Privacy Policy

We may collect:

• your name, job title, employer and business contact details;
• information you provide through an enquiry, demonstration request, meeting, application or correspondence;
• account, support, contract, billing and service-administration information;
• technical information such as your IP address, device, browser, pages viewed, referring page and security or error logs; and
• cookie, tag and consent identifiers where permitted.

Please do not send drawings, passwords, special-category personal data or customer-confidential material through the public contact form.

A customer may provide drawings, project records or other content to Flo. Where we process personal data in that content only on the customer’s instructions, the customer is the controller and NEWFLO acts as its processor under the relevant customer agreement and Data Processing Agreement.

We use personal information to:

• respond to enquiries and arrange demonstrations;
• provide, secure, support and improve our website and services;
• administer customer, supplier and partner relationships;
• manage authorised users, contracts, billing and records;
• send service communications and, where permitted, relevant business marketing;
• assess applications and manage recruitment;
• prevent misuse, investigate incidents and protect our legal rights; and
• comply with legal and regulatory obligations.

Our lawful bases are normally:

• contract or steps before a contract, where you ask us to provide information or services;
• legitimate interests, such as operating a secure business, responding to organisations, improving our services and carrying out proportionate business-to-business marketing;
• legal obligation, where the law requires us to use or retain information; and
• consent, including for non-essential cookies and marketing where consent is required.

You may unsubscribe from marketing at any time. You also have an absolute right to object to direct marketing. We may retain a minimal suppression record so that we respect your choice.

We use cookies, pixels, tags, scripts and similar technologies. You can accept all optional technologies, reject non-essential technologies or manage individual categories through our cookie banner.

• Necessary: Support security, form delivery, core site functions and remembering your privacy choices. These are always active where legally permitted.
• Analytics: Help us understand how visitors find and use the site so we can improve its content and performance. This may include Google Analytics 4. Analytics is off by default.
• Functional: Enable optional features such as scheduling, embedded content or chat. This may include HubSpot chat or other embedded services. Functional technologies are off by default.
• Marketing: Measure campaigns and conversions, build audiences and support relevant advertising. This may include Meta Pixel, LinkedIn Insight Tag, Google advertising tags or marketing-related HubSpot tracking. Marketing technologies are off by default.

We may use Google Tag Manager to manage tags. It is a management tool and does not itself give permission for optional tags to run. Analytics, functional and marketing tags are blocked until you make the relevant choice.

The Cookie settings panel is the current record of the providers and technologies active on the site, including their purpose and duration. A provider listed above is not active merely because we may use it in future.

You can change or withdraw your choice at any time through the Cookie settings link persistant on bottom right of the page. Withdrawing consent stops future optional tracking, although a provider may retain information already received lawfully under its own retention rules.

We may share information where necessary with providers supporting our hosting, forms, email, CRM, communications, authentication, security, analytics, professional services and business administration. Optional analytics and advertising providers receive information only in line with your cookie choice.

We may also share information with customers, suppliers, advisers, insurers, regulators, courts or law-enforcement bodies where necessary or legally required, and during a genuine financing, reorganisation or sale of the business.

We do not sell personal information.

Some providers may process information outside the United Kingdom. Where required, we use an approved transfer safeguard, such as UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses.

We keep information only for as long as needed for the relevant purpose. Typical periods are:

• enquiries that do not become a business relationship: up to 24 months after the last meaningful contact;
• customer, supplier and contract records: for the relationship and generally up to 6 years afterwards;
• operational, security and audit logs: typically up to 12 months, unless a longer period is required;
• unsuccessful applications: normally 6 months after the recruitment decision;
• marketing records: until you unsubscribe, with a minimal suppression record retained afterwards; and
• customer content: as set out in the relevant customer agreement and Data Processing Agreement.

We may retain information longer where required by law, a dispute, a security investigation or a contractual obligation.

We use proportionate technical and organisational measures to protect personal information, including access controls, secure transmission, logging and supplier controls. No online service is completely secure, so authorised users must also protect their devices and login details.

Depending on the circumstances, you may have the right to:

• access, correct or erase your personal information;
• restrict or object to its use;
• receive certain information in a portable format;
• withdraw consent; and
• object to direct marketing at any time.

To exercise a right or ask a privacy question, email privacy@flotelecoms.com. We may need to verify your identity before responding.

You can also complain to the Information Commissioner’s Office (ICO), the UK data-protection regulator. We would appreciate the opportunity to address your concern first.

We may update this notice when our services, providers or legal obligations change. The latest version will always be published on this page with its effective date.