GDPR

Who are we?

Loop the Loop Designs ® is a trading name of Wild Arc Studios Limited (“we”, “us”, “our”) and is dedicated to respecting and protecting your right to privacy.

Here, in conjunction with any terms of use outlined on our website, contracts between us and other policies or documents referred to in this notice, explains how we collect personal data from you, that which you provide to us, or that other sources provide about you, is processed by us. The following information should be read carefully in order to understand our practices and ethos regarding your personal data and what we do with it. By visiting this website, or any website under the names and trading names of our limited company, or by giving us information about yourself, you are accepting and agreeing to the codes of conduct outlined in this document.

For the purpose of and thereafter the General Data Protection Regulation (Regulation (EU) 2016/679, the “GDPR”) as amended, supplemented or replaced from time to time (“Data Protection Law”), the data controller is Wild Arc Studios Ltd, with registered company number 13673189 [Registered in England and Wales] with the registered address being Suite 796, Unit 3A, 34-35 Hatton Garden, Holborn, London EC1N 8DX.

Our appointed Data Protection Officer for the purposes of Data Protection Law can be contacted at: Wild Arc Studios Ltd, Suite 796, Unit 3A, 34-35 Hatton Garden, Holborn, London EC1N 8DX or via email at info@wildarcstudios.co.uk


What official trading names are part of Wild Arc Studios Ltd?

Wild Arc Studios Ltd trades under the names Wild Arc Studios ®, Loop the Loop Designs ® and Sense of Calm ®.
•    Loop the Loop Designs first traded on Etsy, expanding to its own website in 2024, offering unique and personalised gifts along with fashion wear utilising high quality eco-friendly and sustainable materials.
•    Sense of Calm began in the Midlands in Derby and runs parent and child sessions and courses from birth to 4 years, providing calming spaces for cognitive development, parental bonding and learning through fun activities such as messy play, baby massage, sensory sessions and tummy time classes.


When is information collected from you by us?

•    When you visit our website(s) and purchase products or services from us using your account.
•    When you check out as a guest while making an online purchase or when you purchase a product or service by phone or in our store.
•    When you join our loyalty programme or create an account with us.
•    We may capture information through cookies and similar technologies when you shop online with us and you can manage these when you visit our site.
•    When you interact with us on social media, forums etc. or participate in prize draws/competitions, fill in surveys/forms or review our products/services.
•    When you reach out to us via telephone, email or written communication with questions, suggestions or complaints etc.
•    When you subscribe to any form of marketing, including our mailing list.
•    When you’ve provided a third-party permission to share the information they hold about you with us.


What information do you collect about you, directly from you or from third parties?

Personal Identification:
Personal details such as your name, address, date of birth, email address, phone number. Where relevant, copies of documents you provide to prove your age or identity should the law requires this, including your passport and driver's licence. This may include your full name, address, date of birth and facial image. When providing a passport, the data of your place of birth, gender, and nationality will also be included.

Account information:
Information used to access your account, including your username, password, loyalty card number and other relevant identifiers. This may also include any items you have added to your Wish List.

Order and transaction information:
This may include products you purchased, the price you paid, billing and delivery addresses, orders, receipts, your method of payment and your payment details (anonymised as per recommended standards of PCI DSS).

Marketing information:
We may obtain your marketing preferences, open rates, click through rates on mailing list and email marketing campaigns and SMS marketing campaigns using OmniSend, ManyChat and Pixels.

Information that we obtain from your interactions with us:
Details of your interactions with us through your comments and product reviews, your social media username if you interact with us through those channels, to help us respond to your comments, questions or feedback.

Browsing activity & cookie information:
Details may be obtained of your visits to our websites including any referring websites that you came to us from and information gathered using cookies in your web browser. Please refer to the Cookies section of our Privacy Policy for more information.

Technical information:
To deliver the best possible web experience, we collect technical information about your internet connection and browser as well as the country where your computer is located, the web pages viewed during your visit, the advertisements you clicked on, and any search terms you entered.

Third party information:
We may utilise personal data from outside sources, including media partners, specialist companies, retail partners and public registers (e.g. the electoral register). When using specialist companies’ personal data about you, they will have alerted you to their intention to share your data when they collected it. We use this along with our own data to better serve our customers. This is also used to ensure the details we have about you are up-to-date. We will not communicate any personal data back to these companies that we’ve collected or created from you.


