privacy

Privacy Policy

Last updated: 18/10/2025

1. Introduction

FloweMedia ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or interact with us.

This policy applies to all services offered by FloweMedia, including Decodefy, Lead Manager, and SiteBuilder.

2. Information We Collect

Personal Information You Provide:

Name, email address, phone number
Business information (company name, address, industry)
Payment and billing information
Communications with our support team
Content you create using our services

Information Collected Automatically:

IP address and device information
Browser type and version
Pages visited and time spent on our website
Cookies and similar tracking technologies
Usage data from our software applications

Information from Third Parties:

Social media profile information (when you connect accounts)
Google Business Profile data (when authorised)
Review platform data (when integrated)

3. How We Use Your Information

We use your information to:

Provide and maintain our services
Process payments and manage your account
Send service-related communications
Provide customer support
Improve our services and develop new features
Comply with legal obligations
Send marketing communications (with your consent)

4. Legal Basis for Processing (GDPR)

We process your personal data based on:

Contract performance: To provide services you've requested
Legitimate interests: To improve our services and communicate about them
Consent: For marketing communications and non-essential cookies
Legal obligation: To comply with applicable laws

5. Data Sharing and Disclosure

We may share your information with:

Service providers: Third-party companies that help us operate our business
Payment processors: To handle billing and payments securely
Legal authorities: When required by law or to protect our rights
Business transfers: In connection with mergers or acquisitions

We do not sell your personal information to third parties.

6. Data Security

We implement appropriate technical and organisational measures to protect your personal information, including:

Encryption of data in transit and at rest
Regular security assessments
Access controls and authentication
Staff training on data protection

7. Your Rights (GDPR)

You have the right to:

Access: Request copies of your personal data
Rectification: Correct inaccurate personal data
Erasure: Request deletion of your personal data
Portability: Receive your data in a structured format
Restriction: Limit how we process your data
Objection: Object to processing based on legitimate interests
Withdraw consent: For processing based on consent

To exercise these rights, contact us at legal@flowemedia.co.uk or call 07445 107915.

8. Data Retention

We retain your personal information for as long as necessary to:

Provide our services to you
Comply with legal obligations
Resolve disputes and enforce agreements

Typically, we retain data for 7 years after account closure for business records, or as required by law.

9. International Transfers

Your data may be transferred to and processed in countries outside the UK/EU. We ensure appropriate safeguards are in place, including:

Adequacy decisions by relevant authorities
Standard contractual clauses
Binding corporate rules

10. Cookies and Tracking

We use cookies and similar technologies to:

Remember your preferences
Analyse website usage
Provide personalised content
Enable social media features

You can control cookies through your browser settings. Some features may not work properly if you disable cookies.

11. Children's Privacy

Our services are not intended for children under 16. We do not knowingly collect personal information from children under 16.

12. Changes to This Policy

We may update this Privacy Policy periodically. We'll notify you of significant changes by email or through our website.

13. Contact Information

Data Controller: James Cooke

Address: 125 High Road East, Felixstowe, Suffolk, IP11 9PS

Email: info@flowemedia.co.uk

Phone: 07445 107915

For GDPR-related enquiries, contact our Data Protection Officer at DPO@flowemedia.co.uk

Terms and Conditions

Last updated: 18/10/2025

1. Agreement to Terms

By accessing or using FloweMedia services, you agree to be bound by these Terms and Conditions. If you disagree with any part of these terms, you may not access our services.

2. Description of Services

FloweMedia provides:

Decodefy: AI-powered content creation software
Lead Manager: Unified communication management platform
SiteBuilder: Website creation and management tools
Additional services: As described on our website

3. User Accounts

Account Creation:

You must provide accurate, complete information
You're responsible for maintaining account security
You must be at least 18 years old
One person may not maintain multiple accounts

Account Responsibilities:

Keep login credentials secure
Notify us immediately of unauthorised access
You're responsible for all activity under your account

4. Acceptable Use

You agree not to:

Use services for illegal purposes
Violate any applicable laws or regulations
Infringe on intellectual property rights
Upload malicious code or harmful content
Attempt to gain unauthorised access to our systems
Use services to spam or harass others
Resell or redistribute our services without permission

5. Payment Terms

Subscription Fees:

Fees are charged in advance on a monthly or annual basis
All fees are non-refundable unless otherwise stated
Prices may change with 30 days' notice
Failed payments may result in service suspension

Billing:

You authorise us to charge your payment method
You're responsible for all taxes
Disputes must be raised within 60 days

6. Intellectual Property

Our Rights:

FloweMedia retains all rights to our software, content, and trademarks
AEC Fractal Framework™ is our proprietary technology
You may not copy, modify, or reverse engineer our services

Your Rights:

You retain ownership of content you create
You grant us licence to host and process your content
You're responsible for ensuring you have rights to uploaded content

7. Data and Privacy

Your use of our services is governed by our Privacy Policy
You're responsible for complying with data protection laws
We're not liable for your data protection compliance
You must have appropriate consents for data you process

8. Service Availability

Uptime:

We aim for 99.9% uptime but don't guarantee it
Scheduled maintenance will be announced in advance
We're not liable for service interruptions

Support:

Support is provided during business hours
Response times vary by subscription level
We reserve the right to limit support for misuse

9. Limitation of Liability

To the maximum extent permitted by law:

Our liability is limited to the amount you paid in the 12 months prior to the claim
We're not liable for indirect, consequential, or punitive damages
We don't warrant that services will be error-free or uninterrupted

10. Indemnification

You agree to indemnify FloweMedia against claims arising from:

Your use of our services
Your violation of these terms
Your violation of applicable laws
Content you upload or create

11. Termination

By You:

Cancel anytime with 30 days' notice
No refunds for unused portions
Data export available for 30 days after cancellation

By Us:

We may terminate for breach of terms
We may terminate with 30 days' notice
Immediate termination for serious violations

12. Modifications

We may modify these terms at any time. Significant changes will be communicated via email or website notice. Continued use constitutes acceptance of modified terms.

13. Governing Law

These terms are governed by the laws of England and Wales. Disputes will be resolved in the courts of England and Wales.

14. Severability

If any provision is found unenforceable, the remaining provisions remain in full force and effect.

15. Entire Agreement

These terms, together with our Privacy Policy, constitute the entire agreement between you and FloweMedia.

16. Contact Information

FloweMedia