company registered in England and Wales under company number 16545032, with its registered office at Walliswood, Surrey, UK. This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (the "UK GDPR") and the Data Protection Act 2018 (as amended by the Data (Use and Access) Act 2025), together with the Privacy and Electronic Communications Regulations 2003 (the "PECR") where applicable.

By accessing or using the gameloom platform, you acknowledge that you have read and understood this policy.

1. Data Controller

The data controller responsible for processing your personal data is:

gameloom.ai Ltd
Registered in England and Wales, company number 16545032
Registered office: Walliswood, Surrey, UK
Contact: contact@gameloom.ai

2. Personal Data We Collect

We may collect the following categories of personal data:

Account data: Email address, full name, password (hashed), and organisation type when you register
Whitelist application data: Email, name, organisation type, and any message you provide when applying for early access
Usage data: Pages visited, features used, session duration, browser type, device type, and IP address
Communication data: Any messages or correspondence you send to us
Payment data: Processed by our third-party payment provider; we do not store full payment card details

3. Legal Basis for Processing

Under the UK GDPR, we process your personal data on the following grounds:

Consent (Article 6(1)(a)): Where you have given clear consent for us to process your personal data for specific purposes, such as marketing communications
Contractual necessity (Article 6(1)(b)): Processing necessary for the performance of a contract to which you are a party, including providing and maintaining our platform services
Legitimate interests (Article 6(1)(f)): Processing necessary for our legitimate interests, such as improving our platform, preventing fraud, and ensuring security, provided such interests do not override your fundamental rights and freedoms
Legal obligation (Article 6(1)(c)): Processing required to comply with applicable laws and regulations

4. How We Use Your Data

We use your personal data to:

Provide, maintain, and improve the gameloom platform
Create and manage your account
Process whitelist applications and manage early access
Communicate with you about your account, updates, and support
Analyse platform usage to improve our services
Comply with our legal obligations
Detect, prevent, and address fraud and security issues

5. Data Sharing and Disclosure

We do not sell your personal data. We may share your data with:

Service providers: Third-party processors who assist us in operating the platform (hosting, analytics, email), bound by data processing agreements compliant with Article 28 of the UK GDPR
Legal authorities: Where required by law, regulation, or valid legal process
Business transfers: In connection with a merger, acquisition, or sale of assets, with appropriate data protection safeguards

6. International Data Transfers

Where we transfer personal data outside the United Kingdom, we do so only to countries that the UK government has determined provide an adequate level of data protection (UK adequacy regulations), or where appropriate safeguards are in place — such as the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses. We ensure that any such transfer complies with Chapter V of the UK GDPR.

7. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by applicable law, in line with the storage-limitation principle (Article 5(1)(e) of the UK GDPR). When data is no longer needed, we securely delete or anonymise it.

Account data: Retained for the duration of your account and for up to 12 months after deletion
Usage data: Retained for up to 24 months for analytics purposes
Whitelist applications: Retained for up to 12 months after the application decision

8. Your Rights

Under the UK GDPR, you have the following rights:

Right of access (Article 15): Request a copy of your personal data
Right to rectification (Article 16): Request correction of inaccurate data
Right to erasure (Article 17): Request deletion of your personal data, subject to legal retention requirements
Right to restrict processing (Article 18): Request limitation of processing in certain circumstances
Right to data portability (Article 20): Receive your data in a structured, commonly used, machine-readable format
Right to object (Article 21): Object to processing based on legitimate interests
Right to withdraw consent (Article 7(3)): Withdraw consent at any time without affecting the lawfulness of prior processing

To exercise your rights, contact us at contact@gameloom.ai. We will respond within one month of receiving your request, as required by the UK GDPR. This period may be extended by up to two further months where requests are complex or numerous, in which case we will let you know. You also have the right to lodge a complaint with the Information Commissioner's Office (see Section 13).

9. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction, in accordance with Articles 5(1)(f) and 32 of the UK GDPR. These measures include encryption in transit and at rest, access controls, and regular security reviews.

10. Children's Data

gameloom is not intended for use by individuals under the age of 18. We do not knowingly collect personal data from children. If we become aware that we have collected data from a minor, we will take steps to delete it promptly. We have regard to the UK GDPR, the Data Protection Act 2018, and the ICO's Age Appropriate Design Code where applicable.

11. Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your experience and analyse platform usage, in accordance with the PECR and the UK GDPR. Essential cookies required for platform functionality do not require your consent and cannot be disabled. For non-essential cookies (such as analytics), we will ask for your consent, and you may manage your preferences at any time through our cookie controls or your browser settings.

12. Data Breach Notification

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner's Office without undue delay and, where feasible, within 72 hours, in accordance with Article 33 of the UK GDPR. Where the breach is likely to result in a high risk to your rights and freedoms, we will also notify affected individuals without undue delay, in accordance with Article 34.

13. Supervisory Authority

The supervisory authority for data protection matters in the United Kingdom is the Information Commissioner's Office (ICO). You have the right to lodge a complaint with the ICO if you believe your data protection rights have been violated. You can contact the ICO at ico.org.uk or by post at: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. We would, however, appreciate the chance to address your concerns before you approach the ICO, so please consider contacting us first.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. We will notify you of material changes by posting the updated policy on our platform and updating the "Last updated" date. Continued use of the platform after changes constitutes acceptance of the revised policy.

15. Contact Us

For questions about this Privacy Policy or to exercise your data protection rights, contact us at:

gameloom.ai Ltd
Registered office: Walliswood, Surrey, UK
Company number 16545032
Email: contact@gameloom.ai