Flow Mindfulness Customer Privacy Policy
This privacy notice tells you what to expect Flow Mindfulness to do with your personal information.
• What information Flow Mindfulness collects, uses, and why
• Lawful bases and data protection rights
• Where Flow Mindfulness gets personal information from
• How long Flow Mindfulness keeps information
• Who Flow Mindfulness shares information with
Contact details
What information Flow Mindfulness collects, uses, and why
Flow Mindfulness collects or uses the following information to provide mindfulness services:
• Name, address and contact details
• Date of birth
• Emergency contact details and next of kin
• Health information (including medical conditions, allergies and medical requirements)
• Information about care needs (including disabilities, medication and dietary requirements and general care provisions)
• Payment details (including card or bank information for transfers and direct debits)
Flow Mindfulness also collects the following information to provide Mindfulness services:
• Health information
Flow Mindfulness collects or uses the following information for safeguarding or public protection reasons:
• Name, address and contact details
• Emergency contact details and next of kin
• Health information (including medical conditions, allergies and medical requirements)
• Information about care needs (including disabilities, dietary requirements and general care provisions)
• Date of birth
Flow Mindfulness collects or uses the following personal information for recruitment purposes:
• Contact details (e.g. name, address, telephone number or personal email address)
• Date of birth
Flow Mindfulness also collects the following information for recruitment purposes:
• Health information
Flow Mindfulness collects or uses the following personal information for information updates, marketing or market research purposes:
• Names and contact details
• Address
• Marketing preferences
Flow Mindfulness also collects the following information for information updates, marketing or market research purposes:
• Health information
Flow Mindfulness collects or uses the following personal information for dealing with queries, complaints or claims:
• Names and contact details
• Address
• Payment details
• Purchase or service history
• Financial transaction information
• Correspondence
Flow Mindfulness also collects the following information for dealing with queries, complaints or claims:
• Health information
Lawful bases and data protection rights
Under UK data protection law, Flow Mindfulness must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.
Which lawful basis Flow Mindfulness relies on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:
• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where Flow Mindfulness gets personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
• Your right to rectification - You have the right to ask Flow Mindfulness to correct or delete personal information you think is inaccurate or incomplete.
• Your right to erasure - You have the right to ask Flow Mindfulness to delete your personal information.
• Your right to restriction of processing - You have the right to ask Flow Mindfulness to limit how it uses your personal information.
• Your right to object to processing - You have the right to object to the processing of your personal data.
• Your right to data portability - You have the right to ask that Flow Mindfulness transfer the personal information you gave it to another organisation, or to you.
• Your right to withdraw consent – When Flow Mindfulness uses consent as a lawful basis, you have the right to withdraw your consent at any time.
If you make a request, Flow Mindfulness must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact Flow Mindfulness using the contact details at the top of this privacy notice.
Flow Mindfulness’ lawful bases for the collection and use of your data
Flow Mindfulness’ lawful bases for collecting or using personal information to provide Mindfulness services are:
• Consent – Flow Mindfulness has permission from you after giving you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – Flow Mindfulness has to collect or use the information so it can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legitimate interest:
Flow Mindfulness will ensure people are over 18 and are mentally and physically stable before signing on to a mindfulness course. This is to safeguard them from harm should it not be suitable for them at this stage in their life.
• Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.
Flow Mindfulness’ lawful bases for collecting or using personal information for safeguarding or public protection reasons are:
• Consent - Flow Mindfulness has permission from you after giving you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – Flow Mindfulness has to collect or use the information so it can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legitimate interests – Flow Mindfulness is collecting or using your information because it benefits you, Flow Mindfulness or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
Necessary to ensure that potential participants understand what a mindfulness course entails and if they are suitable for it. People experiencing acute mental illness, currently experiencing a major life event or those under 18, are not suitable to attend a mindfulness course or session with Flow Mindfulness.
Flow Mindfulness’ lawful bases for collecting or using personal information for recruitment purposes are:
• Consent – Flow Mindfulness has permission from you after giving you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – Flow Mindfulness has to collect or use the information so it can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legitimate interests – Flow Mindfulness is collecting or using your information because it benefits you, Flow Mindfulness or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
Necessary to find out if a potential participant’s circumstances mean that they are able to participate in a potential future course, such as knowledge of their availability and whether they have a health condition which means they need to do an online course rather than a face to face course (for example)
Flow Mindfulness’ lawful bases for collecting or using personal information for information updates, marketing or market research purposes are:
• Consent – Flow Mindfulness has permission from you after giving you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – Flow Mindfulness has to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legitimate interests – Flow Mindfulness is collecting or using your information because it benefits you, Flow Mindfulness or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
Necessary in order to ensure that Flow Mindfulness can market courses on it’s website using previous customer testimonials. Collecting and using personal information will also allow Flow Mindfulness to target people who may benefit from future courses and sessions on offer.
Flow Mindfulness’ lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
• Consent – Flow Mindfulness has permission from you after giving you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Contract – Flow Mindfulness has to collect or use the information so it can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – Flow Mindfulness has to collect or use your information so it can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – Flow Mindfulness is collecting or using your information because it benefits you, Flow Mindfulness or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Flow Mindfulness’ legitimate interests are:
If there are any queries, complaints or claims then Flow Mindfulness will use personal information to make appropriate contact with the person/people involved.
Where Flow Mindfulness gets personal information from
• Directly from you
How long Flow Mindfulness keeps your information
Flow Mindfulness will only retain your personal data for as long as necessary to fulfil the purposes it collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.
To determine the appropriate retention period for personal data, Flow Mindfulness considers the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which Flow Mindfulness processes your personal data and whether it can achieve those purposes through other means and the applicable legal requirements. Flow Mindfulness will hold your personal information on it’s system for as long as is necessary for the relevant activity.
Who Flow Mindfulness shares information with
Flow Mindfulness will only share personal information with:
• Other health providers (eg GPs and consultants)
• Emergency services
• Other relevant third parties such as next of kin and/or emergency contact(s).
How to complain
If you have any concerns about how Flow Mindfulness uses your personal data, you can make a complaint using the contact details at the top of this privacy notice.
If you remain unhappy with how Flow Mindfulness has used your data after raising a complaint, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
28 May 2025