1. Who We Are

Flowmote (“we,” “us,” “our”) provides online coaching, wellness, and productivity support through video sessions, content, and communication tools.

2. Personal Data We Collect

We may collect the following personal data:

Name, email, phone number

Zoom recordings and transcripts

Payment and billing information (via third-party processor)

Usage analytics and website behavior

Device and location information

Optional demographic details

3. Why We Process Your Data

We use your data to:

Deliver coaching and wellness services

Manage bookings and payments

Send summaries and reminders

Improve our services

Fulfill legal obligations

4. Legal Basis for Processing

We process data based on:

Contractual necessity

Consent (e.g. for recordings, marketing)

Legal obligation

Legitimate business interests

5. How We Share Your Data

We only share data with:

Trusted service providers (Zoom, payment processors, etc.)

Legal authorities if required

No selling or misuse of your data

6. Cross-Border Transfers

Data may be processed outside the UK but only with appropriate safeguards like GDPR-compliant contracts or adequacy agreements.

7. Your Rights

You have the right to:

Access your data

Correct or delete it

Limit or object to processing

Withdraw consent

Request data portability

To exercise your rights, contact us (see Section 10).

8. Data Retention

Coaching records: kept for 7 years

Inactive accounts: deleted after 2 years

Analytics: anonymised or deleted after 2 years

9. Security Measures

Secure data storage

Encrypted communication (SSL)

Strict access controls

Staff training and confidentiality standards

10. Contact & Complaints

If you have questions or concerns, contact:

Data Protection Contact

Email: contact@flowmote.co.uk

You can also file a complaint with the UK ICO at ico.org.uk.

11. Updates

We may update this policy. When we do, we’ll post the new version here and notify users if significant changes are made.