Privacy Notice

We are Flowtrace.

We offer software services which aim to improve collaboration and make modern work more meaningful.

When we refer to "us", "we", "our" or "Flowtrace" in this Privacy Notice mean Flowtrace Ltd. Flowtrace is a company incorporated and registered in England and Wales with company number 12928994 and registered address at 86-90 Paul Street, London, England, United Kingdom, EC2A 4NE.

If you have any questions about this notice, including any requests to exercise your legal rights, please contact us at contact@flowtrace.co or by writing to Flowtrace Ltd, 86-90 Paul Street, London, England, United Kingdom, EC2A 4NE.

This notice was last updated on 18th of December 2024.

How do you use my data?

• When you create and log into your account and place orders: we will collect contact details such as your name, email address, phone number, address, company name and company address (if applicable). We may also collect payment details. We collect this in order to take steps to enter into a contract with you and allow you to purchase goods on our website.
  
  
• When you contact us: either by phone, email, via our 'contact us' page or via social media, we will collect your details such as your name, social media handle, contact details, and the content of your message because it’s in our legitimate interest to make sure we can properly respond to your query.
  
  
• When you use our website and consent to our use of cookies: we will collect information about how you use our website. We may use your personal data contained within this information to improve our website and to better understand how people use it. More details on the information we collect and how we do this is set out in our Cookie Policy below.
  
  
• When you attend one of our events or a third-party event we also attend: (including virtual events via video conferencing providers), we may collect your name, address, email address and phone number. We collect this personal data because it’s in our legitimate interests to promote our business and to know who is attending our events.
  
  
• To send you marketing information: Where you have previously expressed an interest in our products or services (and not opted-out of marketing) we will use your name and email address to send you updates because it is in our legitimate interests to promote our other products and services we think you might be interested in.
  
  Where you are a new customer and have opted in via our website to receive updates on our products and services including offers, promotions and new options, we will process your personal data to provide you these updates in line with the preferences you have provided and will only use your personal data in this way with your consent.
  
  You can withdraw your consent to marketing at any time by contacting us at contact@flowtrace.co or, where relevant, by following the unsubscribe link in any marketing communication you receive from us.
  
  
• When you apply for a job with us: We may collect your name, contact details, recruitment information (e.g. right to work documentation and references), test results, qualifications, accreditations and any additional personal data we may receive from our recruitment partners. 
  
  We will use your personal data to assess your suitability for our available roles. We do this to perform our contract obligations or to take steps at your request, before entering into a contract. Where we process your right to work documentation, we will do so to comply with our legal obligations.
  
  
• If our business is sold: We will process your personal data for this purpose because we have a legitimate interest to ensure our business can be continued by the buyer. If you object to our use of your personal data in this way, the buyer of our business may not be able to provide services to you.
  
  

Who do you share my data with?

• Business partners, suppliers and subcontractors, for the performance of the contract we enter into with them or you. 
  
  
• Professional advisors such as lawyers, auditors and insurers, to enable us to meet our regulatory and legal obligations, take professional advice and insure business functions.  
  
  
• Promotional events and marketing organisations, we do not sell data for marketing purposes, but may share your data with an event organiser or collaboration brand including where we run workshops with co-presenters and offer a promotion alongside a partner brand. We will always tell you beforehand (usually on the event registration form) and you will be given the chance to opt-out before we do this.
  
  
• Regulators, Authorities, and Enforcement Agencies, if we are under a duty to disclose or share your personal data in order to comply with any legal or regulatory obligation, or in order to enforce or apply our terms of use and other agreements; or to protect our, our customers' and others' rights. This may include exchanging your personal data with other companies and organisations for the purposes of fraud protection.
  
  
• Prospective buyers of our business, under our legitimate interest to ensure our business can be continued by the buyer.

Where do you store my data?

We store your data on third party servers which are based in the EU and outside of the EU. When working with third parties we may need to transfer your personal data outside of the EU.

Whenever we transfer your personal data outside of the UK and the EU, we ensure it receives additional protection as required by law. To keep this notice as short and easy to understand as possible, we haven’t set out the specific circumstances when each of these protection measures are used. You can contact us at contact@flowtrace.co for more information about this.

How long do you keep my data for?

We will only retain your personal data for as long as we need it unless we are required to keep it for longer to comply with our legal, accounting or regulatory requirements.

In some circumstances we may carefully anonymise your personal data so that it can no longer be associated with you, and we may use this anonymised information indefinitely without notifying you. We use this anonymised information to improve our services, provide analytics and improve our operations.

What are my rights under data protection law?

Depending on where you live and the applicable data protection laws, you have various rights including:

• Access.
  • You have the right to know what information we hold about you and request copies of it.
• Complaints.
  • You have the right to complain about how we process your data.
• Correction or Rectification.
  • If any of the information we have about you is incorrect or incomplete, you have the right to ask us to correct it.
• Erasure or Deletion.
  • You have the right to request we delete the information we hold about you.
• Object to Processing.
  • You have the right to object to the processing of your personal information.
• Portability or Copies.
  • You have the right to ask us to transfer your personal information to another organisation or to you in a format that is accessible.
• Restriction of Processing.
  • You have the right to restrict how we process your personal information.

Data protection law can be complicated and these rights may not always be available to you all of the time. 

You also have the right to lodge a complaint with us or the Information Commissioner's Office (ICO), the supervisory authority for data protection issues in the UK. If you are based outside of the UK, you can find your relevant supervisory authority here.

Before we comply with any request from you, we may ask for information, documents, or other evidence from you to confirm your identity. We do not ask for evidence of your identity to prevent you from exercising your rights, however if you are unable to provide us with the evidence we require we may be unable to comply with your request. We operate on this basis to prevent the fraudulent, malicious, or otherwise adverse disclosure, deletion, or other activity in relation to your data

Cookie Policy

When you use our website and consent to the use of cookies, we collect information about how you use our website. We use this information to improve our website and better understand how it is used. They also collect information about the number of visitors to our site and how they have come to our website.

A cookie is a small file of letters and numbers that we store on your browser or in your device's storage. We only use (and store) non-essential cookies if you provide your consent. 

You can block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our website.