Privacy Policy - Flexiana
Flexiana.com

Privacy Policy

Last updated: 05 October 2021

Welcome to FLexiana

Flexiana (“we”/”us”), are committed to protecting and respecting any personal information you share with us.

This Privacy Policy describes what types of information we collect from you, how it is used by us, how we share data with others, how you can manage the information we hold and how you can contact us.

The information below describes processing relating to the information we obtain from you and other visitors and customers through a variety of different interactions, including when you visit our websites or social media pages, or contact us.

We may supplement this Privacy Policy with an additional statement or information that we will provide to you in relation to any additional activities we carry out using your personal information.

What are our roles and responsibilities?

For the purposes of data protection laws, Flexiana is a “controller” of your personal information which means Flexiana decides why and how it is processed. It also means we are responsible for that processing, which extends to those of our subcontractors who process your information based on our instructions.

We work with other, more independent organisations in connection with some of the processing activities described in this Privacy Policy, such as social media platforms.

Where that information is collected and sent to other organisations for processing that is in both our and their interests, or where we make decisions together in relation to the processing, we will be “joint controllers” with the organisations involved. As joint controllers, we and the other organisations involved in making these decisions will be jointly responsible to you under data protection laws for this processing. Please see the relevant Privacy Policy below relating to organisations with whom we are joint controllers:

  • Joint privacy statements with social media companies relating to processing of your information for marketing and insight related activities (see “How do we share information?” below)

Where relevant, our Cookie Policy will also describe the processing of any information we receive through the use of cookies on our website for which we are a joint controller with another organisation.

In other circumstances, the organisation receiving your information will be separately responsible to you and use your personal information in the ways described in its privacy policy (and not ours).

You will always have the option not to receive marketing communications from us. We will never send you unsolicited “junk” e-mail or communications, or share your data with anyone else who might. We do not sell your information to third parties, but we do work closely with our selected partners who help us to provide you with the information, products and services that you request from us.

The contents of this Privacy Policy may change from time to time so you may wish to check this page occasionally to ensure you are still happy to share your information with us. Where possible, we will also contact you directly to notify you of any substantial changes.

This version of our Privacy Policy is live from 25th July 2024.

What information do we collect?

We collect information about you when you engage with or use our website, social media pages. We also receive such information from third party sources including our data providers. We only collect information that is necessary, relevant and adequate for the purpose you are providing it for.

We also obtain information about you from other companies who provide services to us, such as external agencies, consultants and IT providers. Some of this information does not identify you personally, but provides us with information about how you use our services and engage with us (we use this information to improve our services and make them more useful to you). The information we collect includes some or all of the following:

  1. Name (including title);
  2. E-mail address;
  3. The pages you visited on our website, the features you used and how long you visited us for;
  4. Your IP address;
  5. Your GPS location (where you have permitted access to this);
  6. The internet browser and devices you are using;
  7. Cookie (for more information please see our Cookie Policy);
  8. The website address from which you accessed our website;
  9. Any information within correspondence you send to us;
  10. Your social media name and identification number, any information you post on our social media pages, posts in which you include a hashtag or mention relating to us and information regarding your activities on our social media pages generally (for example, the time and date of your posts and your “likes”).[MD1]  [MD1]Please, check that this is the case.The website address from which you accessed our website;

Where do we obtain your information?

We obtain personal information directly from you. We may also obtain the following personal information about you from the following sources:

  • Social media platforms;
  • Police and other law enforcement bodies, courts and legal and professional service providers;
  • Unsolicited communications; and
  • Your employer or the company that has engaged you to provide services.

Any personal information that we obtain from you directly is provided to us on a voluntary basis. However, if you do not give this information to us, you may be unable to communicate with us effectively.

How do we use this information?

Flexiana will only process information that is necessary for the purpose for which it has been collected. You will always have the option not to receive marketing communications from us (and you can withdraw your consent or object at any time). We will never send you unsolicited “junk” e-mail or communications, or share your personal information with anyone else who might.

