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Privacy Policy

Effective date: July 25, 2025

FlowVenues is a brand of Flowstox Ltd.

Flowstox Ltd (“we”, “our”, “us”) operates both Flowstox and FlowVenues and is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal data when you use our websites (www.flowstox.com and www.flowvenues.com).

Flowstox and FlowVenues collect your data so that we can:

  • Process your orders and manage your account.
  • Email you with special offers on products and services we think you might like.
  • Improve our services and websites through analysis and reporting.

Who We Are

FlowVenues is a brand of Flowstox Ltd, a UK-registered company providing digital services and software for reservations and venue management. Flowstox Ltd acts as Data Controller for the data we collect via our websites and services.

What Personal Data We Collect

We may collect the following types of personal data:

  • Name, email address, phone number
  • Booking details (date, time, number of guests, preferences)
  • Dietary or accessibility notes (if voluntarily provided)
  • Technical data (IP address, device/browser type)
  • Communication preferences and feedback
  • Other data you voluntarily provide when using our services

If you provide personal data about other individuals (e.g., to invite a guest), you must ensure you have obtained their consent.

How We Use Your Data

We use your personal data to:

  • Process and manage your bookings and account
  • Communicate with you about your reservations or enquiries
  • Send you promotional offers (with your consent)
  • Improve our services and user experience
  • Ensure website security and detect fraudulent activity

Legal Basis for Processing

We process your personal data under the following lawful bases:

  • Contract – to provide our services (e.g. managing a reservation)
  • Legitimate interests – to improve our platform, prevent fraud, or communicate important updates
  • Consent – for marketing communications or optional data (e.g. preferences)

You can withdraw your consent at any time.

Cookies & Analytics

We use cookies and tracking technologies to enhance your experience and analyse usage. This includes:

  • Essential cookies for site functionality
  • Google Analytics cookies to collect anonymised usage statistics (e.g. pages visited, time spent, device info)

You can manage or opt out of cookies via your browser settings or by using tools such as Google’s opt-out tool.

Third-Party Data Sharing

We do not sell or rent your personal data. We only share data with trusted third-party services necessary to run our platforms, including:

  • Infrastructure and hosting (our infrastructure provider may process data on servers located in Italy, US or other countries)
  • Email/SMS communication services
  • Analytics tools (e.g. Google Analytics)

These providers act as data processors under contract and are bound by confidentiality and security obligations.

International Data Transfers

Some of our infrastructure providers may store or process data outside of the UK or EU, including in the United States.

We ensure that appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs), to maintain a high level of data protection in accordance with the UK GDPR.

We do not disclose the identity of our sub-processors publicly, but they are contractually bound to comply with all relevant privacy laws.

Data Provided by Users About Others

Users may provide data on behalf of others (e.g. when making a booking or inviting someone to use the platform). This data is processed only as instructed by the user and for the purpose of the service. It is the responsibility of the user to ensure that they have obtained valid consent from those individuals.

Your Data Protection Rights

Under the UK GDPR and EU GDPR, you have the right to:

  • Access – request a copy of your personal data
  • Rectification – request correction of inaccurate or incomplete data
  • Erasure – request deletion of your personal data in certain circumstances
  • Object – object to the processing of your data in some cases
  • Restrict – request limitation of processing
  • Data portability – request transfer of your data to another provider

You can exercise any of these rights by contacting us using the details below.

Data Retention

We keep your personal data only for as long as necessary for the purposes for which it was collected, or to comply with legal, regulatory, or accounting obligations. Booking-related data may be retained for up to 6 years for legal and financial reporting purposes.

Contact Us

If you have questions or wish to exercise your rights under this policy, please contact:

Flowstox Ltd
📧 Email: privacy@flowstox.com
📬 Address: 20 Wenlock Road, London N1 7GU, United Kingdom

Updates to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the “Effective Date” at the top of this page. We recommend reviewing this page regularly to stay informed about how we protect your data.