Privacy Policy
Privacy Policy
Last updated: 22 September 2026
Loom Property Marketing is the trading name of Loom Property Marketing Ltd, a company registered in Scotland.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, book our services, make a payment, receive our media or otherwise interact with us.
We aim to handle personal information responsibly, transparently and only where we have a legitimate reason to do so.
1. Who We Are
Loom Property Marketing Ltd
Registered in Scotland
Company number: SC901687
Registered office: 9/1 Albany Street, Edinburgh, EH1 3PY
Trading as: Loom Property Marketing
Website: https://www.loompropertymarketing.co.uk/
Email: bookings@loompropertymarketing.co.uk
Telephone: 07443124566
For applicable UK data protection purposes, Loom Property Marketing Ltd is generally the data controller for personal information we collect and use in connection with our business.
Where another organisation processes information on our behalf, that organisation may act as a data processor or may have its own independent responsibilities as a data controller.
2. Information We Collect
Depending on how you interact with us, we may collect the following information.
Contact information
This may include:
name;
email address;
telephone number;
business or company name;
postal address;
correspondence and other contact details.
Booking and Property information
When you enquire about or book a Property shoot, we may collect:
Property address;
Property size or approximate floor area;
Property type;
services requested;
preferred dates and times;
access information;
parking or key information;
information about owners, tenants, agents, landlords or other relevant parties;
Property-specific requirements;
information relating to drone work or other filming requirements.
Account and booking information
Where bookings are made through our booking platform, we may collect information associated with your booking account, including login details, booking history, communications and information you provide during the booking process.
Payment and billing information
We may collect:
billing name and address;
invoice details;
payment status;
transaction information;
payment and refund records.
Where payments are processed through Stripe, payment card details are generally entered directly with Stripe rather than being stored by Loom Property Marketing Ltd.
We do not intentionally store complete payment card numbers or security codes.
Stripe may process personal information under its own privacy arrangements and may act as a controller and/or processor depending on the circumstances.
Communications
We may retain emails, messages, telephone notes and other correspondence relating to enquiries, bookings, Services, payments, complaints or other business matters.
Information about other people
You may provide us with information about another person, such as an owner, tenant, agent, employee, contractor or other person connected with a Property.
You should only provide another person's personal information where you are entitled to do so and, where appropriate, should make them aware that their information is being provided to us.
Website and technical information
When you use our website, certain technical information may be collected automatically, including:
IP address;
browser and device information;
operating system;
approximate location derived from technical information;
pages visited;
referring website;
dates and times of visits;
website performance and security information;
cookie and similar technology information.
Some of this information may be collected by Squarespace or other technology providers operating our website.
3. How We Collect Information
We may collect personal information:
directly from you when you contact us;
through our Squarespace website forms;
when you book our Services;
when you create or use a booking account;
when you provide information by telephone, email or other communication;
when you make a payment;
when you receive or access delivered media;
when you communicate with us about an existing Booking;
from an estate agent, property professional, owner, landlord or other Client where they provide information necessary for a Booking;
automatically when you use our website.
Where we receive personal information about someone from another source, we will provide appropriate privacy information where required by law.
Privacy information should generally be provided when personal data is collected directly from an individual.
4. How We Use Personal Information
We may use personal information to:
respond to enquiries;
provide quotations and pricing;
arrange and manage Bookings;
calculate prices based on information such as Property size, location and selected Services;
provide photography, videography, drone and floorplan Services;
communicate with Clients and relevant parties;
arrange Property access;
deliver photographs, videos, floorplans and other media;
process payments and refunds;
issue invoices and maintain financial records;
manage Client accounts;
provide customer support;
deal with complaints or disputes;
maintain business records;
improve our Services and website;
protect our business, website, systems and Clients from fraud, misuse or security threats;
comply with legal and regulatory obligations;
send relevant marketing communications where permitted;
display completed work in our portfolio, website, social media, advertising, awards submissions or other promotional materials, subject to our Terms & Conditions and this Privacy Policy.
We will not use personal information for purposes that are incompatible with the purpose for which it was collected without appropriate justification or notice.
5. Lawful Bases for Processing
Depending on the circumstances, we rely on one or more of the following lawful bases.
Contract
We may process information where necessary to enter into or perform a contract with you, including arranging Bookings, providing Services, delivering media and processing payments.
Legal obligation
We may process information where necessary to comply with legal obligations, including accounting, tax, financial record-keeping and other requirements.
Legitimate interests
We may process information where necessary for our legitimate business interests and those interests are not overridden by your rights and interests.
This may include:
managing our business;
communicating with Clients;
maintaining business records;
protecting our systems and Services;
improving our Services;
handling enquiries;
managing Client relationships;
pursuing or defending legal claims;
promoting our work where permitted.
