Fixflo (a trading name of Tactile Limited, a company registered in England and Wales under company number 08111417) is committed to respecting your online privacy and recognises your need for appropriate protection and management of any personally identifiable information you share with us. Fixflo has established this online privacy notice (“Privacy Notice”) so that you can understand the care with which we intend to treat your Personal Information. Personal Information means any information that may be used to identify an individual, including, but not limited to, a first and last name, a home or other physical address and a personal email address or other home contact information.
For the purposes of the Data Protection Act 2018, UK GDPR (as defined in the Data Protection, Privacy and Electronic Communications (Amendments etc) (EU Exit) Regulations 2019) and the European General Data Protection Regulation (“GDPR”) that came into force on 25 May 2018, the data processor is Tactile Limited (company number 08111417) whose registered office is at International House, 24 Holborn Viaduct, London EC1A 2BN. The data protection officer is currently Katie Buxton (dpo@fixflo.com). The customer is the data controller.
Fixflo’s Article 27 Representative Office in the European Union is JMW (Ireland) 2021 Limited, Registered office: 6/7 Harcourt Terrace, Dublin 2, Dublin, Ireland. Email contact: dpo@jmw.co.uk
NB: SEE CORONAVIRUS ADDENDUM FOR FURTHER INFORMATION RELATED TO SPECIAL CATEGORY DATA COLLECTED IN RELATION TO THE CORONAVIRUS PANDEMIC
Fixflo collects data relating to you and your use of the Site in order to provide Services and features that are responsive to your needs. Fixflo collects Personal Information in the following ways:
Some of our Site pages utilise cookies and other tracking technologies. A cookie is a small text file that may be used, for example, to collect information about Site activity. Some cookies and other technologies may serve to recall Personal Information previously indicated by a Web user. Most browsers allow you to control cookies, including whether or not to accept them and how to remove them. You may set most browsers to notify you if you receive a cookie, or you may choose to block cookies with your browser, but please note that if you choose to erase or block your cookies, you will need to re-enter your original user ID and password to gain access to certain parts of the Site. Our use of cookies and other tracking technologies allows us to improve our Site and web experience.
We use a number of different cookies on our Site that are broadly grouped into the following categories:
The Fixflo website uses Mouseflow, a web analysis tool from Mouseflow Inc, Flaesketorvet 68, 1711 Copenhagen, Denmark, in order to record user behavior. In so doing, a record of mouse movements, mouse clicks, and keyboard interaction is generated. From this data, so-called heat maps are constructed and then evaluated to identify potential improvements for this website.
Data from all visits is stored using anonymized IP addresses. The cookie generated by Mouseflow is deleted after a period of 90 days. No personal data is collected by Mouseflow and no data is shared with third parties; the data is stored for a period of 6 months. Storage and processing of the collected data takes place within the EU.
You may opt out of data collected on the website using Mouseflow by clicking here.
We may use your Personal Information for purposes including, but not limited to, the following:
We do not use personal data submitted by individuals reporting repairs via our platform for marketing purposes.
You are entitled to opt-out of marketing communications at any time and free of charge by emailing dpo@fixflo.com with the subject “Stop Marketing” or by post addressed to Tactile Limited, Re: Stop Marketing at the company’s registered office.
We will collect and process your Personal Information only when one of the following applies:
Where we rely on your consent to process your personal data, you have the right to withdraw or decline consent at any time. If you wish to withdraw your consent, please contact us at dpo@fixflo.com.
Although photos that are uploaded by you remain your intellectual property, so that Fixflo can provide the Service to you, you hereby give us the right (an irrevocable worldwide royalty free licence) to host, store, modify, reproduce, communicate, publish and distribute those photos only to the extent permitted by this Privacy Notice. By uploading any photo you confirm that you have the right or necessary consent to send that photo to us and for us to use it in the ways outlined in this Privacy Notice. We have the right to limit the size and nature of any photos that are uploaded through the Service.
All information other than photos that you submit will become our intellectual property but can only be used to the extent permitted by this Privacy Notice.
Fixflo will not sell, trade, or share your Personal Information, except in the circumstances describe below:
In accordance with the applicable laws and regulations, we have taken adequate technical and organizational measures to safeguard the security of your personal information. We store the personal information that we process on a secure database that is protected by technical access controls. We periodically review our information collection, storage and processing practices, including physical security measures, to guard against unauthorized access to systems.