What is the purpose of this information collection and how is it used by us?

To provide our services
•    A better shopping experience: Our focus is to provide you with a great experience each time you shop with us by delivering the goods or services you request, taking payment from you, managing any refunds or charges, communicating with you about key information directly related to the product or service we are providing to you.
•    Loyalty programmes: When registering and maintaining your loyalty account and to give you access to order histories, marketing preferences, your points and other rewards.
•    Customer service: Providing and managing our customer service link with you, when you communicate with customer services via our customer service email, online contact or feedback forms.
•    Customer feedback: Inviting you via email or on our website to provide us with feedback about our products or services you have received, then using that feedback to understand your opinions on our products and services.
•    A personalised experience: We want you to have an experience that is personalised to you, which may include using your location to show you locally available products, and alerting you to products or services you may have sitting in your basket for certain period of time.

To understand you better
•    Your needs: To ensure we’re constantly delivering the very best for you, we may use obtain performance information about our products and services - what changes we could make, our customer demographics, the general things that they are drawn to, how these different customers shop with us and how to best meet the highest customer expectations etc.
•    How you interact across all our channels: Knowing who you are as a customer helps us to provide you with relevant offers throughout our channels, combining information consistently throughout our range of services, using relevant identifiers including name, email address, phone number etc.
•    Improving our partnerships: Partnering with other retail stores, other trading names we own (Wild Arc Studios and Sense of Calm) etc to present you with offers and services that the trading name Loop the Loop Designs does not provide directly but that we believe you find interesting or useful. It’s important to us to devise ways to improve upon our existing partnerships and this enables us to do that.

To market relevant products and services
•    Personalised marketing: We may reach out to you with offers about products and services which are personalised and that we believe you may like by email, SMS or post.
•    Personalised ads on our sites and on other sites: When you shop online with us, we could potentially show you offers, recommendations and news regarding our products and services that we believe you could be interested in. In addition, our advertisements may appear on other sites, social media and on our advertising partners’ platforms – these assist us in learning about the how effective our advertising is.
•    Understanding and building upon our marketing: Understanding our marketing effectiveness is important to us, learning which demographic of customers interact more with a specific promotion or event and how customers react to our offers in order to target appropriate products and services to the right customers.

To manage and improve our operations
•    Maintenance of our systems: We utilise a range of technology to achieve what we do with our business, including programs that help to organise our stock and to run the websites that you can visit when you shop with us.
•    Using your interactions with us: We analyse interactions between you and our company to modify our customer service methods to better serve you.

To manage safety, security and our legal obligations
•    Legal obligations: Processing information enables us to adhere to legal obligations and to defend, manage or process legal claims.
•    Fraud and Theft: Consistently monitoring for, and responding to, potential fraud or activity deemed suspicious allows us to protect our property and assets, which in turn protects you and your accounts when online shopping with us.


How we justify the collection of information from you

We are required under Data Protection Law to meet a minimum of on “legal ground” for processing information set out in Article 6 of the General Data Protection Regulation. This notice relates to the following applicable grounds to the personal data:

The performance of a contract
•    In the event that the processing is necessary for us to undertake a contract with you, or taking steps prior to entering a contract at your request – such as when we use your personal information to process your orders and payments, to provide you with a refund, communicate with you about your orders, purchases or accounts, issue billing to you for our products or services and the administration of any loyalty account you hold with us.

Legal obligation
•    When the processing is needed for us to comply with a legal obligation we must adhere to, such as the need to identify you when you contact us, checking the accuracy of the data we hold about you or assisting bodies such HMRC, the Police or other regulators relating to a public authority’s investigation.

Vital interest
•    It may be necessary to process your personal information in the event that it in your vital interests.

Legitimate interest
•    When processing for the purposes of our legitimate interests or the legitimate interests of a third party is necessary. We are frequently required to process your personal data to adequately achieve specific tasks concerning the activities of our business. Legitimate interest is the grounds to justify the processing of such data in such circumstances.

