Privacy policy

1. About this policy

This policy explains how BitLoop Technologies Pte. Ltd. ("BitLoop", "we" or "us") collects, uses, discloses and protects your personal data. We follow Singapore's Personal Data Protection Act 2012 (the PDPA).

It covers our website, our contact and enquiry forms, quote requests and online orders. Our Terms of Sale explain how online orders work. Our UEN is 201903724R and our registered address is 101 Cecil Street, #19-04/05, Tong Eng Building, Singapore 069533.

Personal data means data about a person who can be identified from it, such as a name, email address, phone number or delivery address.

2. What we collect

What we collect depends on how you use our site.

• Enquiries and quote requests: your name, email address, mobile number, company name and website, what you need and your budget range, your message, and any file you attach, such as a bill of quantities or bill of materials.
• Orders: whether you're buying as an individual or a company; for a company, the company name and UEN; your contact name, email address and mobile number; the delivery address, and a different recipient name and phone number if you give one; your billing address; your PO reference and any notes; and what you ordered. We also keep the payment reference and payer name that come with your payment.
• Messages: if you contact us by WhatsApp, phone or email, we receive your number or address and what you tell us.
• Analytics and advertising data: on our public pages, analytics and advertising tools collect information such as the pages you view, your device and browser, and roughly where you are. See "Cookies and analytics" below.
• Server logs: our servers record technical details about requests, such as the time, the page and any errors, to keep the site running and secure.

Checkout doesn't ask for payment card details, and it loads no analytics or advertising tools.

3. Why we use your personal data

We use personal data:

• to respond to your enquiries and quote requests;
• to take, fulfil, deliver and invoice your orders, including matching your payment, arranging delivery, refunds, and pointing you to warranty service;
• to keep the legal, tax and accounting records we're required to keep;
• to understand how our site is used, and to measure and improve our advertising; and
• to keep our site running and protect it from misuse.

We use your personal data only for these purposes, or for a related purpose you'd reasonably expect. If we want to use it for something new, we'll ask for your consent first where the PDPA requires it.

4. Cookies and analytics

Our public pages use analytics and advertising tools. They may set cookies or use similar technologies to collect information about how you use the site and how you reached it, and to measure our advertising.

Checkout and order confirmation pages don't load any analytics or advertising tools.

To opt out, block or delete cookies in your browser settings. Each browser does this differently, so check its help pages. The providers of these tools handle the data they collect under their own privacy policies.

5. Consent and withdrawing it

When you send us a form, place an order or otherwise give us your personal data, you agree that we may collect, use and disclose it as this policy describes.

If you give us another person's personal data, for example a colleague's details or a different delivery recipient, you confirm that you have their consent for us to handle it as this policy describes.

You can withdraw your consent at any time by contacting our Data Protection Officer (details below). We'll tell you what withdrawing means for you. For example, we may not be able to answer an enquiry or fulfil an order without your details. Once you withdraw, we'll stop collecting, using or disclosing your personal data for that purpose, unless the law allows or requires us to continue. Withdrawing consent doesn't affect records we must keep by law, such as order and tax records.

6. Who we share it with

We share personal data only as needed to run our business. We don't name our service providers here, but they fall into these groups:

• hosting and network providers, who run our website and systems;
• email delivery providers, who deliver the emails we send you, such as order emails and replies to your enquiries;
• analytics and advertising providers, through the tools described above;
• couriers, who receive the recipient's name, phone number and delivery address so they can deliver your order;
• accounting service providers, who help us issue tax invoices and keep our accounts; and
• payment providers, if you pay by card.

We may also share personal data with our professional advisers, and with government agencies, courts or regulators when the law requires it.

7. Transfers outside Singapore

Some of our service providers store or process personal data outside Singapore.

When personal data leaves Singapore, we take appropriate steps to make sure the recipient protects it to a standard comparable to the protection it has under the PDPA.

8. How we protect your personal data

We use reasonable security arrangements to protect personal data from unauthorised access, collection, use, disclosure, copying, modification and loss. For example:

• access to order details is limited to authorised BitLoop staff and sits behind sign-in controls;
• checkout and order confirmation pages load no third-party analytics, advertising or tracking tools;
• our servers are set up not to record names, email addresses, phone numbers or postal addresses in their technical logs;
• our backups are encrypted;
• the PDF order summaries we create are made when they are requested, and their download links expire; and
• the emails we send about orders don't use open or click tracking.

No system is completely secure. If a data breach is likely to cause you significant harm, we'll notify you and the Personal Data Protection Commission as the PDPA requires.

9. How long we keep your personal data

We keep personal data only for as long as we need it for the purposes above, or to meet legal or business needs. In practice:

• Orders: we keep order records, including the items, the totals and the details you gave us, for 5 years from the order date, in line with Singapore's record-keeping rules. After that, we anonymise the personal details on the order.
• Order emails: a log of the order emails we send, and whether they were delivered, is kept for 1 year.
• Enquiries and quote requests: we keep the emails and files you send us only for as long as we need them to respond to you and for our business records.
• Server logs: our servers keep technical logs on a rolling basis, and older entries are overwritten.
• Backups: encrypted backups are kept for a limited period, so data we've deleted or anonymised can remain in a backup until it expires.

10. Access and correction requests

You can ask us for a copy of the personal data we hold about you, and for information about how we've used or disclosed it in the past year. You can also ask us to correct personal data that you think is wrong or incomplete.

To make a request, contact our Data Protection Officer. Tell us the email address you used and, for an order, your order reference, so we can find your records. We may need to check who you are before we share or change anything.

We'll handle your request as the PDPA requires. If we can't give you access or make a correction, we'll tell you why, as far as the law allows.

11. Contact our Data Protection Officer

Our Data Protection Officer looks after questions, complaints, and access, correction and withdrawal requests about personal data.

You can contact our Data Protection Officer at support [at] bitlooptech [dot] com.

You can also use our contact form and ask for the Data Protection Officer. If you're not satisfied with our response, you can contact the Personal Data Protection Commission of Singapore.

12. Changes to this policy

We may update this policy from time to time. The date at the top of this page shows when it last changed.