Privacy Policy

Introduction and details of the data controller

Flowz provides an online system to allow organisations to record and risk assess data and flows of data.  It aids compliance with Article 30 of the General Data Protection Regulation of the European Union, as further encapsulated in United Kingdom law by the Data Protection Act 2018.

Flowz Limited is registered with the Office of the Information Commissioner, registration number ZA303158.

You can contact us by using our contact form or by writing to us at:

Flowz Limited

Golden Cross House
8 Duncannon Street
London
WC2N 4JF
United Kingdom

How we collect your information

We are required by law to tell you what information we collect about you and what lawful basis we rely on to use it.  You can find out more about this here

We collect your information when we:

Employ you, and we will use your personal information to:

  • Keep records about your employment, including contracts, hours worked, holidays and sickness
  • Pay you, and ensure you pay the correct tax and national insurance
  • Administer any pension schemes, including schemes required by statute (such as NEST)
  • Keep records about other statutory requirements, such as Equality monitoring
  • Perform background checks using the Disclosure and Barring Service

For this purpose, our lawful basis is the employment contract signed between Flowz and you.  When you apply for a position with us (before you sign a contract), we will rely on your consent to use your information.

Collect information from our website, and we will use your personal information to:

  • Answer any questions you have through our ‘contact us’ pages or if you email us at info@flowz.co.uk
  • Add you to our mailing list, if you sign up to our newsletter from our home page

For this purpose, our lawful basis is your consent.

Provide you with our product, and we will use your personal information to:

  • Keep in touch with you about Flowz products, updates and product improvements or service offerings
  • Administer the tool, transact payments and provide training and other services

For this purpose, our lawful basis is the contract between us

Flowz Limited as Data Processor

Flowz Limited provides the Flowz information asset management application as software as a service.  The application allows organisations to keep a record of their information assets and data flows.  The application also stores names, email addresses and telephone numbers of employees.

Where we process this type of information, we process it as a data processor under contract with each organisation who buys a licence to use the application and as such we will only process the data under their instruction to provide the application and for no other purpose.

Recipients of the information

We share the above information where necessary with:

  • Government organisations where required to do so by law (for example HMRC)
  • Our Data Centre suppliers, Skye Cloud, who host our application and customer databases
  • Our CRM System, HubSpot, where we store the history of our contact with you

Transfers to third countries

Flowz Limited does not transfer any of your information outside the European Economic Area (EU member states plus Norway, Liechtenstein and Iceland)[1].

Retention periods for the data

Employment

We keep your personal information for 7 years

Information collected from the website

We will keep your information only whilst we have your consent to do so.  If you dissent or unsubscribe from our mailing list at any time you will immediately be removed from our lists

When you buy a licence and become a Flowz user

We will only keep your contact details so that we can administer our contractual relationship. Once the contract between us is completed, we will keep personal information for 7 years.

Your rights

You have the right under data protection legislation to:

  • Have a copy of all the information we hold about you
  • Restrict our use of your information
  • Have your information erased (known as the right to be forgotten)
  • Have your information corrected
  • Object to our use of your information
  • Be told if we use automated decision-making

If you wish to exercise any of the above rights please email info@flowz.co.uk.

If you feel we have not properly allowed you to exercise those rights, or you have a more general complaint about the way we use your information, you can complain to the information commissioner.  Please use their website here.

The right to withdraw consent (if consent is the basis of the processing)

Where we have indicated that we use consent as the lawful basis to use your information, you can withdraw your consent at any time by emailing info@flowz.co.uk.

Automated decision making

Flowz Limited does not use automated decision-making

Cookies

When someone visits our website we collect standard internet log information and details of visitor behaviour patterns. We collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website.

We use Lead Forensics, Google Analytics and HubSpot or similar tools, to help analyse use of our website. This analytical tool uses “cookies” to collect standard internet log information and visitor behaviour information in an anonymous form.  To find out more about cookies, including how to control and delete them, visit www.allaboutcookies.org.

We will not (and will not allow any third party) to use the statistical analytics tool to track or to collect any personally identifiable information of visitors to our site.

We will, however, use the information gathered and any freely available information available in the public domain to inform our marketing campaigns and to help us identify corporate individuals who we feel may be interested in our products and services.

Marketing activities could be in the form of telephone, email and post.  When we use email for this corporate purpose we will always give the individual or organisation we contact the option to opt out of receiving any further information.

Please read more on out cookies policy here

Web Server Log Files

IP addresses are used by your computer every time you are connected to the Internet. Your IP address is a number that is used by computers on the network to identify your computer. IP addresses are automatically collected by our web servers so that data (such as the web pages you request) can be sent to you.

Web server log files are used to record information about our site, such as system errors.

Security

Unfortunately, the transmission of information via the Internet is not completely secure. Although we employ security measures to protect the information provided by you, Flowz Limited cannot guarantee the security of your data transmitted to our site and any transmission is at your own risk. Once we have received your information, we will use appropriate security procedures and features aimed at preventing any unauthorised access, unlawful processing, accidental loss, destruction or damage.

Last updated 11th June 2018

[1] https://www.privacy-regulation.eu/en/index.htm