Privacy Policy

1.0       Privacy Policy

The purpose of this Privacy Policy is to let you know what to expect when Flow Analytics Limited collect your personal information.

This privacy policy explains how we will use any personal data we collect from you or that you provide to us, in order to provide flow analytics services.

1.1.      What do we do?

We process vehicle and vehicle movement data, which we collect from partner organisations. This is governed by an information sharing agreement between Flow Analytics and the partner organisations, and at no time is this data linked by Flow Analytics to personal data. We use the data to provide reporting and insights to our Clients.

1.2.      What personal data do we collect?

If you work for one of our clients or you contact us in the course of our business we may collect, use, store and transfer different kinds of personal data about you as follows: 

  • First name, last name; employee status (if a client employee);

  • Address, email address and telephone numbers;

  • Any information you provide to us in correspondence;

  • Cookies, IP information if you visit our website;

  • Details of your marketing and communication preferences;

  • We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data).

All information we collect and receive about you will be processed in accordance with this policy.

1.3.      How do we collect your data?

  • You may give us your personal data when you contact us for any reason;

  • Client companies may give us your data when you act as their representative, and

  • We may collect personal data by using cookies on our website.

1.4.      What is our Lawful Basis for processing your data?

We process your data as it is necessary under the following lawful bases for processing personal data:

  • Contract – Processing is necessary for performance of a client contract or for the purposes of entering into a contract;

  • Legitimate Interests – Processing is required to support our legitimate interests to respond to enquiries and correspondence you may enter into; and

  •  

  • Legal Obligation – In order to fulfil our statutory or regulatory obligations. 

We have set out below, a description of the ways we plan to use your personal data, and which of the legal basis we rely on to do so.

Purpose/Activity   Type of data   Lawful basis for processing including basis of legitimate interest  
To administer the website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) (a) Cookies/technical personal information   (a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud)
In order to administer the business. Identity  (b)    Contact details (c)     Cookie/IP information  (a)     Necessary for our legitimate interests (running a business, provision of support/admin services, to provide a good service for our customers)
To comply with legal obligations. (a)     Identity (b)    Contact information (a)    To comply with a legal obligation  

We will only use your personal data for the purposes listed above, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original reason for capturing your data.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. 

1.5.      Who do we share data with and why?

We will only share data in a way that is proportionate to the purposes explained above and ensure your information is processed securely.

We do not provide personal information to our clients as part of the provision of our services.

1.6.      Your rights

Under the GDPR and data protection law, you have rights as an individual which you can exercise in relation to the information that we hold about you.

You have the right to:

Request access to personal data that we process about you and to request information regarding:

  • What personal data we hold about you;

  • The purposes of the processing;

  • The categories of personal data concerned;

  • The recipients to whom the personal data has/will be disclosed;

  • How long we intend to store your personal data for.

Request rectification of any inaccuracies of data held about you, including supplementing the data where it is incomplete.

Request erasure of your personal data from our records. This would apply if we no longer had a purpose for processing it or if you exercised your ‘right to object’ (see below).

Restrict processing of your data, which suspends the processing except the storage of the data itself. This would apply if you dispute the accuracy of the data or our lawful basis for processing it.

Object to processing in cases where we rely on legitimate interests and where you object on grounds related to your situation.

Data portability, whereby you can request a copy of the data you provided to us or ask us to transmit it to another controller of your choosing.

Complain about how we are processing your data to the regulatory body, the Information Commissioner’s Office.

If you wish to exercise any of your rights, please contact us by writing to the address below in the ‘How to contact us’ section and we will strive to get back to you as quickly as possible.

1.7.      Visitors to our websites

We use and protect any information that you provide when you use the Website:

https://flowanalytics.co.uk/

We are committed to ensuring that your privacy is protected.  Should we ask you to provide certain information by which you can be identified when using this website, it will only be used in accordance with this Privacy Policy.

1.8.      Use of cookies

A cookie is a small file, downloaded to your hard drive, that helps a website to anonymously identify you.  Cookies can be used to personalise website experiences and can make the sites you visit quicker and easier to use.  Cookies can only be accessed by the website that created them.

We may create and access cookies on your computer.  You can delete cookies from Flow Analytics, but if you do you may lose information that enables you to access the website more quickly and easily. Please see our cookies policy.

1.9.      How long will we keep your data?

We will keep your personal data for no longer than is necessary to carry out the purposes explained above. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

1.10.   Security and performance

Data security is of great importance to Flow Analytics. To protect your data, we have put in place appropriate physical, electronic, organisational and managerial procedures to safeguard and secure data.

We will keep all your information securely and confidentially. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know.

We have put in place procedures to identify and deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

1.11.   Email

Any email sent to us, including any attachments, may be monitored and used by us for reasons of security and for monitoring compliance with office policy.  Email monitoring or blocking software may also be used. Please be aware that you have a responsibility to ensure that any

email you send to us is within the bounds of the law.

1.12.   Third party web sites and services

We may use services provided by third parties for assisting with, but not limited to, the distribution of newsletters, payment handling, search engine facilities, advertising and marketing. Third party suppliers will have access to certain personal data for that purpose. Any personal data used by third party suppliers can only be used to perform the services requested by Flow Analytics.  Use of data for any other purpose by third parties is strictly prohibited. All data processed by third parties must be processed within the terms of this Privacy Policy and in accordance with the data protection law.

1.13.   Links to other websites

This Privacy Policy does not cover any other websites which are linked to from this website. We encourage you to read the privacy statements on the other websites you visit.

1.14.   Changes to this Privacy Policy

We keep this Privacy Policy under regular review, and it was last updated in March 2024. Any changes to this Policy will be posted on the Flow Analytics website.

2.0       Complaints or queries

We try to meet the highest standards when collecting and using personal information.  For this reason, we take any complaints we receive about this very seriously. We encourage you to bring it to our attention if you believe that our collection or use of your information is unfair, misleading or inappropriate.

If you want to make a complaint about the way we have processed your personal information, please do so via the contact details.  If you are not satisfied with our response, then you can contact the Information Commissioner’s Office (ICO) at www.ico.org which is the statutory body overseeing data protection law in the UK.

3.0       How to contact us

If you would like more information about how we process your data or if you wish to assert any of your rights set out above, please contact our data protection officer/ privacy team by:

Email: [email protected]

OR

Write to us at:

Data Protection Officer, 3rd Floor, 66-90 Paul Street, London, England, EC2A 4NE

Name: Seth Green

Appointment: Director 

Date: 18.03.24 Version 1.0