- Version Control
|Date||Version||Reason For Change|
|08/06/2021||1.1||Update to data handling and contact points|
Our contact details
Name: Flow Media Solutions Limited
Address: 46- 48 Towerfield Road, Shoeburyness, Southend-on-Sea, Essex SS3 9QT
Phone Number: +44 (0) 1702 297822
Flow Media Solutions Limited (Company Number 05498686) (‘we’, ‘us’, or ‘our’) respects the privacy and personal data of the users of our site and our customers. This notice explains what we do in relation to collecting, storing, and processing personal data, and what rights you have.
It is important that you read this privacy notice or any other notice related to your privacy or fair processing we may provide to you on specific occasions that we are collecting or processing your personal data. By doing so you will be fully aware of why and how we are using your data.
Flow Media Solutions Limited is a Data Controller in certain circumstances, therefore, we are responsible for your data. It is important that the personal data we hold about you is correct and accurate if your personal data changes at any point during the course of our relationship with you please inform us immediately.
In other circumstances, we will also act as a Data Processor on your behalf of a Data Controller. In these circumstances, we are not responsible for your data, however, the same privacy standards will apply.
It should be noted that our services are not intended for children, therefore, we do not knowingly collect personal data on children.
If you have any questions about this privacy notice, including any request to exercise your rights (as laid out below), please contact us at firstname.lastname@example.org.
We are registered with the Information Commissioners Office (“ICO”). The ICO is the UK’s independent authority set up to uphold information rights in the public interest. Their website can be found at https://ico.org.uk/. You have the right to make a complaint directly to the ICO, however, we would appreciate the chance to deal with any concerns you may have before you approach the ICO; please contact us in the first instance.
If we hold your personal data you are a Data Subject and have a number of rights under data protection legislation including:
- The right to be informed that your data is being collected. We do this by making this notice available to you and in limited circumstances where we ask for your written consent;
- The right to access your personal data and know what data we hold. You should use the contact information below in the first instance and we will ask you for proof of identity as part of the process;
- The right to rectification. If you believe that your personal data held by us is inaccurate you can ask us to correct the data;
- The right to erasure. You can ask us to erase your personal data but please understand that there are circumstances where we will continue to be entitled to process your data and we will explain any relevant reasons at that time;
- The right to restrict processing. You can ask us to restrict how we use your data;
- The right to portability. You can ask us to provide your personal data in a format that can be transmitted to another data controller;
- The right to object. You can object to a data controller processing your data, typically where it is used for marketing purposes. We do not use personal data for marketing;
- Rights related to automated processing, typically related to automated decisions and profiling. We do not use personal data to automate our decisions without human intervention but you can ask us if we do this.
If you have further questions, wish to access your data, or wish to make a complaint you should contact email@example.com in the first instance.
Any requests must be accompanied by a copy of a valid ID, on which you have signed and stated the contact address for you. We will receive a response from us within one month of the submitted request. In certain cases, it may take us longer than a month if your request is complex or you have made a number of requests. If this is the case, we will notify you and keep you updated.
The Personal Data we hold, the purposes for which we hold it, and what we do with it will be different for different parties.
If we provide you with links to third-party websites, plug-ins and applications during the course of our relationship with you we do not control any such third-party resources and are not responsible for their privacy policies. If you click, enable or connect any resources from a third-party provided to you, you may allow said parties to collect or share personal data about you. Therefore, we would recommend that you read their privacy notices before proceeding.
The Data We May Collect
Personal data is any information that can be used to identify an individual, it does not include data that has been anonymised (where the identity of the user has been removed or not collected).
We may collect, use, store and transfer different types of information about you, this data has been group under the following:
- Identity Data: This is information that is directly linked to an individual and can be used to identify them (also known as Personally Identifiable Data (‘PID’)). This includes, but may not be limited to, first name, last name, username, title, gender, job title, and date of birth.
- Contact Data: This is information that can be used to contact either individuals or companies/organisations, depending on the characteristics of the data this may be considered PID. This includes, but may not be limited to, billing address, business address, delivery address, email address, and telephone numbers.
- Financial Data: This is information that can be used to process financial transactions. This includes, but may not be limited to, bank account details and payment card details.
