Privacy Notice – How We Protect Your Information

At Flexibility Works, we care deeply about helping create a fairer, more flexible working culture in Scotland — and we’re just as serious about protecting your personal data. Whether you’re someone responding to a survey, joining our mailing list, or contacting us for support or insights, we’re committed to keeping your information safe, secure and used only in ways you’d reasonably expect.

This Privacy Notice explains what data we collect, why we collect it, how we use it, and how we keep it safe.

Who we are

We are Flexibility Works, a registered charity based in Scotland. Our mission is to grow and support a network of flexible employers. When we collect and use personal data, we do so as a “data controller” under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
If you ever have a question about how we use your data, just drop us a line at:
📧 hello@flexibilityworks.org

The data we collect and how we collect it

We collect and process personal information in a few different ways. Here are the main ones:

When you contact us

If you get in touch via our website or email, we may collect:

  • Your name
  • Your email address
  • Your organisation (if relevant)
  • The contents of your message and any follow-up correspondence

When you sign up to hear from us

When you subscribe to our mailing list or register for events, we collect:

  • Your contact details (e.g. name, email)
  • Your preferences for how and what you’d like to hear from us

When you respond to a survey

We often run surveys with the employees of client organisations to understand workplace culture and flexible working practices. If you respond to one of these:

  • We’ll only collect the data we need for research purposes
  • Survey responses are typically anonymous unless otherwise stated
  • We retain survey data for 12 months unless agreed otherwise with the client organisation, after which it will be deleted securely

We may also run other types of surveys (e.g. about our services) and collect basic demographic information, opinions, or preferences, but you can always choose not to take part.

When you use our website

We collect limited technical information automatically when you browse our website, including:

  • IP address
  • Browser type and version
  • Operating system
  • Page views and traffic data

We use services like Google Analytics and Leadfeeder to help us understand how people are using our website. This data is anonymised and used in aggregate — we don’t use it to identify individuals.

How we use your data

We only use your personal data when we have a clear and lawful reason to do so. These may include:

  • To respond to your queries or requests
  • To share news, updates or insights (only if you’ve opted in)
  • To carry out surveys and share anonymised findings
  • To improve our website and user experience
  • To meet our legal obligations

We will never collect more data than we need, and we’ll always explain why we need it.

Lawful bases for processing

We process data under one or more of the following legal bases:

  • Consent – e.g. when you opt in to receive emails from us
  • Legitimate interests – e.g. carrying out internal analysis or research
  • Contractual necessity – e.g. delivering services to a client
  • Legal obligation – e.g. complying with employment or financial laws

Sharing your data

We do not sell your data. We will never pass your information to an unknown third party.

We may, however, share data in the following limited scenarios:

  • With trusted consultants or analysts, for example when analysing survey responses on our behalf. In such cases, we ensure:
    • Only secure file-sharing systems are used
    • Data sharing agreements are in place
    • Data is deleted within an agreed timeframe
  • With trusted service providers, such as SurveyMonkey or mailing list platforms. Wherever possible, we use providers that store data within the UK or EU. If data is held outside of the UK/EU, we ensure safeguards are in place, such as standard contractual clauses and limited retention times.

Only authorised staff have access to personal data, and access is limited strictly to those who need it.

We may also share your data if required by law (e.g. in response to a legal request).

Your rights

Under data protection laws, you have the right to:

  • Request a copy of the personal data we hold about you
  • Ask us to correct any inaccurate or incomplete data
  • Ask us to delete your data (in certain circumstances)
  • Restrict or object to how we use your data
  • Withdraw your consent (if we’re relying on it)

To make a request or ask us anything about your rights, email:
hello@flexibilityworks.org

How we keep your data safe

We take appropriate technical and organisational measures to protect your data, including:

  • Password protection and access controls
  • Use of secure, encrypted file-sharing platforms
  • Staff training on data security and confidentiality
  • An incident report process for any potential data breaches

How long we keep your data

We keep personal data only as long as necessary for the purpose it was collected. For example:

  • Survey responses: held for 12 months and then deleted (unless agreed otherwise)
  • Email contact: held while your subscription is active
  • General correspondence: typically retained for up to 2 years unless a longer period is needed for legal or project-related reasons

We review retention regularly and securely delete data when no longer needed.

Cookies and analytics

Our website uses cookies to improve your browsing experience and help us understand how people use our site.

These may include third-party cookies from tools like Google Analytics. All data collected is anonymised and used in aggregate. You can change your browser settings to manage or block cookies at any time.

Complaints or concerns?

We want every interaction with Flexibility Works to be a positive one. If you have concerns about how we use your data, please get in touch and we’ll do our best to resolve things quickly and respectfully.

hello@flexibilityworks.org

If you’re not satisfied with our response, you can also contact the UK’s data protection authority:
Information Commissioner’s Office (ICO) – www.ico.org.uk

Thanks for trusting us. We promise to respect your data and your rights every step of the way.