Privacy Policy

1Our two roles: controller and processor

This distinction matters, because different rules apply to each.

We are a controller for personal data we collect about you when you visit our websites, create an account, purchase a Subscription or Look Coins, contact support, or receive our marketing. For this data, we decide the purposes and means of processing, and this Privacy Policy applies.

We are a processor for personal data that our customers upload to, store in, or display through the Look platform, and for prompts and reference material submitted to content generation features. For this data, our customer is the controller and decides why and how it is processed. We process it only on the customer's documented instructions, under a separate data processing agreement, a copy of which is available on request from info@lookdigitalsignage.com.

If you are an employee, visitor or other individual whose data appears in a customer's Look account, please contact that customer. We will refer any request we receive to them.

2Personal data we collect

The personal data we collect depends on how you use our services. As controller, we collect:

You must provide identity, contact and billing data to use our paid services. Where a field is optional, we will tell you, and we will explain the effect of not providing it.

We do not ask for and do not need your gender or date of birth.

3How we collect personal data

We collect personal data:

• directly, when you register, place an order, contact us, send feedback, complete a survey or enter a promotion;
• indirectly, from your use of our websites and application, usually through the technologies described in section 8;
• from third parties, including our payment providers, our resellers and partners, and publicly available sources such as company registries.

4Why we use personal data and on what legal basis

Where we rely on legitimate interests, we have assessed that our interests are not overridden by your rights and freedoms. You may ask us for details of that assessment.

We do not make decisions producing legal or similarly significant effects based solely on automated processing.

5Marketing

5.1We may send you updates about our products and services, including offers, promotions and new features.

5.2Where you are an existing customer and the message relates to products or services similar to those you have purchased, we rely on our legitimate interests, and you were given the opportunity to object when your data was collected.

5.3Where required by law, including for prospective customers in the European Economic Area and the United Kingdom, we ask for your consent before sending marketing by email or SMS.

5.4You may withdraw consent or object to marketing at any time, free of charge:

• by emailing info@lookdigitalsignage.com;
• by using the unsubscribe link in any marketing email;
• by replying STOP to any marketing SMS.

5.5Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal. We will still send you service messages relating to your account.

5.6We do not sell personal data, and we do not share it with third parties for their own marketing purposes.

6Who we share personal data with

We share personal data with:

• service providers that help us deliver the Service, including hosting, database, payment, communication and workflow automation providers;
• providers of artificial intelligence models used by content generation features, where you use those features;
• professional advisers, including lawyers and accountants, bound by confidentiality obligations;
• auditors, in connection with the audit of our or their accounts;
• law enforcement agencies, courts, tribunals and regulators, where required to comply with our legal obligations;
• a party acquiring or proposing to acquire our business, in connection with a merger, acquisition, asset sale, financing or insolvency. Information will be anonymised where possible, and the recipient will be bound by confidentiality obligations.

Current sub-processors

The models available through our content generation features change over time as we add, replace or withdraw them. A current list of the named providers we use, with the country in which each processes data, is available on request from info@lookdigitalsignage.com.

We give at least 30 days' notice to our business customers before adding or replacing a sub-processor that processes personal data on their behalf.

7International transfers

7.1We are established in the United States. Personal data we collect is transferred to the United States and, where our service providers are located elsewhere, to other countries.

7.2Where personal data is transferred out of the European Economic Area or the United Kingdom, we rely on one of the following:

• an adequacy decision of the European Commission, or UK adequacy regulations, in respect of the destination country;
• the European Commission's Standard Contractual Clauses, and the UK International Data Transfer Addendum, together with a transfer impact assessment;
• a derogation permitted by applicable law.

7.3Where generation features are used and the model provider is located in a country without an adequacy decision, the transfer is made under Standard Contractual Clauses and is described in the sub-processor list.

7.4You may request a copy of the safeguards we rely on by contacting us using the details in section 13.

7.5Any change to the destinations to which we transfer personal data, or to the transfer mechanisms we rely on, will be notified in accordance with section 12.

8Cookies and similar technologies

8.1We use cookies, web beacons, pixels and similar technologies to recognise your device, remember your preferences, secure your session and understand how the Service is used.

8.2We ask for your consent before placing any non-essential cookie or similar technology. Strictly necessary cookies, which are required to provide a service you have requested, are set without consent.

8.3You may change or withdraw your cookie preferences at any time through the cookie settings on our websites, or through your browser settings.

8.4The cookies we use, grouped by category, with their purpose and duration, are listed in the cookie settings panel available on every page of our websites. You can review them there before giving or withdrawing consent.

8.5We use Google Analytics, provided by Google LLC, to understand how our websites are used. Google Analytics cookies are set only after you consent. You can opt out at any time through our cookie settings or by installing the Google Analytics opt-out browser add-on.

9How long we keep personal data

We keep personal data only for as long as we need it. Our standard retention periods are:

Where a longer period is required by law, or where data is needed to establish, exercise or defend a legal claim, we retain it for that longer period. At the end of the applicable period we delete or irreversibly anonymise the data.

10Your rights

Subject to the conditions in applicable law, you have the right to:

To exercise any right, email info@lookdigitalsignage.com or write to us at the address in section 13. Please tell us which right you wish to exercise and give us enough information to identify you. We may ask for additional information to verify your identity.

We respond without undue delay and in any event within one month of receiving your request. Where a request is complex or where we have received a number of requests, we may extend that period by up to two further months, and we will tell you within the first month if we do.

Exercising your rights is free of charge. Where a request is manifestly unfounded or excessive, we may charge a reasonable fee or refuse to act, and we will explain why.

Downloading your data

You may request a copy of your data by contacting us using any of the methods in section 13. We will send an archive to the email address on your account within the time limits above.

Deleting your account

You may request deletion of your account and associated data by contacting us using any of the methods in section 13. We will confirm by email when the deletion is complete. Data we are required to retain for tax, accounting or legal purposes will be retained for the periods in section 9 and will not be used for any other purpose.

11Keeping personal data secure

11.1We maintain appropriate technical and organisational measures to protect personal data against accidental loss and unauthorised access, use, alteration or disclosure. These include encryption in transit and at rest, access controls on a need-to-know basis, logging, and regular review of our security practices.

11.2We have procedures for handling suspected personal data breaches. We will notify you and any applicable regulator where we are legally required to do so.

11.3No system is completely secure. You are responsible for keeping your login details confidential and for notifying us without delay of any suspected unauthorised access.

12Changes to this Privacy Policy

12.1We may update this Privacy Policy from time to time.

12.2Where a change is material, we will notify you by email to the address on your account, and publish the updated policy here, at least 30 days before it takes effect.

12.3The date at the top of this policy shows when it was last updated. Previous versions are available on request.

14Accessible formats

If you would like this policy in another format, for example large print, audio or braille, contact us using the details in section 13.