How your details are handled

The teacher whose booking page you used. They decide what happens to your details — in data protection terms they are the controller.

The booking software itself is run by Ashley Edwards, trading as Flows With, who stores and sends things on the teacher’s instructions and for no purpose of their own. That makes them a processor, under a written agreement with your teacher.

For anything about your own bookings, ask your teacher first — they hold the records and can act on them straight away. If you cannot reach them, privacy@flowswith.com will help.

Your first name, and your email address so your confirmation can reach you. Your last name and phone number only if you choose to give them.

Then the ordinary record of the booking itself: which class, when you booked, whether you came, what you paid and how. If you buy a class pass, how many classes are left on it.

No date of birth, no home address, no emergency contact, and no health information. Your teacher can keep a short private note against your name — that field says plainly that it is not for medical details.

Giving you the class you booked: confirming your place, reminding you, telling you if the class is cancelled or moved, taking payment, and letting you cancel. The legal basis is contract — it is what you asked for by booking.

Keeping records of money taken has its own basis, legal obligation, because tax records have to be kept whatever else happens.

None is sent. The booking form does not ask for marketing consent and the software will not send marketing email to anyone who has not given it, so no one who books is signed up to anything. If that ever changes you will be asked first, and be able to stop it in one click.

Nobody at another teacher’s business, ever. Your details are never sold, and never shared for anyone else’s marketing.

Running the software means a small number of companies handle your details on the teacher’s behalf, each for one job and none of them free to use your details for anything else:

• Stripe — card payments. Your card details go straight to Stripe and are never seen or stored by this software.
• Postmark — sending your confirmations and reminders.
• Neon — the database, in London.
• Vercel — running the website, and storing the pictures on your teacher’s page, in Europe.
• Sentry — telling us when something breaks, in Europe, with personal details stripped out before they are sent.

Sending email is handled by a company based in the United States, so your name and email address reach it there. Everything else is kept in the UK or the EU.

Your name and contact details for as long as you are one of your teacher’s customers, and until you ask for them to be removed.

Bookings and payments for longer, because records of money taken have to be kept — commonly six years. If you ask to be removed, your name, email, phone number and your teacher’s note about you are erased, and those booking and payment rows stay behind without anything identifying you in them.

A copy of each email sent to you is kept for a year, so your teacher can see what you were told and so nothing is sent twice. After that it is deleted automatically.

If your teacher moved her bookings here from another system, the file she exported from it — which may include your details — is deleted 14 days after the move. Only your name, email address, the classes you had left and your upcoming bookings were taken from it.

The flowswith.com home page counts its visits with Vercel Web Analytics, run by Vercel, which also hosts this site. It sets no cookies and stores nothing on your device, and it does not identify you: it records that the page was viewed, roughly where from (the country), and what kind of device and browser, so we can see whether the page is working. None of this is shared with anyone else or used for advertising. Booking pages and teachers’ dashboards are not counted at all.

The booking pages set no analytics or advertising cookies, which is why you were never asked about any. One short-lived cookie is used if you sign in as a teacher, to keep you signed in.

You can ask your teacher to:

• give you a copy of everything held about you, in a file you can keep
• correct anything wrong
• erase your details, with the accounting exception above
• stop using them for a while, or object to a particular use

Your teacher can do the first three from her own screen, in a few seconds. There is no charge and no form.

If you are unhappy with how your details have been handled, you can complain to the Information Commissioner’s Office at ico.org.uk, or call their helpline. You can do that whether or not you have raised it with us first.

Ashley Edwards, trading as Flows With is registered with the Information Commissioner’s Office as a data controller, reference ZC262047.

If your details are ever exposed, your teacher is told without undue delay and within 24 hours of it being discovered, so that she can meet her own duty to report it. Where the risk to you is high, you will be told too.