We restrict access to personal information to employees, contractors and agents who need to know that information in order to process it for us, and who are subject to strict contractual confidentiality obligations and may be disciplined or terminated if they fail to meet these obligations. Please be advised that while we strive to protect your personally identifiable data, we make no guarantees or assurances about our ability to prevent any such loss, access, or misuse and are not responsible in the event that such loss or misuse occurs.
We may transfer your personal data outside the European Economic Area (EEA) in our performance of Services. Whenever we transfer your personal data out of the EEA, we ensure an appropriate degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
We will only retain your personal information for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal information for a longer period in the event of a complaint or if we reasonably believe there is a prospect of a claim being made in respect to our relationship with you.
To determine the appropriate retention period for personal information, we consider the amount, nature and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
Under certain circumstances, you have rights under data protection laws in relation to your personal information. You have the right to:
If you wish to exercise any of the rights set out above, please contact us at dpo@fixflo.com.
You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal information (or to exercise any of your other rights). This is a security measure to ensure that personal information is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one calendar month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
For paying customers, Fixflo is a business to business website and thus is not structured to attract children. For non-paying customers Fixflo is intended to be used either in the context of a business to business website or by owners or occupiers of properties who are over 18 years of age. Accordingly, we do not intend to collect Personal Information from anyone we know to be under 18 years of age.
We are committed to complying with the GDPR. Protecting your privacy online is an evolving area, and the Site is constantly evolving to meet these demands. If you have any comments or questions regarding our Privacy Notice, please contact us at dpo@fixflo.com. While we cannot guarantee privacy perfection, we will address any issue to the best of our abilities as soon as possible. This privacy notice was last updated on 4 October 2021.
You have the right to lodge a complaint with the Information Commissioner’s Office in the UK on the basis that this is where Fixflo is established.
Fixflo reserves the right to change this Privacy Notice at any time and in the event of change we intend to take every reasonable step to ensure that these changes are brought to your attention by posting all changes prominently on the Site for a reasonable period of time. If in the event that we sell our business, customer information may be one of the transferred business assets. If this happens, your information will still be subject to this policy.
Questions regarding this Statement or the practices of this Site should be directed to Fixflo by e-mailing such questions to dpo@fixflo.com with the subject “Privacy Statement Enquiry” or by post addressed to Tactile Limited, Re: Privacy Statement Enquiry at the company’s registered office from time to time. Details of the company’s registered office are available on the Site. Fixflo takes every effort to ensure that the information published on the Site is accurate. However, Fixflo cannot accept any liability for the accuracy or content. Visitors who rely on this information do so at their own risk. General information about data protection may be found at: Information Commissioner’s website.
We process some of your Personal Information using third party organisations. They are obligated to us to ensure that they process your data securely. We use the following organisations to process Personal Information for us:
We may seek to collect and process personal data relating to health (“Special Category Data”) in response to the recent outbreak of Coronavirus which is above and beyond what would ordinarily be collected from you to ensure the safety and well-being of both you and those carrying out repairs and maintenance work.
Such information will be limited to what is proportionate and necessary, taking into account the latest guidance issued by the Government and health professionals, in order to manage and contain the virus.
The processing of Special Category Data is only permitted if specific further conditions are met. These conditions are that the processing of Special Category Data is necessary for reasons of public interest in the area of public health:
You are not required to provide us with this Special Category Data, but if you do not then we will not be able to process the repair report. By providing us with this information you are specifically consenting to the processing of it in accordance with this privacy policy.
Access to the Special Category Data will only be made available to the following user types and is made available for the following purposes:
(a) agents being individuals working for a property management company that manages the property occupied by the household in respect of which the Special Category Data is captured. This is to allow them to form a risk-based assessment of the urgency of a task (reactive or planned maintenance), the risk to a contractor entering a property and whether any mitigation of risk may be required.
(b) Contractors being individuals who have been asked to carry out a task (reactive or planned maintenance) in a property occupied by the household in respect of which the Special Category Data is captured. This is to allow them to form a risk based assessment of whether they wish to enter the property due to the risk of infection and, if so, what protective steps they may wish to take to mitigate the risk of infection.
The Special Category Data captured is only needed for so long as social distancing, quarantine or any equivalent measure is in place. As soon as is reasonably practicable and in any event within 21 days of Government advice that social distancing is no longer required in respect of Coronavirus the ability for users to request Special Category Data will be removed from the system.
As soon as is reasonably practicable and in any event within 60 days of Government advice that social distancing is no longer required in respect of Coronavirus the Special Category Data will be deleted.