Privacy & Cookies Policy
Effective Date: 30th May 2025
This is the Privacy and Cookies Policy for [https://flexifyhq.com](https://flexifyhq.com) (“Site”), operated by Flexify Advisory Limited (“Flexify”, “we”, “us” or “our”). We are the data controller for the purposes of the UK GDPR and related data protection laws.
We take your privacy seriously. This policy explains what personal data we collect, how we use it, your rights, and how to get in touch with us.
By using our Site, you agree to the terms of this policy. We may update this notice from time to time, and any changes will be published on this page.
1. What Data We Collect
We collect the following types of personal information:
Information you provide
When you fill in forms, sign up for services, submit enquiries, book viewings, or contact us, you may provide your name, email, phone number, company details, and other contact information.
Account data
If you register an account, we store your log-in details.
Communications
We store emails or messages you send us, including queries, feedback, or complaints.
Survey responses
If you choose to participate in a survey or feedback form.
Usage and device information
We collect technical data about your browser, device, IP address, referring site, time spent, and pages visited using cookies and other tracking technologies.
Call recordings
Occasionally, we may record calls for internal training purposes. These are stored securely for no more than two months and can be deleted upon request.
Location data
We may collect your general location based on your IP address or device settings to show relevant content. You can opt out of this via your browser or device settings.
2. Legal Grounds for Processing
We process your personal data based on the following legal grounds:
| Purpose | Legal Basis |
|---|---|
| Providing our services (e.g. handling enquiries or booking viewings) | Contractual necessity |
| Improving our Site and services | Legitimate interests |
| Sending you marketing updates (if opted-in) | Consent |
| Recording calls for internal learning | Legitimate interests |
| Sharing data with workspace providers | Contractual necessity |
| Complying with legal obligations | Legal requirement |
3. Cookies and Tracking Technologies
We use cookies and similar technologies to enhance your experience. Cookies help us:
- Understand how you use our Site
- Improve performance and content
- Personalise your experience
- Show relevant advertising
You can control cookies through your browser settings. Blocking cookies may affect how the Site functions.
Cookie types we use:
| Type | Example | Purpose |
|---|---|---|
| Essential cookies | Site session ID | Enable core functionality |
| Analytics cookies | Google Analytics (_utma, etc.) | Track website usage and performance |
| Advertising cookies | Third-party ad platforms | Serve interest-based ads |
Managing cookies:
You can opt out of Google Analytics here: tools.google.com/dlpage/gaoptout
You can manage interest-based advertising at: youronlinechoices.com/uk
More on cookies: www.allaboutcookies.org
4. How We Use Your Data
We use your data to:
* Provide the services you’ve requested
* Contact you about your enquiry or account
* Improve our services and user experience
* Send marketing communications (if you’ve opted in)
* Connect you with relevant office providers or clients
* Comply with legal obligations
You can opt out of marketing at any time by clicking “unsubscribe” in our emails or contacting us directly.
5. Sharing Your Data
We may share your data with:
* Workspace operators or clients relevant to your enquiry
* Contractors and service providers who support our services
* Analytics and advertising providers (e.g. Google)
* Authorities, regulators, or legal bodies where required
If we sell or restructure our business, your data may transfer to the new owner.
We never sell your personal information to third parties.
6. International Data Transfers
Some of our service providers operate outside the UK/EEA. Where this happens, we ensure your data is protected using legal safeguards such as:
* Standard Contractual Clauses (SCCs)
* Providers located in countries recognised as offering adequate protection
We only work with trusted partners who meet these standards.
7. How Long We Keep Your Data
We only keep your data for as long as necessary to:
- Deliver our services
- Meet legal or regulatory requirements
- Resolve disputes
As a general rule, we do not keep personal data for more than 6 years.
8. Your Rights
Under UK GDPR, you have the right to:
Access the personal data we hold about you
Correct inaccurate or incomplete data
Delete your data (the right to be forgotten)
Restrict how your data is used
Object to processing, including direct marketing
Withdraw consent where processing is based on consent
Receive your data in a portable format
Lodge a complaint with the Information Commissioner’s Office (ICO)
To exercise any of these rights, contact us at: hello@flexifyhq.com
9. Data Security
We take appropriate steps to secure your personal data, including:
- Secure servers and encrypted systems
- Access controls and regular audits
- Staff training and confidentiality agreements
However, data transmission over the internet is not fully secure. You use the Site at your own risk.
Tip: Always close your browser after using the Site, especially on shared devices.
10. External Links
Our Site may link to other websites. We’re not responsible for the privacy practices or content of external sites.
11. Contact Us
If you have questions or want to exercise your data rights, you can contact us:
Email: hello@flexifyhq.com
Post: Flexify Advisory Limited, Citibase, 14 Gray’s Inn Road, London, WC1X 8HN