Communications
•    In order to provide customer support, to respond to you and communicate with you regarding your requests.
•    To contact you in the event that we need to ask for or provide additional information.
•    To review our records to check they are correct and occasionally to ask you if you are satisfied and pleased with how we are doing things – for example, customer surveys.
•    To carry out marketing activities that do not rely on your consent, such as personalised marketing messages via social media or other third-party platforms.
•    In order to comply with any requests from you concerning you exercising your rights – for example, your choice to not have us contact you for marketing purposes will mean we keep a record of this in order to make sure your wishes are followed.
•    To allow us to interact with you via social media.

Personalising and improving our services to you
•    Personalising your experiences on our online services.
•    Helping us to understand your needs as a customer, the products you buy, the services you use and how you use them, and your shopping methods with our company.
•    Improving the look and content of our websites to ensure its presentation is the best it can be for our customers.
•    To run our business, evaluate and build upon what we do, which includes developing new products and services, working out the effectiveness sales, marketing and advertising, and finding ways to monitor and improve our products, services, offers and promotions.
•    To tailer adverts for you using data collected via your devices, which may include your search activities, location, previously viewed ads and personal information you’ve provided to us, including your age range, gender and topics of interest. If your Ads Settings allows, the ads are informed by this data. An example of this if you use your work computer to visit our website, you may be shown ads on your phone later in the day.
•    To create a consistent journey for you throughout our services and channels, whether shopping online or on the phone.

Consent
•    When you have provided your consent for us to process your data, we may then use this to email, text message or post communications to you with information on our products, services, promotions, offers or special events.


Who we share this information with and the reasons

In order to carry out the actions mentioned in our Privacy and Cookies Policy, we are required to provide access to your personal data to other operating trading names of Wild Arc Studios Ltd and also to third party that provide us with services or with whom we work in conjunction with to provide the products and services that we and our partners bring to you. The involvement of third parties may be as follows:

•    You may wish to pay using Klarna’s range of payment options and in this event we do communicate some of your information – such as your name, delivery address, billing address, email address and order details – to Klarna in order for them to judge if you qualify for their payment options and personalise the payment options to you. Klarna handles your data in accordance with applicable data protection law and in line with Klarna’s Privacy Policy.
•    Services that provide payment options in order to authorise funding for your orders.
•    Advertisers and advertising networks requiring your data in order to select and serve relevant ads to you and other users. Accepting our Cookie Policy when you initially visit our website is a requirement from us in order to do this.
•    We use analytics and insights services to help us to select the best products to show to you, action the best marketing campaigns, and also to have a better understanding of our business and customers.
•    Services that provide analytics and search engine functionality that aid us to improve and optimise our website.
•    Marketing partners who send emails or text messages on our behalf, co-branded or co-sponsored marketing and promotional events at conferences etc offered in collaboration with other companies. Your choice to register or participate in these kinds of marketing or promotional events mean that we and any partner companies could collect information sourced during co-branded or co-sponsored promotional or marketing events. Our use of your personal information is guided by our Privacy Policy. We cannot control any other company’s privacy practices and advise you to read their own guidance on this as well as our own.
•    Our partners on social media, advertisers and advertising networks, each of whom may act as independent or joint controllers – for example Google, Facebook, Instagram (owned by Meta), TikTok, Microsoft etc, which need data to select, serve and report on the efficacy of appropriate advertising to you and others. Pseudonymising happens where possible when it comes to personal data shared with these marketing providers for targeting and reporting and only if you have opted in for marketing communications both online and by registering an account. Providing advertisers with aggregate information can help them to target certain audiences, so we do provide them with this.
•    There is a method of advertising to “lookalikes” where we work in conjunction with our retail partners in finding potential customers who align with our existing clientele on platforms like Google and Facebook for the purposes of advertising. In order to do this, we utilise information on your general shopping habits, and those of households with similar habits, to group large numbers of customers who may share an interest in certain adverts of retail partners. When you are placed in one of these campaign groups, it means we might share some of your basic data, and that of other customers in the group, with a particular platform in order that they can find and show adverts to those who share similar interests. Data that we share during this process is pseudonymised in order to protect your identity and we follow our retention policy, and that of our partners, by deleting this data. It is your right to stop us from using your data in this method by exercising your opt out option to withdraw from all marketing or unsubscribe from our marketing emails. Your presence on a third-party platform’s lookalike audience can be opted out of directly with them.
•    Upon occasion, we use dropship suppliers. These are third-party vendors or manufacturers who fulfil orders on our behalf. Upon you placing an order with us, your order details are forwarded to the dropship supplier, who in turn packages and ships the product to you directly. For this purpose, we share information about you such as your name, address and order details, only those of which are relevant to fulfilling a given order.
•    When we work with specialist companies who provide us with your personal data, they will have provided an explanation in their privacy notices about the data sharing when they collected it from you. To understand our customers better, we use this data along with data we have collected ourselves. Any data we collect or create from you will not be given back to these companies by us.
•    Any legally binding code of practice that we are required to adhere to, or if we are asked by a public or regulatory authority such as the Police means that we may provide some of your data to these agencies.
•    To prevent fraudulent claims, we may also share information with fraud prevention agencies.
•    If we need to disclose information in order to exercise or protect our legal rights and those of our users, services and systems.
•    When responding to an individual’s requests, or those of their representatives, seeking to protect their own legal rights or the rights of others.
•    We may share information with emergency services when you may an emergency call, which includes, but is not limited to, your approximate location.
•    Collection of information by companies that help us to collect your comments and reviews while online or offline.
•    The third-party vendors who aid us in managing and maintaining our IT infrastructure. We may also disclose your personal information 