Consent
Where required, we may rely on your consent, including for certain marketing or non-essential cookies and similar technologies.
Where processing relies on consent, you may withdraw that consent at any time.
6. Booking Through Spiro
We use Spiro as our primary booking and Client-management platform.
Spiro may be used to:
create and manage Bookings;
identify Clients;
calculate prices;
collect Property information;
manage Services and add-ons;
schedule appointments;
communicate Booking information;
manage Client information;
facilitate payment or payment-related information;
provide Booking-related services and records.
Information entered into Spiro may include names, email addresses, telephone numbers, Property addresses, Property sizes, Booking details, Service selections and other information required to fulfil a Booking.
Spiro may process information on our behalf as part of providing its services to us.
Spiro is a technology provider used to facilitate our Services. Your contract for property media Services remains with Loom Property Marketing Ltd, unless we expressly state otherwise.
7. Payments Through Stripe
We may use Stripe to process card and other electronic payments.
When you make a payment, relevant payment and transaction information may be processed by Stripe in accordance with Stripe's own privacy information and terms.
Depending on the payment method and circumstances, Stripe may process information such as your name, contact details, payment details, transaction information, device information and fraud-prevention information.
We receive information necessary to confirm and reconcile payments, but we do not intentionally store complete payment card details.
8. Squarespace Website
Our website is built and hosted using Squarespace.
Squarespace provides website hosting, content management, forms, security, analytics and other website functionality depending on the features we use.
When you visit our website, Squarespace may collect technical information about your visit, including information relating to your device, browser, IP address, network and interaction with the website.
Some information collected through our website may be processed by Squarespace on our behalf, while Squarespace may also process certain technical browsing information for its own purposes as described in its Privacy Policy.
We are responsible for the personal information we collect through our website and for providing appropriate privacy information to visitors.
9. Cloudflare, Domain and Security Services
We may use Cloudflare for services relating to our domain, DNS, website security, performance and network protection.
Cloudflare may process technical information such as IP addresses, browser information, device information and network/security information in providing those services.
The precise information processed will depend on the Cloudflare services we use and how our website and domain are configured.
10. Property Images and Personal Information
Our work may incidentally capture information relating to individuals, including:
people visible within or around a Property;
personal belongings;
photographs, artwork or documents displayed within a Property;
vehicle registration numbers;
names or other identifying information visible within a Property.
Clients are responsible for identifying any information, people or items that should not be photographed or published and for providing appropriate instructions before the shoot where necessary.
Where appropriate, we may edit or remove incidental personal information from delivered media.
11. Portfolio and Promotional Use
Unless otherwise agreed, we may use completed work for our own portfolio and promotional purposes.
This may include:
our website;
social media;
advertising;
brochures;
presentations;
awards submissions;
promotional materials;
examples of our work to prospective Clients.
Our use will generally relate to showcasing our photography, videography and Property marketing Services.
We will not knowingly publish confidential information simply for promotional purposes.
If a Client has a legitimate confidentiality or privacy requirement, they should tell us before the Services are carried out so that we can consider appropriate restrictions.
Our Terms & Conditions contain further provisions concerning portfolio and intellectual property use.
12. Who We Share Information With
We may share personal information where necessary to provide our Services, operate our business, process payments, deliver media, manage Bookings or comply with legal obligations.
Depending on the circumstances, this may include:
Spiro and other booking or Client-management providers;
Stripe and other payment providers;
Squarespace and website technology providers;
Cloudflare and domain, DNS or security providers;
cloud storage or media delivery providers;
email and communication providers;
accounting and bookkeeping providers;
professional advisers;
insurers;
legal advisers;
government authorities, regulators or law enforcement where legally required;
contractors or service providers assisting us with a project where necessary.
We aim to share only information that is reasonably necessary for the relevant purpose.
13. YouTube and Embedded Video
Our website may contain embedded videos hosted by YouTube.
When you interact with an embedded YouTube video, YouTube and associated technologies may process information about your device, browser and interaction with the video.
Where technically available, we may use YouTube's privacy-enhanced embedding option.
Third-party services such as YouTube may use cookies or similar technologies, depending on how the content is embedded and your interaction with it.
Where consent is required for non-essential cookies or similar technologies, those technologies will be handled in accordance with our Cookie Policy and applicable consent requirements.
14. Cookies and Similar Technologies
Our website may use cookies and similar technologies.
These may be used for purposes including:
essential website functionality;
security;
remembering preferences;
website analytics;
embedded content;
marketing or other optional functionality.
Where consent is required for non-essential cookies or similar technologies, we will request consent before using them.
Squarespace provides tools for configuring cookie banners and cookie-related settings, but the website owner remains responsible for configuring the website appropriately and providing compliant privacy and cookie information.
Our separate Cookie Policy explains the cookies and similar technologies used on our website and how you can manage your preferences.
