Privacy Policy

Who we are

ReturnLoop is operated by Booking Butler Ltd. Company number: 16391467 Registered in England and Wales Registered office: 2 Greaves Fold Holywell Green Halifax HX4 9DY Contact email: [email protected]

Who this policy applies to

• Salons, clinics, and businesses using ReturnLoop
• Visitors to the returnloop.co.uk website
• Clients whose personal data is processed by ReturnLoop on behalf of a business

ReturnLoop is a business-to-business service and is not marketed directly to consumers.

Roles and responsibilities

When ReturnLoop is used by a salon or business:

• The salon or business is the data controller
• Booking Butler Ltd is the data processor

ReturnLoop processes personal data only on the documented instructions of the business and solely for service-related purposes.

What personal data we process

ReturnLoop processes limited and relevant personal data only. This may include:

• Client first name
• Mobile phone number
• Appointment or visit timing information
• Service category or visit type
• Rebooking or review response status

ReturnLoop does not collect or process: payment card details, dates of birth, home addresses, or special category / sensitive personal data.

How personal data is used

Personal data processed by ReturnLoop is used only to:

• Send post-visit SMS follow-ups
• Prompt rebooking after completed appointments
• Request customer feedback or reviews
• Record responses such as YES, NO, or STOP
• Support client retention and service continuity

ReturnLoop does not sell personal data or use it for third-party advertising.

SMS communications

Messages sent via ReturnLoop are service-related communications, not promotional broadcast marketing. SMS messages are:

• Triggered by completed appointments or visit timing
• Sent as part of a structured follow-up sequence
• Automatically stopped once the sequence is complete

All SMS messages include a clear opt-out option by replying STOP. Messages may be delivered using shared service numbers operated by ReturnLoop solely as a technical delivery mechanism on behalf of individual businesses. The use of shared messaging infrastructure does not change the business's role as data controller.

Lawful basis for processing

Personal data is processed under the lawful bases of:

• Performance of a contract
• Legitimate interests relating to customer care, retention, and service follow-up

Where required, businesses are responsible for ensuring appropriate customer consent has been obtained.

Data sharing

Personal data is:

• Processed only on behalf of the salon or business
• Never sold or rented
• Shared only with trusted service providers such as SMS delivery or hosting providers where necessary to deliver the service

All third-party providers are required to meet appropriate data protection and security standards.

Data retention

Personal data is retained only for as long as necessary to provide the ReturnLoop service or as instructed by the business. Data is deleted or anonymised when no longer required, or upon termination of the service, subject to legal and contractual obligations.

International data transfers

Personal data is processed primarily within the United Kingdom. Where data is transferred outside the UK, appropriate safeguards are implemented to ensure protection in accordance with applicable data protection law.

Website enquiries

If you contact us via our website or by email, we process the information provided solely to respond to your enquiry. Website enquiry data is not used for marketing unless you explicitly request further contact.

Your rights

Under UK GDPR, individuals have rights including:

• Access to their personal data
• Correction or deletion requests
• Objection to or restriction of processing

Requests relating to appointment or service data should be directed to the relevant salon or business, as they remain the data controller. General privacy enquiries can be sent to: [email protected]

Changes to this policy

We may update this Privacy Policy from time to time to reflect service or legal changes. The latest version will always be available on our website.