Privacy Policy

02

Information we may collect

Depending on how you interact with us, we may collect:

• Contact details, such as your name, work email address, telephone number, company name and job title.
• Enquiry and qualification information, including the details you provide about your business, goals, systems, processes and requirements.
• Communications, including messages, call notes, meeting details and records of correspondence.
• Commercial information, such as proposals, agreed scope, billing details, payment status and service records. Payment card information may be handled directly by a payment provider rather than stored by us.
• Service and implementation data needed to design, configure, support and optimise a system for a client.
• Technical and usage information, such as IP address, browser type, device information, referring page and interactions with our website or communications.
• Marketing preferences, including whether you have asked to receive or stop receiving certain communications.

Please avoid sending sensitive personal information unless it is necessary for a clearly agreed purpose.

03

How we collect information

We may collect information:

• Directly from you when you complete a form, book a conversation, contact us, respond to outreach or become a client.
• Through our website, communications, CRM, booking tools and connected business systems.
• From publicly available professional or business sources where permitted by law.
• From service providers, referral partners or platforms used to support our business activities.
• During discovery, implementation, onboarding, training, support and optimisation.

04

How and why we use information

We may use personal information to:

• Respond to enquiries and determine whether our services are suitable for your business.
• Arrange meetings, prepare proposals and manage our commercial relationship.
• Design, implement, operate, support and improve agreed systems and workflows.
• Provide onboarding, team training, reporting and optimisation.
• Send relevant business communications and follow up on expressed or reasonably identified interest.
• Maintain records, administer payments and meet tax, accounting or legal obligations.
• Protect our systems, prevent misuse and maintain website and service security.
• Understand website performance and improve our content, services and customer experience.

Where applicable, we rely on one or more lawful bases, including performing or preparing to enter a contract, pursuing legitimate business interests, complying with legal obligations and obtaining consent where consent is required.

05

Marketing communications

We may send relevant service or business communications where permitted by law. You can ask us to stop marketing communications at any time by using an unsubscribe option where provided or by contacting us through our enquiry form.

We may still send essential non-marketing messages relating to an active enquiry, contract, system, payment, security matter or service relationship.

06

Cookies and analytics

Our website may use cookies and similar technologies. Cookies are small files placed on your device to support website functionality, remember preferences, maintain security and help us understand how the website is used.

These technologies may include:

• Essential cookies required for core website functionality, security or submitted forms.
• Preference cookies that remember selected settings.
• Analytics technologies that help us understand visits, traffic sources and page performance.
• Marketing technologies, where used and permitted, that help measure communications or campaign effectiveness.

You can restrict or delete cookies through your browser settings. Disabling essential cookies may affect how parts of the website work. Where a consent tool is displayed, you can use it to manage non-essential cookie choices.

07

Third parties and service providers

We may share information with trusted providers where reasonably necessary to operate our business or deliver services. These may include providers of:

• Website hosting, cloud infrastructure and data storage.
• CRM, booking, email, SMS and business communication services.
• Workflow automation, reporting, analytics and AI-enabled tools.
• Payment processing, accounting and professional support.
• Security, technical support and system administration.

Providers should only process information for authorised purposes and under appropriate contractual or legal safeguards. We may also disclose information where required by law, to protect legal rights or in connection with a business reorganisation or transfer.

We do not sell personal information as a standalone commercial product.

08

Client systems and processor activities

When Flowtrackai OS builds, configures or supports a client’s operating system, we may process information on that client’s behalf. In those circumstances, the client will generally determine why and how its information is used, and Flowtrackai OS will act under the client’s instructions and applicable agreement.

If your information appears in a client-operated system, you may need to contact that client directly to exercise your rights. We will provide reasonable assistance where required.

09

International data transfers

Some technology providers may process or store information in countries other than the country where you are located. Where data protection law requires it, we seek to use appropriate safeguards for these transfers, such as recognised contractual protections or transfers to jurisdictions considered to provide adequate protection.

10

Data retention

We keep personal information only for as long as reasonably needed for the purpose for which it was collected, including service delivery, relationship management, security, dispute handling and legal, tax or accounting requirements.

Retention periods vary according to the type of information, our relationship with you and applicable obligations. When information is no longer required, we may delete it, anonymise it or securely restrict its use.

11

How we protect information

We use reasonable organisational and technical measures designed to protect personal information against unauthorised access, loss, alteration, misuse or disclosure. Measures may include access controls, account security, provider due diligence, restricted permissions and appropriate operational procedures.

No internet transmission or storage system can be guaranteed to be completely secure. You should use secure methods when sharing confidential information and protect your own passwords and devices.

12

Your data protection rights

Depending on your location and the circumstances, you may have the right to:

• Ask for access to personal information held about you.
• Ask for inaccurate or incomplete information to be corrected.
• Ask for information to be deleted in certain circumstances.
• Ask us to restrict certain processing.
• Object to processing based on legitimate interests or to direct marketing.
• Request eligible information in a portable format.
• Withdraw consent where processing relies on consent.
• Complain to the relevant data protection authority.

These rights are not absolute and may be subject to legal exemptions. We may need to verify your identity before completing a request.

13

Children’s privacy

Our services are intended for businesses and professional users, not children. We do not knowingly seek to collect personal information from children. If you believe a child has provided information to us, please contact us so that we can review and, where appropriate, remove it.

14

External links

Our website or communications may link to websites and services operated by other organisations. Their handling of personal information is governed by their own policies, and we are not responsible for their content or privacy practices.

15

Changes to this policy

We may update this privacy policy to reflect changes in our services, systems, providers or legal obligations. The latest version will appear on this page with an updated date. Material changes may also be communicated through an appropriate additional notice.