Privacy Notice
The Flow Space
Website: https://theflowspace.co.uk/
Last updated: 5th November 2026
How I look after your information
Who I am
The Flow Space is run by me, Louise Runnacles, a sole trader. I am responsible for your information.
Contact me: info@theflowspace.co.uk | 07518 547257 | THE FLOW SPACE, Suite A, 82 James Carter Road, Mildenhall IP28 7DE
What information I collect
About the person who books: name, contact details, who the enquiry is for, what support is needed, and payment records. Card payments are handled by Stripe, so I do not see your full card details.
About the participant: name, contact details, what they want to learn, their signed consent form, brief session notes and written session summaries.
Health and accessibility information
Sometimes, a participant or family member may tell me about a health condition, disability or accessibility need that could affect how the participant uses technology or takes part in sessions.
I will only record this information where it is genuinely necessary to make my sessions suitable and accessible.
Where this information is special category personal data, I will ask for the participant’s explicit consent before recording it. Giving this information is optional, and the participant can withdraw their consent at any time.
I never ask for or keep passwords, PINs, bank login details or medical records, and I do not view medical information in the NHS App.
Where I get this information from
I get this information through my website contact form, by email and during sessions, from the participant directly. If a family member or friend books, I also get it from them.
Why I use it
| What I do | Why I’m allowed to |
| Arrange, deliver and take payment for sessions | To carry out my agreement with the person who booked |
| Contact the participant and keep session notes | Because I need to provide the sessions properly (legitimate interests) |
| Note health or accessibility needs | Because the participant agrees (they can change their mind at any time) |
| Keep accounts and records | Because the law requires it |
| Send my newsletter | Because you agree to it when you sign up (consent). Booking a session does not add you to my mailing list. You can unsubscribe at any time. |
Who I share it with
I only share information with people who help me run the business, such as:
- Zoom, for online sessions
- My website host, which also provides my contact form and business email
- Stripe and my bank, for payments
- FunnelKit, for my newsletter
- Microsoft (OneDrive) and Google (Google Drive), for secure backups
- My accountant.
They can only use it to help me. I only share session summaries or progress with a family member if the participant agrees. I never sell your information.
I will only publish a testimonial, photo or story that identifies anyone if they give me permission first. Otherwise, I only use anonymised examples.
Newsletters and marketing
I send The Digital Bridge newsletter, which includes digital guidance tips, updates and occasional information about my services and offers, to people who have signed up to receive it.
When you subscribe to The Digital Bridge newsletter, I will send you my Digital Bridge checklist as a welcome gift. The sign-up form makes clear that by subscribing you are agreeing to receive ongoing newsletters and occasional marketing emails. You can keep the checklist if you later unsubscribe.
I use FunnelKit to manage my newsletter subscriptions and mailing lists. I keep a record of when and how you signed up, including any confirmation you give by email, so that I can show you agreed to receive my emails. I rely on your consent to send you my newsletter and marketing emails.
I do not add anyone to my newsletter just because they enquire about or book a session.
You can unsubscribe at any time using the link in every email or by contacting me directly. When you unsubscribe, I will stop sending you marketing emails and keep only the minimum details needed to make sure you are not contacted again.
Do you have to provide your information?
I need certain information, such as contact details, booking information and the participant’s written agreement to receive support, to arrange and provide my sessions.
If this information is not provided, I may be unable to confirm a booking.
Providing information about health or accessibility needs is optional, although it may help me make sessions more suitable.
How long I keep it
- Payment and booking records: 6 years after the end of the tax year they relate to, for tax purposes and in case of legal claims.
- Consent forms, session notes and summaries: 6 years after the last session, in case of questions or claims about the sessions. Any health or accessibility notes: deleted when sessions end.
- Enquiries that do not lead to a booking: 6 months.
After that, I securely delete or destroy them.
How I protect your information
I take reasonable technical and organisational steps to protect personal information against unauthorised access, loss, misuse or disclosure.
These include using secure electronic storage, limiting access to information and using appropriate security measures for the devices and services I rely on.
Automated decision-making
I do not use automated decision-making or profiling to make decisions about who can receive my services.
Transfers outside the UK
Some of the companies I use to provide my services may process or store personal information outside the UK.
Where personal information is transferred to a country without an applicable UK adequacy arrangement, I will ensure that appropriate safeguards are in place, such as the UK International Data Transfer Agreement, the UK Addendum to standard contractual clauses or another legally recognised transfer mechanism.
You can contact me if you would like more information about the safeguards that apply to your information.
Your rights
You can ask me to:
- show you or give you a copy of the information I hold about you
- correct it
- delete it
- stop or limit how I use it
- give your information to you or someone else in a usable form.
You can also object to me using it, including where I rely on my legitimate interests, and you can object to direct marketing or withdraw your permission at any time.
These rights are subject to certain legal conditions and exceptions. For example, I may need to keep some information to comply with the law or deal with legal claims.
Requests are free (for reasonable requests), and I will normally respond to your request within one month, although the law allows extensions in certain circumstances. I will explain if an extension is necessary.
If you’re not happy
This section applies to complaints about how I use your information. Complaints about my sessions are dealt with under my Terms. Please tell me first and I will try to put things right. I aim to acknowledge your complaint within 2 working days and reply in full within one month.
If you are still unhappy, you can complain to the Information Commissioner’s Office: www.ico.org.uk or 0303 123 1113.