1. Who we are
Loomis is operated by Loomis Group (Pty) Ltd, registration number 2026/574717/07. Its address and telephone number are on our ECT Act Section 43 Information page. Loomis Group is the responsible party for the personal information this policy describes, except where section 11 says an organisation using Loomis Verify is. Our Information Officer deals with every privacy question, request and complaint; you can reach them at hello@loomis.co.za.
Loomis runs three products on one engine. Loomis Personal is for people: a dashboard of your own footprint, deep footprints and Clocked cards, and the Family plan for a household. On Personal you are the account holder, and the dashboard is about you (and, on the Family plan, the household members you add). Loomis Verify is for organisations — employers, churches, NGOs, schools and screening agencies — checking an adult's public footprint for a valid business purpose, such as a hiring decision. Section 11 covers Verify and the people it checks. Loomis Social is for businesses: it helps a business plan, draft and publish posts on its own social accounts, and runs the free findability check.
2. Information about your account
When you hold a Loomis account we process your name, email address, sign-in records, product usage, the goals and settings you choose, and your payment history. Sign-in is handled by our authentication provider, Clerk. Payments are handled by Paystack and PayFast on their own hosted pages; card details never reach or are stored on Loomis systems.
If you set up Loomis Verify as a sole trader, you give us your South African identity number or passport number instead of a company registration number. We do not store the number. We keep a one-way keyed hash of it, so we can stop the same person opening a second Verify account, and its last four characters, so you can recognise it in your account. Neither appears on invoices, reports or agreements. When the account is closed, both are removed with the rest of your identifying information, as section 12 describes.
3. Footprint searches
The free footprint scan needs a signed-in account. It runs on our servers and checks public sources: whether a username exists on public platforms, and public web search results. The search itself is not saved as a record against you.
What does persist is a shared, anonymous index of which public profiles exist under which usernames — the existence of a public profile, not a dossier about whoever searched. The index never records who searched, and a search never shows you who else has searched a name or claimed a profile.
Loomis leaves adult and dating sites out of its account searches.
4. Deep footprints
A deep footprint is a wider, one-off search, run on yourself or on someone else. We store the names, usernames and region you entered and the result, in your account, until you delete the run, close your account, or any shorter retention period shown in your account passes.
A deep footprint about someone else is private to you: Loomis does not notify that person, and nothing from it is added to their own Loomis account or to anyone else's. It uses public information only. The person it is about can exercise their rights over it through our data rights form (section 13).
5. Your connected platforms, mentions and breach checks
Where you connect a social or platform account — your own, or, on the Family plan, a household member's own — you authorise it through the platform's own consent screen. Most connections run through Bundle Social, a third-party connection provider that holds the platform-approved app registration, so that consent screen names Bundle Social rather than Loomis. Loomis reads the connected account's own content at whatever audience it was posted to — public or private — because it is your own content reached through your own grant. On Loomis Personal, connections are read-only. On Loomis Social, Loomis publishes to a connected business account only what that workspace's approval settings allow.
Loomis periodically re-reads your claimed Threads and connected accounts, and searches public news and the wider web for your name, so your dashboard can show what has been written about you. An AI layer then describes what it finds (section 7).
To tell you whether your email address has appeared in a known data breach, we check it against XposedOrNot, a breach-lookup service.
6. Clocked cards
A Clocked card is a shareable card made from your own deep footprint. It carries your archetype and a few counts — never your name, usernames or profile links.
When you share a card, your browser keeps a random token so that your own visits to your links are recognised; we store only a one-way hash of it. When someone opens your link, we record which platform the visit came from — read from their browser's app, for links shared without a platform — and nothing else about them. Someone who signs up through your card is remembered by a cookie until their bonus is claimed.
7. AI processing
Loomis uses commercial AI providers — Anthropic by default, and OpenAI, Google (Gemini) and xAI (Grok) for specific features — behind a swappable internal interface. Google's Gemini is the third assistant in the free findability check and a fallback for Loomis Social image generation. xAI's Grok is the fourth assistant in the findability check, and reads X trends for Loomis Social and X mentions for Loomis Personal. Loomis Verify uses only Anthropic and OpenAI. We never self-host a model. AI explains findings from evidence Loomis has already collected; it does not invent findings. It produces no score or ranking of a person: a finding describes behaviour against a fixed description, never a comparison with other people.
8. The Family plan and minors
On the Family plan, a parent or guardian adds each household member, sets the member's age band, and each member signs in with their own account. For a minor, Loomis reads the member's own linked accounts and public search results for their name, including a search for images of them shared without consent, and checks their email address for known data breaches.
If concerning content — such as self-harm, bullying or other harmful content — turns up, the parent or guardian is notified, and any alert-only contacts they add receive the alert by email.
Loomis Verify never checks anyone under 18.
9. Why we process it
We process your information to run your account and the products you use, to take payment, to keep the platform secure, and to answer you when you contact us. On the Family plan, we also process what is needed to warn a parent or guardian about a safety concern.
