Privacy Policy | ZappFlow

ZappFlow Ltd ("ZappFlow", "we", "us") is committed to protecting your personal data. This Privacy Policy explains how we collect, use and protect your information when you visit zappflow.com or interact with us. ZappFlow Ltd is the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Registered address: 17 Walker Street, Edinburgh, EH3 7NE, United Kingdom.

What Data We Collect

Data Type	How We Collect It	Why We Collect It
Name	Contact form, booking form	To respond to your enquiry
Email address	Contact form, booking form	To communicate with you
Phone number	Contact form (if provided)	To follow up on enquiries
Company name	Contact form (if provided)	To understand your business
Message content	Contact form	To respond to your enquiry
Booking details	Calendly booking form	To schedule and manage calls
Website usage data	Cookies and analytics	To improve our website

Legal Basis for Processing

We process your personal data on the following legal bases under UK GDPR:

Legitimate interests — to respond to enquiries and manage our business relationships
Contract — to fulfil our obligations where a contract exists between us
Consent — where you have explicitly agreed to receive communications from us
Legal obligation — where we are required to process data to comply with applicable law

How We Use Your Data

To respond to enquiries submitted via our contact form
To schedule and manage discovery calls booked via Calendly
To send information about our services where you have requested it
To manage our client relationships and deliver contracted services
To improve our website and user experience
To comply with legal and regulatory obligations

We do not sell, rent or share your personal data with third parties for marketing purposes.

Third Party Services

We use the following third party services which may process your data:

Calendly — for booking and managing discovery calls. Subject to Calendly's own privacy policy
Email service provider — for managing and responding to enquiries
Website analytics — for understanding how visitors use our website

All third party providers are required to handle your data in accordance with applicable data protection law.

Cookies

Our website uses cookies to improve your experience and analyse website traffic. Cookies are small text files stored on your device. We use:

Essential cookies — required for the website to function correctly
Analytics cookies — to understand how visitors use our website
Third party cookies — set by services such as Calendly embedded on our site

You can control or disable cookies through your browser settings. Note that disabling cookies may affect the functionality of our website.

Data Retention

We retain your personal data only for as long as necessary for the purposes it was collected:

Enquiry data — up to 12 months from last contact if no contract is formed
Client data — for the duration of the contract plus 6 years for legal and tax purposes
Analytics data — as per the retention settings of the analytics provider

Your Rights

Under UK GDPR you have the following rights regarding your personal data:

Right to access — request a copy of the data we hold about you
Right to rectification — request correction of inaccurate data
Right to erasure — request deletion of your data in certain circumstances
Right to restrict processing — request we limit how we use your data
Right to data portability — receive your data in a portable format
Right to object — object to processing based on legitimate interests
Right to withdraw consent — where processing is based on consent

To exercise any of these rights, contact us at legal@zappflow.com. We will respond within 30 days.

Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or destruction. However, no method of transmission over the internet is completely secure and we cannot guarantee absolute security.

Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. We encourage you to review this policy periodically.

Contact and Complaints

For any questions about this Privacy Policy or how we handle your data:

legal@zappflow.com

Address

17 Walker Street, Edinburgh, EH3 7NE, United Kingdom

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.