Additionally, we may disclose your personal information to third parties for the following reasons:

•    We may disclose your personal data to a service provider in the event that we outsource certain aspects of our business or systems.
•    When buying or selling any business or assets, we may disclose your personal data to a prospective buyer or seller of the business or assets.
•    Should our company or a substantial part of our assets were to be acquired by a third party, the personal data we hold about you may form part of the assets that are transferred.
•    If a legal obligation requires us to disclose or share your personal data, in order to apply or enforce the terms of an agreement or policy which we are party to, or to protect the property, rights or safety of our business, our customers, or others, which may include the exchange of information with other organisations and companies in order to protect against fraud and reduce credit risk.


How we keep your information secure

Protecting and managing your personal data is very important to us. We have security measures in place that are both technical and organisational in order to protect any personal information you have supplied to us against loss, destruction, and any unauthorised access by third parties. The following outlines the measures we have in place to mitigate any risks:

•    It is of utmost importance to us that our staff are trained and that rules are adhered to that make sure data is used in a way that aligns with our data protection and information security policies.
•    Our physical protections and digital/electronic systems are there to keep our held information secure.
•    We ensure to encrypt all data that is moved or transferred.
•    We have firewalls and data encryption as computer safeguards to maintain data security while it is being stored.
•    Only our colleagues and trusted partners are allowed access to the data.
•    Potential weaknesses in our systems are regularly looked for and we undertake penetration testing (simulated infiltration) to assess for possible improvements.
•    Proof of identity is required to be shown to us before we divulge any personal information about you.
•    All payment transactions are encrypted in line with PCI standards. If we have issues you with a password, or if you have chosen one for yourself, to provide you with access to certain areas of our site, it is your responsibility to keep your password confidential when accessing your account and at all other times. Sharing your password with anyone else is not permitted.
•    We have established all appropriate organisational and security measures in order to prevent unauthorised access and we make sure transmission of your information is secure. Please note that internet use for the transmission of information is always at your own risk.


Where we store your information and international transfers

We store the data we collect from you on our servers or on the servers of our service providers in the UK/EEA. Occasionally, your personal information may be transferred to our suppliers, service providers or other company offices based outside the European Economic Area (EEA) for the reasons explained in this privacy policy.

Should we transfer information about you to our suppliers, agents or advisers outside the EEA, we will ensure that is protecting with the same diligence as if it was being used in the  EEA. We will utilise one of these safeguarding strategies:

•    Any non-EEA country that we transfer data to must have privacy laws that provide the same level of protection as an EEA country, as deemed to be an adequate level by the European Commission. See European Commission - Policies website for more information.
•    Any recipient in a non-EEA country must accept a model contract with us that states that they will provide data protection to the same standards as the EEA. See European Commission - Policies website for more information.


How long we store your information for

In line with our policy, we only store personal data for as long as is necessary and only for the purposes explained in the section entitled “What is the purpose of this information collection and how is it used by us?” This is variable dependent on the information type and the individual purposes of its application. A thorough data retention and destruction policy that dictates the length of time that we will hold your personally identifiable data. Retention timing, anonymisation and the destruction of this personal data is set by the criteria in the data retention and destruction policy. If you request it, we are able to provide you details that are relevant to your data application. You can use the information in the section below to learn how to make an information request.