15. How Long We Keep Personal Information
We do not keep personal information indefinitely.
We retain information for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, contractual and legitimate business requirements.
Our normal retention periods are:
Type of informationTypical retention periodUnconverted enquiriesUp to 12 months after our last meaningful contactClient and Booking recordsGenerally 7 years after the end of the Client relationshipInvoices, payment and accounting recordsGenerally 7 years, or longer where legally requiredRelevant business correspondenceGenerally 7 years where connected to a transaction or contractual relationshipOriginal photographs, video and project filesGenerally 12 months after final deliveryDelivered galleries and mediaGenerally 24 months after final deliveryMarketing informationUntil you unsubscribe, object or we otherwise determine it is no longer requiredWebsite security and technical informationIn accordance with relevant provider retention settings and our security requirementsCookie consent informationFor an appropriate period necessary to demonstrate and manage consent
These periods are guidelines rather than guarantees.
We may retain information for longer where reasonably necessary, including where there is an ongoing dispute, legal claim, regulatory requirement, unresolved complaint or accounting requirement.
We may also delete information earlier where it is no longer reasonably required.
The UK GDPR does not prescribe one universal retention period. Retention should be justified according to the purpose for which information is held.
16. Data Security
We take reasonable technical and organisational measures to protect personal information against:
unauthorised access;
accidental loss;
misuse;
destruction;
alteration;
unauthorised disclosure.
Access to personal information is limited to people and service providers who reasonably need it for legitimate business purposes.
No method of storing or transmitting information over the internet can be guaranteed to be completely secure.
17. International Data Transfers
Some service providers we use may process personal information outside the United Kingdom.
Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer is made in accordance with applicable data protection law, including using an adequacy decision or appropriate contractual or other safeguards where required.
The countries involved may vary depending on the services and providers we use.
18. Your Data Protection Rights
Depending on the circumstances, you may have rights under applicable data protection law, including the right to:
request access to personal information we hold about you;
request correction of inaccurate or incomplete information;
request deletion of personal information;
request restriction of processing;
object to certain processing;
request transfer of certain information to another organisation;
withdraw consent where processing is based on consent;
object to direct marketing;
make a complaint to the Information Commissioner's Office.
These rights are subject to legal conditions and exceptions and therefore will not apply in every circumstance.
19. Direct Marketing
Where permitted, we may send existing Clients or business contacts information about our Services, new offerings, property media Services or other relevant business communications.
You can object to direct marketing at any time.
Electronic marketing communications will provide an appropriate way to unsubscribe or opt out.
We will respect marketing objections and unsubscribe requests.
20. Automated Pricing
Our booking process may use information supplied by a Client, including Property size, location, selected Services and other Booking information, to calculate or display a price.
This is primarily an automated pricing function used to determine the applicable Service price.
It does not make decisions about a person's legal rights or similarly significant matters.
Where a price is calculated automatically, the information supplied by the Client must be accurate.
Our Terms & Conditions explain what happens if information supplied during Booking is incorrect or incomplete.
21. Information You Need to Provide
Some personal information is necessary for us to provide our Services.
For example, we may need:
name and contact details;
Property address;
Property size where relevant to pricing;
selected Services;
access information;
payment information;
information necessary to communicate with you.
If you do not provide information necessary to fulfil a Booking, we may be unable to provide the requested Service or may need to amend the Booking.
22. Third-Party Websites
Our website may contain links to third-party websites or services.
These may include booking platforms, social media platforms, payment services, video platforms or other websites.
We are not responsible for the privacy practices, security or content of third-party websites.
You should review the privacy information provided by those organisations when using their services.
23. Children's Information
Our Services are intended primarily for adults and businesses.
We do not knowingly seek to collect personal information from children unless necessary for a specific legitimate purpose and appropriate arrangements are in place.
If you believe a child has provided personal information to us unnecessarily, please contact us.
24. Complaints
If you have concerns about how we have handled your personal information, please contact us first so that we have an opportunity to investigate and resolve the issue.
You also have the right to complain to the Information Commissioner's Office (ICO) if you believe your personal information has been handled unlawfully or your data protection rights have not been respected.
25. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes to:
our Services;
our technology;
the providers we use;
applicable law or guidance;
how we collect or use personal information.
The latest version will be published on our website with the relevant update date.
Where changes materially affect how we use personal information, we will take appropriate steps to bring those changes to your attention.
26. Contact Us
If you have any questions about this Privacy Policy, wish to exercise your data protection rights, or have a concern about how we handle personal information, please contact:
Loom Property Marketing Ltd
Registered in Scotland
Company number: SC901687
Registered office: 9/1 Albany Street, Edinburgh, EH1 3PY
Email: bookings@loompropertymarketing.co.uk
Telephone: 07443124566