10. How long we keep it
Your dashboard's data is kept for a bounded, account-specific retention period, which you can see in your account settings. Deep footprint results stay until you delete them or close your account, unless a shorter period is shown there. Operational logs are kept for limited periods for security and billing, and then deleted.
11. Loomis Verify
When an organisation uses Loomis Verify to check someone, the organisation decides why and whom to check and is responsible for that decision; Loomis carries out the check on its behalf. Under the Protection of Personal Information Act, the organisation is the Responsible Party and Loomis is its Operator.
The organisation gives us the person's name and, where it has them, other names they use, social profile links, email addresses, phone number, region, details that help identify them (such as employer, city, profession, education or approximate age), the purpose of the check, notes on the check and, optionally, a CV. When it signs Loomis's agreement, the organisation confirms that it checks only people aged 18 or older, and only for a lawful business purpose. The organisation may also choose to ask for the person's consent: Loomis then emails the person, the check runs only if they agree, and they can withdraw through the same link. Or it may ask the person to confirm their profiles: Loomis then emails the person to ask which of the profiles it was given are theirs. That check does not wait for their agreement, and the person can object through the same link. Loomis passes the objection to the organisation, which decides whether the check goes ahead.
Loomis reads public information only. It never uses the person's logins, private accounts or direct messages, and never checks criminal records, financial history or sex-offender registers. The report describes evidence-backed behaviour indicators, each with its public source; it never gives a score, rating, verdict, pass or fail, or recommendation. Special personal information, such as health, religion or political views, is removed before the report is released, and Loomis refuses any request to make an automated decision about a person.
The report is available only to the organisation that requested it, and to the notification address the organisation chooses for it. The person's information is kept for the retention period the organisation sets and then deleted. Unless the organisation asked for consent or for profile confirmation through Loomis, Loomis does not contact the person; telling them about the check is the organisation's responsibility.
If you have been checked through Loomis Verify, you can ask the organisation that checked you, or use our data rights form, and we will act on your request and tell the organisation.
12. Account closure and erasure
You can close your account at any time from your account settings; an active subscription must be cancelled first. Closing your account deletes your connections, Threads, goals, dashboard findings and history, deep footprint results, news mentions, uploaded CVs and any Verify records your account holds, and your sign-in account at Clerk.
If you have no billing history, your account record is deleted outright. If you do, which Loomis is required to keep for tax and accounting purposes, the account record is kept with your identifying information removed, so the payment record it is attached to can be retained lawfully. What remains after closure is that payment record, the audit entries recording what was done, any data rights request you made, and the anonymous index of public profiles described in section 3. If you own a Family household, closing your account also deletes every member's account and data, except any adult member you choose to keep.
13. Your rights
Under the Protection of Personal Information Act, 2013 (and equivalent laws elsewhere), you may ask for access to the personal information we hold about you, ask for it to be corrected, object to or restrict its processing, or ask for it to be deleted — whether or not you have a Loomis account. You may also complain to the Information Regulator (South Africa).
14. Who we share it with, and where it is kept
We share personal information only with the service providers needed to run the platform, each bound to process it only on our instructions. We never sell personal information, and we never reuse one customer's data for another customer's benefit.
Our servers and database run on Amazon Web Services in Ireland, and stored files — reports, CVs and exports — are kept on Amazon Web Services in Cape Town. Several providers process information outside South Africa, including in the European Union and the United States.
- Hosting, storage and email: Amazon Web Services; DNS: Cloudflare
- Sign-in and organisation accounts: Clerk
- AI processing: Anthropic and OpenAI (all products); Google and xAI (findability check, Loomis Social and Loomis Personal only, never Verify)
- Public search: Serper and the public APIs of GitHub, Reddit, YouTube, Steam and X
- Breach checks: XposedOrNot
- Platform connections: Bundle Social and X and, where enabled, Meta and LinkedIn
- Country lookup from your IP address: ipapi.co
- Payments: Paystack, PayFast
- Product analytics: PostHog; error monitoring: Sentry
15. Cookies and analytics
We use a small number of cookies. We do not run advertising trackers.
- Sign-in: Clerk's session cookies keep you signed in.
- loomis_device: a random token that lets Loomis recognise your own visits to your Clocked links, so they don't count as someone else's. Kept for a year.
- loomis_ref: remembers which Clocked card brought you here, until your sign-up bonus is claimed, for up to 30 days.
- Analytics: PostHog records which pages you visit and what you click, so we can see how the platform is used. It is linked to your account once you sign in.
16. Security
Data is encrypted in transit, stored files and the connection tokens Loomis holds are encrypted at rest (connections made through Bundle Social keep their tokens with Bundle Social), admin access is restricted to Loomis staff, secrets are kept outside the codebase, and sensitive actions — erasures, data rights requests, consents — are recorded in audit logs.
17. Changes to this policy
We may update this policy from time to time; the date above shows the latest revision. We will tell account holders about material changes before they take effect.
18. Contact
Privacy questions and requests go to our Information Officer at hello@loomis.co.za. The address and telephone number of Loomis Group (Pty) Ltd are on our ECT Act Section 43 Information page.