Your rights and how you may exercise them

Data Protection Law provides you with various rights, including:

•    The right to ask us not to process your personal data for direct marketing purposes, even if you have given consent; You can click onto the "unsubscribe" link in any communication that we send to you by email or reply with "STOP" in SMS marketing message we send you which will automatically unsubscribe you from that type of communication. Each "unsubscribe" link only relates to that specific type of communication. Please also note that you may continue to receive Service communications in relation to the product and services we have sold to you.
•    If our processing is based on your consent, the right to withdraw any consent you may have given for our processing of your data – if you exercise this right, we will be required to stop such processing if consent is the sole lawful ground on which we are processing that data;
•    The right to ask us for access to the data we hold about you also known as Subject Access Request;
•    The right to ask us to rectify any data that we hold about you that is inaccurate or incomplete;
•    The right to ask us to delete your data in certain circumstances;
•    The right to ask us to restrict our processing of your data in certain circumstances;
•    The right to object to our processing of your data in certain circumstances; Where we rely on our legitimate interests, as set out under “How do we justify the collection of this information?”, you may object to us using it for these purposes. If we agree that your objection is justified in accordance with your rights under data protection laws, we’ll permanently stop using your data for those purposes. Otherwise we’ll provide you with our justification as to why we need to continue using your data.
•    In certain circumstances, the right to require us to give you the data we hold about you in a structured, commonly used and machine-readable format so that you can provide the data to another data controller.
•    You have the right not to be subject to a decision based solely on automated processing.

You can exercise any of the rights set out above, free of charge, by emailing us at info@wildarcstudios.co.uk

Regarding certain rights referred to above, it’s possible we may need to ask you for, and obtain, more information. The law requires us to confirm your identity before we can share any data with you, so please ensure that you provide one valid proof of identity as part of your request. A utility bill in your name or your driving licence would be adequate, although some other similar formal documents may also be accepted. None of these documents can be older than 6 months to be valid. The law may require us to retain certain information under some circumstances.

It should be noted that if you submit unfounded, excessive or repetitive requests while exercising any of these rights, we reserve the right to administer a reasonable charge in providing your requested information or having us take the requested action. We also reserve the right to decline your request in these circumstances.

It is also your right to submit a complaint to the Information Commissioner’s Office (www.ico.org.uk) should you be concerned that we are not being respectful of your rights under Data Protection Law. The Information Commissioner’s Office is the UK authority responsible for overseeing the application of, and enforcing, Data Protection Law.


Access to your data

It is your right to have us provide you with:

•    A confirmation of whether we are processing or holding personal data about you. If this is the case, you are then entitled to be provided with:

    • Information as to the purposes for which we process the data;
    • Information as to the categories of the data that we are processing;
    • Information as to the recipients or categories of recipients to whom the data has or will be disclosed;
    • Information as to the envisaged period for which we will store the data, or the basis on which that period will be determined;
    • A copy of the data (further copies are available at a reasonable charge, which we will inform you of should you request further copies). Please note that this right is subject to the rights of others in relation to their own personal data, meaning that we cannot disclose data to you if it would involve disclosing data about someone else.

Please see section above to read how to exercise your rights under this section. Section above applies in full to the exercising of these rights.


How we use cookies

We utilise cookies and comparable standard tracking technologies, which are known collectively as “cookies” in order to differentiate between you and other users who visit our website. This is with a view to improving your experience while browsing on our website and to help us improve our website. Our Cookie Policy outlines details of the cookies and similar tracking technologies that we utilise and the reasons why we use them.


External websites

On our website, we sometimes include links to other websites as part of our content, including of our partner networks, affiliates and advertisers. These links lead to websites that have their own privacy policies and we accept no responsibility or liability for their content or policies. To ensure the safety of your data, we suggest checking the policies of these websites before submitting and personal data to them.


Alterations to this privacy notice

We update this privacy notice whenever we make changes in how we handle your data. We will email you an up-to-date copy should this be out-of-date or inaccessible for any reason.

Last update was made on 03-Mar-2025


Contact

Please send any privacy notice enquires, suggestions or requests to us at: info@wildarcstudios.co.uk