Effective Date: 8 March 2025
Last Updated: 8 March 2025
WillowFlow (“we,” “us,” or “our”) is committed to safeguarding the privacy and personal data of our clients, website visitors, and business partners. This Privacy Policy explains how we collect, use, disclose, and protect your personal information in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other relevant UK data protection laws.
By using our website or services, you agree to the practices described in this Privacy Policy. If you do not agree, please refrain from using our website.
1. Who We Are
WillowFlow is a consultancy and AI solutions firm registered in the United Kingdom. Our registered business address is:
Twelve Quays House, Egerton Wharf, Birkenhead, CH41 1LD, United Kingdom
For any data protection queries, you can contact us at:
Email: hai@willowflow.group
Phone: +44 2895 81 3671
2. Information We Collect
We collect different types of personal data depending on how you interact with us.
A. Personal Data You Provide
We may collect the following personal data when you interact with our website, services, or communications:
- Identity & Contact Data: Name, job title, email address, phone number, organisation details.
- Communication Data: Information provided when you contact us, subscribe to our newsletters, or request information.
- Recruitment Data: CVs, employment history, professional credentials, and other recruitment-related details (if you apply for a role or work through WillowFlow Cohort).
- Financial Data: Payment details, invoicing information, and transaction history (if applicable).
B. Automatically Collected Data
When you visit our website, we may automatically collect:
- Technical Data: IP address, browser type, device details, operating system.
- Usage Data: Website activity, pages visited, time spent on our site.
- Cookies & Tracking Data: See Section 6: Cookies & Tracking Technologies for more details.
C. Sensitive Personal Data
We do not typically collect special category data (e.g., health, ethnicity, religious beliefs) unless it is necessary for our recruitment services and provided voluntarily with explicit consent.
3. How We Use Your Information
We process personal data for the following lawful purposes:
A. Service Provision & Business Operations
- To provide consultancy, recruitment, and AI-related services.
- To process payments, contracts, and service agreements.
- To respond to inquiries and offer customer support.
B. Marketing & Communications
- To send newsletters, industry insights, and event invitations (you can opt-out anytime).
- To conduct surveys and market research.
C. Compliance & Legal Obligations
- To comply with UK GDPR, Data Protection Act 2018, and other legal requirements.
- To prevent fraud, security breaches, and unlawful activities.
D. Recruitment & Talent Management
- To process job applications and connect professionals with suitable roles.
We always ensure that our processing is lawful, fair, and transparent in accordance with data protection laws.
4. Lawful Basis for Processing Personal Data
Under UK GDPR, we must have a lawful basis to process personal data. These include:
- Consent: When you explicitly agree to receive marketing communications.
- Contractual Obligation: When processing is necessary for a contract (e.g., hiring, service provision).
- Legal Obligation: When required to comply with the law (e.g., tax, anti-fraud measures).
- Legitimate Interest: When processing benefits our business operations while respecting your rights (e.g., improving services, analytics).
You have the right to withdraw consent at any time where it was the legal basis for processing.
5. How We Share Your Information
We do not sell or rent your personal data. However, we may share your data with:
- Trusted Service Providers: Web hosting, payment processors, email services, and analytics providers who support our operations.
- Recruitment & Consultancy Partners: If you apply for a role through WillowFlow Cohort, relevant employers may receive your details.
- Legal & Regulatory Authorities: If required by law, court orders, or regulatory requirements.
- Business Transfers: If WillowFlow undergoes a merger, acquisition, or business restructuring.
All third-party providers are contractually obligated to protect your personal data and comply with data protection laws.
6. Cookies & Tracking Technologies
We use cookies and similar tracking technologies to enhance your experience and analyse website performance. You can control or disable cookies via your browser settings.
For more details, see our Cookie Policy.
7. Data Security & Retention
A. Security Measures
We take data security seriously and implement industry-standard measures, including:
- Encryption and secure access controls.
- Regular security audits and risk assessments.
- Data access restrictions to authorised personnel only.
B. Data Retention
We only retain your personal data for as long as necessary for the purposes outlined in this policy. Retention periods vary depending on:
- Legal obligations (e.g., tax records).
- Business needs (e.g., ongoing client relationships).
- Recruitment policies (e.g., keeping CVs for potential future roles).
Once data is no longer needed, we securely delete or anonymise it.
8. Your Rights Under UK GDPR
You have the following rights regarding your personal data:
- Right to Access: Request copies of your data.
- Right to Rectification: Correct inaccurate or incomplete data.
- Right to Erasure: Request deletion of personal data under certain conditions.
- Right to Restrict Processing: Limit how we use your data.
- Right to Data Portability: Request transfer of data to another organisation.
- Right to Object: Object to processing based on legitimate interests.
- Right to Withdraw Consent: Opt out of marketing communications at any time.
To exercise your rights, contact us at hai@willowflow.group.
If you are unsatisfied with our response, you can file a complaint with the UK Information Commissioner’s Office (ICO) at www.ico.org.uk.
9. International Data Transfers
As a UK-based company, your data is primarily processed within the UK. However, some third-party service providers may operate outside the UK and EEA.
When transferring data internationally, we ensure compliance with UK GDPR safeguards, such as:
- Standard Contractual Clauses (SCCs).
- UK adequacy decisions where applicable.
10. Changes to This Privacy Policy
We may update this Privacy Policy to reflect legal or operational changes. Updates will be posted on this page, and significant changes will be communicated where required.
Last Updated: 8 March 2025
11. Contact Us
If you have any questions about this Privacy Policy or wish to exercise your rights, please contact:
WillowFlow Data Protection Officer
Email: hai@willowflow.group
Address: Twelve Quays House Egerton Wharf, Birkenhead, CH41 1LD United Kingdom.