- Technical Data: This is information that can be used to conduct diagnosis or comparable services based on the requirements of the product or service to the customer, depending on the characteristics of the data this may be considered PID. This includes IP (internet protocol) address, browser type and version, location and time zone data, browser plug-in (extensions), operating system and platform, and any other technology or device that you may use.
- Profile Data: This is information that can be used to access or interact with our services or products provided to you as part of our contracted duties, depending on the characteristics of the data this may be considered PID. This includes your login credentials (username and password), purchases or orders made by you, your interests, your preferences, feedback, and survey responses.
- Usage Data: This information related to how you access, interact, and use our products and services.
- Marketing Data: This information includes your preferences related to our marketing communications with you and any relevant third parties.
The information below describes the purposes and means by which we process personal data and the scope of use and sharing with other parties. The limitations on scope in relation to sharing with other parties do not apply where we are obliged by law or regulation to a party entitled to receive the personal data.
How We Collect Your Data
People who visit our website
We use a third-party service, Google Analytics, to collect details of website visitor patterns. We do this to understand which pages and information are of most interest to visitors to our site to enable us to update and develop the content on our site.
We do not hold any personal data about visitors to our website and our contract with Google Analytics does not permit them to do so either.
People who send emails to us
You should be aware that unless we have established Transport Layer Security (TLS) or other technical means, email traffic between us may be vulnerable to interception.
If an email you sent to us was intended for our sole use and that was made clear to us we will not share it with other parties or provide your contact details.
People employed by us
We need to hold a range of personal data related to employees, provided by employees, and also gathered in the course of employment.
We will have informed you in detail about the personal data we hold or expect to hold, the purposes for which it is processed, and asked you to consent in writing to your personal data being held and processed in this way. We will also have told you about your various rights under the legislation.
We hold your data on the basis of consent unless that consent has been withdrawn by you and when we obtained your consent we will have explained how long we will normally hold the data. If you have not retained a copy of the Consent Notice you can obtain a copy by contacting firstname.lastname@example.org.
People in contact with us about employment
If you, or your agent; e.g. a recruitment firm have been in contact with us in relation to a possible position that did not result in you taking up a position with us, certain personal data will have been shared with you.
If you sent the personal data directly to us we will have acted on the basis that you consented to us holding and processing the data for the purpose of a potential job role. If the personal data was sent to us by an organisation to whom you provided the personal data in relation to employment we will similarly have acted on the basis that you consented to the data being provided.
Our policy is to destroy all such personal data within two months of receipt unless we are at that time actively in discussions about a possible specific employment role.
People who complain to us
Our Terms of Business Agreements set out the process and contact points for dealing with complaints. Where we receive a complaint in relation to our services we will file that information together with other complaint details gathered by us in the course of investigating and resolving the complaint. This information and any Personal Data will not be shared with any other organisation.
Where we receive complaints about the services of another party; for example a hosting provider, we will pass details of the complaint, including any personal data provided to us, to the party responsible for the provision of the services. We will advise you where we do this. We will retain a summary of the complaint details for use in analysing the overall service experience of our clients.
How We Use Your Data
We will only use your personal data where relevant to and allowed by law. We will generally use your personal data in the following ways:
- Where related to or required under contract to perform agreed-upon duties, services, or provide products (known as the performance of a contract). Otherwise necessary for actions to be taken at your behest before entering or engaging in contracted duties, services or products.
- Under legitimate interest in conducting our or third parties businesses, enabling us to provide the best possible services or products to you. We will consider any impact on you and your rights before we process your personal data for our legitimate interests.
- Where required to comply with legal or regulatory requirements.
You have the right to withdraw marketing consent at any time by contacting us.
Please contact us if you require details on the legal ground we are relying on to process your personal data.
Security and storing of your information
We are committed to protecting the security of your Personal Data. We will take appropriate technical and organisational measures with due observance of the applicable obligations under relevant legislation to protect provided or otherwise collected Personal Data and traffic data. We aim to protect your Personal Data from unauthorised or unlawful access, use or disclosure and accidental loss, destruction and damage.
The data that we collect from you may be transferred to and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of the Service Suppliers. Such staff maybe engaged in, amongst other things, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing.
All information you provide to us is stored on secure servers. Where we have given you (or where you have chosen) a password that enables you to access certain parts of the Website, you are responsible for keeping this password confidential.
Even though we will take significant steps to protect your Personal Data, no company, including us, can fully eliminate security risks associated with Personal Data. Any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.