Privacy Policy

Who We Are

We’re Flo Marketing & Design Ltd, a UK marketing company that helps businesses grow through design, marketing, and digital solutions. We’re registered in England and Wales (Company Number: 16509490) with our registered office at 72 Little Thorpe, Southend-on-Sea, Essex, SS1 3RW.

As the data controller, we are registered with the Information Commissioner’s Office (ICO). Our ICO registration number is:  ZC169646 

What Information We Collect

When You Contact Us

• Your name, email, phone number, and business details
• Information about your marketing needs and projects
• Any files or content you share with us

When You Visit Our Website

• How you use our website (which pages you visit, how long you stay)
• Your location (general area, not your exact address)
• Your device and browser information
• Cookies — see our Cookie Policy for details

When We Work Together

• Project briefs, brand assets, and business information
• Login details for your marketing accounts (when you give us access)
• Payment information (though we don’t store card details)

How We Use Your Information

We only use your information where we have a lawful basis to do so under UK GDPR.

To provide our services

Lawful basis: Contract — processing is necessary to fulfil the services you have engaged us to provide.

To respond to your enquiries

Lawful basis: Legitimate interests — we have a legitimate interest in responding to people who contact us.

To send invoices and manage payments

Lawful basis: Contract and legal obligation — necessary to fulfil our agreement and comply with financial record-keeping requirements.

To improve our website and services

Lawful basis: Legitimate interests — understanding how visitors use our site helps us improve it.

To send our newsletter (only if you’ve signed up)

Lawful basis: Consent — we will only send marketing emails where you have actively opted in. You can unsubscribe at any time.

To comply with tax, legal, and business regulations

Lawful basis: Legal obligation — we are required to retain certain records to meet our legal and regulatory obligations.

To protect against fraud

Lawful basis: Legitimate interests — we have a legitimate interest in protecting our business and clients from fraudulent activity.

Who We Share Information With

Service Providers We Use

• Email platforms (for newsletters and client communication)
• Cloud storage (Google Drive, Dropbox)
• CRM and contact management (HubSpot)
• Payment processors (for invoicing)
• Marketing platforms (when managing your campaigns)
• Website analytics (IONOS SiteAnalytics — tracks anonymised visitor behaviour including pages visited, device type, and approximate location. Data is retained for 8 weeks and processed in the EU. No cookies are used. See ionos.co.uk/terms-gtc/privacy-policy for details.)

We do not sell, rent or trade your personal information. Any third-party providers we use are required to handle your data securely and in accordance with data protection law.

Third-Party Tools and Embeds

Our Contact page uses an embedded Calendly scheduling tool to allow visitors to book calls. Calendly may set its own cookies when you interact with the booking widget. Calendly acts as a separate data controller for any information you submit through their tool. You can review Calendly’s privacy policy at calendly.com/privacy and their cookie information at calendly.com/cookie-policy.

When we introduce you to AI tools or marketing platforms as part of our services, you will have your own accounts with those providers. They have their own privacy policies, which you should read.

Legal Requirements

We will only share your information if required by law or to comply with a legal obligation.

Your Rights

Under UK data protection law, you have the right to:

• See what data we have about you
• Correct any mistakes
• Delete your information (though we may need to retain some records for legal reasons)
• Stop us processing your data for marketing purposes
• Get a portable copy of your data
• Object to or restrict how we process your data
• Withdraw consent at any time (where consent is the basis for processing)
• Complain to the ICO if you’re unhappy with how we’ve handled your data

To exercise any of these rights, email us at nikki@flo.marketing.

How Long We Keep Your Information

• Active clients: while we’re working together, plus 7 years for business records
• Enquiries: 2 years (in case you come back to us)
• Newsletter subscribers: until you unsubscribe
• Website analytics: 26 months maximum (when analytics tools are in use)

Keeping Your Information Safe

We use industry-standard security measures including:

• Encrypted data storage and transmission
• Secure passwords and access controls
• Regular security updates
• Staff training on data protection

Cookies

Our website uses cookies. You can control cookies through our cookie banner when you first visit the site, or through your browser settings. See our Cookie Policy for full details of what cookies we use and why.

International Transfers

Some of the tools we use (such as Google services and Calendly) are based outside the UK. When this happens, we ensure appropriate safeguards are in place in accordance with UK data protection law.

Complaints

If you have concerns about how we handle your personal data, please contact us first and we will do our best to resolve the matter. You also have the right to complain directly to the ICO:

• Website: ico.org.uk
• Phone: 0303 123 1113

Changes to This Policy

We’ll update this policy when needed and let you know about significant changes via email or a website notice.

Contact Us

Questions about your data?

• Email: nikki@flo.marketing
• Phone: +44 7530 103 189
• Post: Flo Marketing & Design Ltd, 72 Little Thorpe, Southend-on-Sea, Essex, SS1 3RW

You can complain to the Information Commissioner’s Office at ico.org.uk or call 0303 123 1113.

Company Details

Registered in England and Wales

Company Number: 16509490

ICO Registration Number:  ZC169646 

Registered Office: 72 Little Thorpe, Southend-on-Sea, Essex, SS1 3RW

This policy was last updated in June 2026. We are committed to protecting your privacy and will always handle your data responsibly.