How FlowOps handles personal information.

Web Creators UK Ltd operates FlowOps.

Web Creators UK Ltd is a company registered in England and Wales. We are the controller for personal information used for the FlowOps website, account administration, billing records, security, support, product administration and our own business communications.

Our data protection role depends on the information involved.

For account, website, billing, security and support information, Web Creators UK Ltd normally decides why and how the information is used and acts as controller.

When a service business uses FlowOps to manage its own customers, bookings, jobs, schedules, team activity and messages, that business normally decides why the information is used. In that situation the business is normally the controller and Web Creators UK Ltd acts as its processor when providing FlowOps.

We collect information needed to provide, secure and support FlowOps.

We do not sell personal information. FlowOps is not designed to require special category information or criminal offence information. Customers should only enter that type of information where it is necessary, lawful and appropriate for their use of the service.

Information can come from you, your organisation, the service and our providers.

• ✓Directly from you when you register, use website live chat, communicate with us, request a demo, use the service or change account settings.
• ✓From the organisation that invites you to a FlowOps workspace or enters information about customers, team members or service activity.
• ✓Automatically from browsers, devices, logs, security systems and strictly necessary storage technologies when you use FlowOps.
• ✓From service providers that help with email delivery, payment status, hosting, security, support and related platform operations.

We use personal information only where we have a lawful reason.

Where we rely on legitimate interests, those interests include securing and improving FlowOps, supporting customers, preventing misuse, managing our business and establishing or defending legal claims. We consider whether those interests are outweighed by the rights and interests of the people affected.

When we act as processor, we use workspace information to provide FlowOps for the customer organisation.

We process customer controlled workspace information on documented instructions contained in the customer agreement, the way authorised users configure and use FlowOps, and any lawful support instructions. Our Terms include data processing commitments for this processor activity.

A customer organisation is responsible for the lawfulness of the information it collects and places in FlowOps, the notices it gives to individuals, the permissions of its authorised users and the instructions it gives to us.

We share information only where it is needed for a legitimate purpose.

We may also disclose information to professional advisers, regulators, courts, law enforcement or other authorities where disclosure is required or permitted by law, or where reasonably necessary to establish, exercise or defend legal rights.

If our business or assets are reorganised, sold, financed or transferred, information may be disclosed as part of that process subject to appropriate confidentiality and data protection requirements.

Some providers may process information outside the United Kingdom.

Where a transfer is restricted under United Kingdom data protection law, we use an available lawful transfer mechanism. Depending on the destination and provider, this may include United Kingdom adequacy regulations, the International Data Transfer Agreement, the United Kingdom Addendum to approved European contractual clauses, or another permitted safeguard.

Where required, we also assess the protection available for the transfer and apply additional contractual, technical or organisational measures that are appropriate to the risk.

We keep personal information only for as long as there is a valid reason to keep it.

Retention depends on the type of information, the purpose for which it was collected, customer instructions, security needs, backup cycles and any legal, accounting, tax, regulatory or dispute requirements that apply.

We use technical and organisational measures designed to protect information.

Measures are selected according to the nature of the service and the risks involved. They may include controlled access, authentication, encrypted network connections, security logging, backups, infrastructure protections and processes for responding to security incidents.

No internet service can promise absolute security. Customers and authorised users must also protect credentials, devices and access permissions and must tell us promptly if they suspect unauthorised access.

AI assistance is designed to support authorised users, not make significant decisions about people on its own.

FlowOps AI may help structure request information or assist a user using context available in the workspace. Authorised users remain responsible for reviewing output before using it in operational or customer decisions.

FlowOps is not intended to make decisions based solely on automated processing that produce legal or similarly significant effects on an individual. If we introduce such processing in the future, we will update our information and apply the safeguards required by applicable law.

Storage technologies and electronic communications are used in line with applicable privacy rules.

Strictly necessary cookies or similar technologies may be used where needed to provide a service you request, maintain security, remember essential session information or balance service traffic.

Where consent is required for non essential analytics, advertising or other storage and access technologies, we will seek that consent before using them and provide a way to change the choice.

Read the Cookie Policy and change your cookie settings

Transactional emails such as login codes, account notices and service messages are sent because they are needed to provide or secure FlowOps. Promotional communications are sent only where permitted by law and include a way to opt out where required.

United Kingdom data protection law gives individuals rights over their personal information.

• ✓Ask for access to personal information and information about how it is used.
• ✓Ask for inaccurate or incomplete information to be corrected.
• ✓Ask for deletion or restriction where the legal conditions are met.
• ✓Object to certain processing based on legitimate interests and object to direct marketing.
• ✓Ask for data portability where the legal conditions apply.
• ✓Withdraw consent at any time where consent is the lawful basis, without affecting earlier lawful processing.

We may need information to verify identity or understand a request. Where the law permits, the response period may pause while we reasonably wait for information needed to deal with a request.

FlowOps is designed for business use.

FlowOps is not directed to children and is not intended for individuals under 18 to create business accounts independently. If a customer organisation processes information about children through its legitimate service activities, that organisation is responsible for the lawful basis, notices and safeguards required for that processing.

The platform is not designed to require special category information or criminal offence information. If a customer chooses to process such information, the customer is responsible for identifying the additional legal condition and safeguards that apply.