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Privacy Policy
Last updated: December 15, 2025
Who We Are
MoodLoop AI ("we", "us", "our") provides AI-assisted visual content creation, short-form video production, and social media management services for independently owned businesses across the United States, Canada, Australia, United Kingdom, New Zealand, and Ireland.
Legal status: Sole trader
Trading name: MoodLoop AI by Oliver Brown
Address: 30 Signal Close, Henlow, Bedfordshire, SG16 6FF, United Kingdom
Email: oliver@moodloopai.com
Phone: +44 7766 909168
Data controller: We control personal data collected via our website and services. Where we handle client-provided content, we act as your processor.
Our Focus & Client Types We specialize in serving independently owned and family-run businesses including:
  • E-commerce brands (jewelry, watches, boutique fashion, home decor, beauty/skincare, handmade crafts, specialty pet products, eco-friendly home goods, artisanal kitchen tools, sustainable accessories, leather goods, educational toys, paper crafts, textiles, personal care products, DIY craft kits)
  • Specialty Food & Beverage producers (craft bakeries, coffee roasters, wineries/distilleries, food subscription boxes, brewing supplies, hot sauce makers, chocolate makers, honey producers, spice blend creators, cocktail mixologists, tea blenders)
  • Premium Service Businesses (independent estate agents, interior designers, boutique hospitality venues, specialty retailers, artisanal food producers, beauty/wellness professionals, landscaping/pool companies, fitness studios, pet services)
We do not serve national chains, large franchises, or public corporations.
Personal Data We Collect
Identity and contact data: name, email, phone, company, role, postal address, business registration details (for invoicing).
Communications: inquiries, proposals, contracts, approvals, call notes, messages, project briefs, brand guidelines.
Project content: images, videos, brand assets, scripts, captions, product details, property footage, food styling references, and metadata you provide for editing/creation.
Transaction data: invoices, payments (processed via Stripe/PayPal), billing details, subscription information.
Technical and usage data: IP address, device, browser, and time zone (collected only in secure server logs for security purposes).
Marketing preferences: your subscriptions and opt-outs for service updates and promotional content.
How We Use Your Data and Lawful Bases
Service delivery: Provide and manage visual content creation services, proposals, contracts, and deliverables (performance of a contract).
Business communications: Communicate with you about projects, respond to inquiries, and provide client support (legitimate interests).
Financial processing: Process payments, manage accounts/records, and handle invoicing (legal obligations and legitimate interests).
Content quality assurance: Review and refine AI-generated outputs through human oversight to ensure professional standards (legitimate interests).
Website improvement: Improve, secure, and analyze our website/services (using only strictly necessary cookies and server logs).
Marketing: Send service updates, portfolio showcases, and marketing content you opt in to (consent or legitimate interests — you can opt out at any time).
Third-party data: If you supply third-party personal data (e.g., model photos, customer testimonials), you confirm you have proper permissions and releases to share this data with us.
AI Tools and Your Content
We use AI tools to assist with image creation/editing, video production, and social content generation. These tools may temporarily process your content to generate outputs. Key commitments:
  • Training opt-out: Where settings allow, we configure AI tools to disable the use of your content for model training
  • No public training: We do not permit public training on your assets or proprietary business information
  • Human oversight: All AI-generated content undergoes human quality control and review before delivery
  • Content ownership: You retain full ownership of all content you provide and receive final outputs
Portfolio usage: We will not publish your assets in our portfolio without explicit consent. By default, we may showcase non-confidential excerpts of final work after public launch unless you opt out.
Sharing Your Data
Service providers: Client management (e.g., weareindy.com), cloud storage (Google Drive/Dropbox), communications, and payments (Stripe/PayPal). We carefully vet all providers for data protection compliance.
Legal & compliance: Professional advisers, insurers, regulators, and authorities where necessary to comply with law or enforce agreements.
International transfers: We serve clients globally but mainly in the US, Canada, Australia, UK, New Zealand, and Ireland. Where data is transferred outside your jurisdiction:
  • For UK/EEA data: We use UK International Data Transfer Agreement (IDTA) and standard contractual clauses
  • For US data: We rely on appropriate safeguards including contractual protections
  • For other jurisdictions: We implement equivalent protections based on local requirements
Cookies and Analytics
Due to technical restrictions of our hosting platform, we cannot currently implement a cookie banner to gain your explicit consent before tracking.
To ensure full compliance with GDPR, PECR, and international privacy laws, we have DISABLED ALL NON-ESSENTIAL TRACKING (including Google Analytics).
We now use ONLY strictly necessary cookies required for basic site functionality (e.g., remembering your session). These cookies do not collect personal data.
Controls: Since no personal data is collected via tracking cookies, no additional opt-out controls are required. You can still block or delete cookies in your browser settings.
Retention
Client originals (uploads): Retained 90 days from project completion, then deleted unless you request otherwise.
Final deliverables: Retained up to 12 months to support re-delivery and versioning, unless you request earlier deletion.
Contracts, invoices, and records: Retained per legal requirements:
  • UK: 6 years for tax purposes
  • US: 7 years for IRS compliance
  • Australia: 5 years for tax records
  • Canada: 6 years for CRA requirements
  • New Zealand: 7 years for IRD compliance
  • Ireland: 6 years for tax purposes
Marketing preferences: We retain opt-out records indefinitely to honor your preferences.
Security
We implement industry-standard security measures including:
  • SSL/TLS encryption for all data transmission
  • Secure access controls and multi-factor authentication (MFA) where available
  • Regular security assessments and updates
  • Employee training on data protection practices
  • Incident response protocols for potential breaches
While no method is 100% secure, we are committed to protecting your data through continuous improvement of our security practices.
Your Rights (International Compliance)
Depending on your location, you may have rights including:
UK/EU residents (GDPR): Access, correction, deletion, restriction, portability, and objection to processing (including direct marketing). Right to withdraw consent and complain to the ICO.
US residents (CCPA/CPRA): Right to know, delete, correct, and opt-out of sale/sharing of personal information. Right to limit use of sensitive data.
Australian residents (Privacy Act): Access and correction rights, with reasonable timeframes for response.
Canadian residents (PIPEDA): Access, correction, and challenge compliance rights.
New Zealand residents (Privacy Act 2020): Access and correction rights, with complaint mechanisms to the Privacy Commissioner.
Irish residents (GDPR): Same rights as UK/EU residents, with complaints to the Data Protection Commission.
We aim to acknowledge your request within 1 business day and respond within one month (or as required by local law).
Children
Our services are designed for businesses and adults. We do not knowingly collect personal data from children under 18. If we discover we have collected such data, we will delete it promptly!
Contact
Privacy requests: Please email oliver@moodloopai.com
We aim to acknowledge your request within 1 business day and respond within one month (or as required by your jurisdiction's laws).
Changes to This Policy
We may update this policy periodically to reflect changes in our services, legal requirements, or best practices. The "Last updated" date at the top reflects the latest version. We will notify clients of significant changes via email when appropriate.
© 2025 MoodLoop AI by Oliver Brown. All rights reserved.
30 Signal Close, Henlow, Beds, SG16 6FF, UK
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