privacy policy

Who we are

LOOP is the trading name of Ashford Cinema Ltd. The registered address of the Ashford Cinema Ltd T/A LOOP is LOOP, Elwick Place, Elwick Road, Ashford, Kent, TN23 1AX. Ashford Cinema Ltd is a company registered in England and Wales under company number 15473154. Ashford Cinema Ltd T/A LOOP is referred to as "we", "us" and "our" in this privacy policy.

The purpose of this Privacy Policy is to explain how we will use any personal data we collect about you, the rights you have over any personal data we hold about you, and to tell you about the policies and procedures that we have in place to respect your privacy and keep your personal data secure. This Privacy Policy pertains to the collection and use of any data by us or provided by you in connection with your use of the website, our social media platforms, or when you visit us in person at LOOP.

We reserve the right to change this Privacy Policy from time to time. Any such changes will be posted on this page so that we can keep you informed about how we process your personal data. If significant changes take place, we will also contact you directly via email.

The information we collect

We may hold personal data about you that has been provided directly from you by:

• Browsing our website
• Buying our products (tickets, membership, food and drink)
• Contacting us on any of our channels (telephone, website enquiries, newsletter sign ups and social media)
• Taking part in surveys or competitions

The information we collect about you may vary depending on how you contact us and which products/services you use. The types of personal data we process may include (but are not limited to):

• Your name, date of birth, gender and address
• Your contact details including email address and telephone number
• Your account information such as account numbers, products and services you use/have previously purchased, your stated interests and preferences, and marketing preferences
• Your interactions with us, including feedback, social media and email communications
• Your credit or debit information and information for payments
• Imagery, such as videography, photography, CCTV footage, or body worn camera footage
• Audio, such as voiceovers and testimonials

We sometimes receive your information from other people. This can happen when:

• You participate in market research, such as focus groups or surveys.
• We receive your contact details from our partners and third parties.
• We receive certain services from third parties, such as the provision of our CCTV system

Who we share it with

We will not share your Personal Data with any other organisations, individuals or anybody else, except as may be required by law and with selected third parties who process data on our behalf, including:

• online payment provider
• database system provider
• website provider
• email communication providers
• social media platform management provider
• outsourced professional service functions, such as lawyers, insurers and management services

How we use your data

We keep your data to enable us to fulfil our contractual and legal obligations to you, to provide services whilst you are an active member or user of our website, or where required by law or to protect legal rights. We always look to keep your data for no longer than it is required in line with data protection principles and our processes.

We use your data to provide and improve our products and services. This includes using it for marketing, research, feedback and enquiries, and for safety and security purposes. Other reasons we use your information includes:

• To provide and improve our products and services, including in-venue Wi-Fi, and to respond to you if you contact us.
• When we monitor our websites, social media platforms (such as Facebook, Instagram and Twitter) and online services including, but not limited to, responses to email marketing. If you post comments online or in other media we collect this information, contact you, and use it to improve our products and services.
• To run competitions and promotions and track which offers seem of interest to you.
• To understand you better as a customer by analysing your transactions and other information you provide to us or which we learn through your interactions with us.
• To send you emails including offers tailored to your perceived preferences where you are a member and your preference settings permit this.
• To deliver personalised online advertising to you relating to our services (including films that we think you might like to see), including re-marketing through various social media channels.
• To contact you where you provide us with market research feedback or pass this data to a third-party business partner of ours for panel market research analysis.
• To prevent, investigate and/or report fraud, terrorism, misrepresentation, security incidents or crime, including where we are required to do so by law, including reviewing CCTV imagery.
• To verify your identity from time to time
• To keep records to comply with health and safety legislation

Marketing

If you give us consent, we may send you marketing communications (including promotions and offers), in relation to our products and services that we think are of interest to you. You can subscribe or unsubscribe from our marketing communications at any time by adjusting your account settings online, or by contacting contact@loopashford.com

How long we keep your data

We keep your personal data for no longer than is reasonably necessary to comply with our obligations to you and what the law requires, and to satisfy any accounting or reporting requirements. This means we will generally need to retain your details for a maximum of 24 months after your last transaction or other recorded interaction with us.

In determining the retention period of all Personal Data we take into account the amount, sensitivity and potential risk to you of any unauthorised disclosure and aim to minimise both the amount of Personal Data we hold and the duration we retain it. For example, if you have bought a ticket with us we will need to keep your Personal Data at least until the accounts for that year have been audited and filed with Companies House.

Your rights

Unless subject to an exemption under the UK GDPR and Data Protection act 2018 you have the right to:

• Request access to your personal data (commonly known as a "data subject access request").
• Request the correction of your personal data when incorrect, out of date or incomplete
• Request erasure of your personal data when there is no good reason for us to continue to process it
• Object to processing of your personal data
• Request the restriction of processing of your personal data. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it
• Right to withdraw consent where we rely on your consent for a specific process you have the right to withdraw your consent at any time

If you want to exercise any of your data protection rights, please see the contact details below. To process a request from you, we will need to confirm your identity to ensure we're accessing the right data.

Complaints and contact

We set ourselves high standards when it comes to protecting your personal data. For this reason, we take any complaints we receive from you about our use of your personal data very seriously and request that you bring any issues to our attention.

If you have any queries or require further information then please contact us in the first instance at: contact@loopashford.com

If having exhausted the complaint process you are not content that your request or review has been dealt with correctly, you can appeal to the ICO to investigate the matter further by writing to:

Information Commissioner's Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF