Privacy notice

Who is responsible

Circleloom is operated from London, United Kingdom. Postal address: 89 Paul St, London EC2A 4NE, United Kingdom. The legal operator’s name has not yet been supplied. For privacy questions and data-rights requests, email privacy@circleloom.co.uk. Signed-in members can also send a tracked request through Profile.

Information you give us

• Account email, managed sign-in credentials, preferred name and sign-in provider identity.
• Your optional private profile name and approximate area. No relationship status, home address, date of birth or children’s profiles are requested.
• Gathering reservations: name, email, optional host note, adult confirmation, acknowledgement of event details, status, times and waitlist history.
• Host applications, activity suggestions, reports, blocks, privacy requests and moderation records.
• In-app notifications, read status and your reminder preference.

Do not put medical details, identity documents or other sensitive information in notes or reports. Adult confirmation is self-declaration, not identity or age verification.

Why we use it

Proposed lawful bases for operator review: performance of the service contract for accounts, places, waitlists and service updates; legitimate interests for proportionate safety, abuse prevention and troubleshooting, subject to an interests assessment; legal obligations where a particular duty applies. Optional marketing is not enabled and no marketing consent is collected. These proposed bases are not a concluded legal assessment.

Any necessary special-category processing needs a separately established condition before use. We do not ask you to provide it.

Who sees what

Your profile is visible only to you, including its approximate area. There is no member directory or attendee-to-attendee messaging. Other attendees cannot read your reservation, email or host note through the app.

You and the assigned host can see your reservation; authorised admins can see information needed to manage gatherings. Reports and privacy requests are visible to you and authorised admins, not hosts generally. Suggestions are visible to approved hosts and admins to plan activities. Avoid sensitive details there.

A block stops new joining where you and the assigned host block one another. It does not hide public gatherings or separate attendees at a shared public venue. Existing places are not cancelled by a block; you can cancel in My Plans.

Arrival notes, calendars and private check-ins

Arrival notes are held separately from public event details. Managing hosts can read them; members with a confirmed place can read them only from two hours before the start until the gathering ends. Host handovers give the replacement approved host reservation access and notify members.

Optional check-ins open two hours after a completed gathering ends. Only you and two-step verified admins can read your answers, not hosts or other members. Account deletion removes your check-in answers.

Calendar downloads contain public gathering details, not member emails or arrival notes. Google Calendar and directions links open external services only when clicked; those services receive the public event information or venue search. Calendar copies do not update or cancel automatically.

Automatically collected information

Managed authentication and hosting process connection and security information to serve requests. Application errors can be recorded for troubleshooting; reporting is limited to generic error details. The operator must confirm supplier log contents and retention.

Lovable visitor analytics is switched off. Circleloom does not use advertising tags, optional analytics or marketing pixels. Google Fonts receives connection information when fonts load.

Suppliers and transfers

Lovable provides the app’s hosting, Cloud and AI connection. Cloud handles managed authentication and PostgreSQL data storage. OpenAI processes optional AI planning requests through Lovable. Cloudflare supplies hosting-edge protection; its essential security cookie was observed on the published site. Google and Lovable are available sign-in providers. Google serves the fonts. No separate application-email service is integrated.

The operator must confirm contracted entities, processing locations, sub-processors, data-processing agreements and international transfer safeguards, including Lovable and OpenAI. Do not assume UK-only storage. Transfers outside the UK may require adequacy coverage or appropriate contractual safeguards and a transfer assessment.

Retention and deletion

Approved retention periods, applied automatically each hour: attendee names, emails and host notes are removed 90 days after a gathering ends (anonymised counts remain); private arrival notes and in-app notifications are removed 90 days after the gathering; reviewed host applications and suggestions are deleted 6 months after review; resolved safety reports are deleted after 12 months unless a documented dispute, legal or safeguarding reason requires longer; closed privacy requests are reduced to a minimal record after 2 years. Your profile is kept while your account is active.

A member’s deletion request stops new joining and cancels future active places immediately. An admin reviews identity, handover and evidence before deleting the account. Attendance identifiers are anonymised; notes and email are removed. Reports and minimal accountability records may be retained pending a justified review. Free-text references and supplier logs require manual review.

Cloud documents daily database backups, retained for roughly 14 days, excluding stored files. Actual available snapshots have not been inspected. Deletion cannot be promised immediately in backups. If a backup is restored, the operator must reapply completed deletions.

Your rights and complaints

Depending on the circumstances, you may request access, correction, erasure, restriction, portability, object to processing or withdraw optional consent. You can correct your profile and submit other requests with tracked status in Profile. Identity is checked through your signed-in account; an admin may seek proportionate additional verification through an agreed secure channel before disclosure.

For a UK launch, requests normally require a response within one month, with permitted extensions and exceptions explained individually. You can complain to the Information Commissioner’s Office. Countries served and the operator’s location may change which regulator applies.

Optional AI planning

“Find a plan for me” sends only your typed request, time zone and planning preferences you choose to apply to Lovable’s AI service and OpenAI (GPT-5.4 mini). “Help me plan” sends the organiser’s area, requested date, group size, budget and activity description to OpenAI (GPT-6 Astra) through Lovable. Do not include names, emails, private conversations or sensitive information. Account emails, reports, other members’ data and event records are not included in these AI requests.

Saved planning preferences are private to you and can be changed in the helper. AI outputs are checked before use. Published events are found using ordinary database filters; AI never decides permission or reserves, cancels, publishes or books anything. Manual search and creation remain available. The selected model endpoints are listed by the service as zero-retention; the operator still needs to verify contracts, processing countries and gateway log retention.

For cost and abuse controls, Cloud stores an account identifier, request type, timestamp, a fingerprint of the input and the validated output. Raw prompts are not stored by the app. Identical results can be reused for 24 hours. This is a reuse window, not a deletion promise. Outputs may reflect your stated plans, so avoid personal details. Approved account deletion removes saved planning preferences and cached AI results.

Recommendations and changes

Manual discovery is ordered by date. Optional AI search interprets editable filters, then shows up to three actual published gatherings ordered by date. There are no automated eligibility decisions or private chat analysis. Future material privacy changes must be announced before they apply, using the site notice and a functioning service channel. Optional new purposes must not be activated without their own valid permission.