There are various ways in which we may use or process your personal information. We list these below:

Consent

Where you have provided your consent, we may use and process your information:

  1. To contact you from time to time about promotions, events, products, services or information which we think may be of interest to you

To share your personal information with our recommended third party partners, so that they can contact you with marketing information about their products and services (we will, of course, give you details about these third parties before you give your permission for us to send information to them).

We rely on our legitimate interests as the legal reason to use your information for these purposes if we collect your information from another source.
You can withdraw your consent at any time by contacting us on the details here or, in relation to any marketing messages you receive, by using the unsubscribe option included in those messages.

We also process personal information we obtain from optional cookies that we set on this website based on your consent. For more information, please review our Cookie Policy.

Legitimate Interests

We may use and process your personal information as set out below where it is necessary for us to carry out activities for which it is in our legitimate interests as a business to do so.

Processing necessary for us to support visitors

  1. To respond to correspondence you send to us and fulfil the requests you make to us (for example: service and information requests);

Processing necessary for us to respond to understanding visitors needs

  1. To analyse, evaluate and improve our services so that your visit and use of our website, applications are more useful and enjoyable;
  2. To undertake market analysis and research so that we can better understand you as a customer and provide tailored offers, services that we think you will be interested in. We will only send such offers to you if you have provided your consent for us to do so;

Processing necessary for us to promote our business, brands and services and measure the reach and effectiveness of our campaigns

  1. To contact you from time to time with marketing information after you have purchased a service from us, or requested other information of interest. We will only contact you with information about our own services (and in ways the law allows), which we hope you will like. You have the right to object to us sending you this information at any time;
  2. To contact you from time to time with marketing information (unless you object) if you have expressly indicated to us that you are acting on behalf of a corporate business or where we have obtained your corporate business contact details from an online. In relation to any such information we send by e-mail, we will include an option allowing you to object to receiving future messages by unsubscribing;
  3. To tailor the marketing information we send based on information we hold about you.
  4. To use mathematical and statistical methods to create information and offers customised for you based on your information, including by making predictions about your behaviour and your and your service’s needs. This may include predicting your preferences as well as making suitable services recommendations tailored to you.
  5. To contact you with targeted advertising delivered online through social media, search engines, third party websites and applications and other platforms operated by other companies, such as Google, unless you object. You may receive advertising based on information about you that we have provided to the platform, matched with information it already holds about you or allowed it to collect using cookies on our website or code in our applications (or a combination of the two). You may also receive advertising because, at our request, the platform has identified you as falling within a group whose attributes we have selected or a group that has similar attributes to the individuals whose details it has received from us (or a combination of the two). We, or an agency acting on our behalf, may also ask platforms to display our advertisements to groups of people with certain interests or attributes and those platforms may use information that they have collected from you directly, independently of any request from us. In these cases, we may never receive that information or know that our advertisement has been seen by you specifically. The information used to display an advertisement to you online may also be used to avoid displaying an advertisement (for example, to avoid showing you an advert for a services you have already purchased). You may see our advertisements in your social media feed or when you use search engines, or visit other websites. Please also see the section below for further information regarding our use of social media platforms specifically;
  6. To identify and record when you have received, opened or engaged with our website or electronic communications (please see our Cookie Policy for more information);
  7. To identify and record when you have received, opened or engaged with our website or electronic communications (please see our Cookie Policy for more information);
  8. To identify and record when you have received, opened or engaged with our website or electronic communications (please see our Cookie Policy for more information);

Processing necessary for us to communicate with you and to assess and respond to complaints, claims and regulators

  1. To communicate with you (including through social media) including to respond to queries, complaints or claims and to manage legal and regulatory requests and requirements;
  2. To enforce or protect our legal rights or to establish, bring or defend legal claims.

Processing necessary for us to operate the administrative and technical aspects of our business efficiently and effectively

  1. To verify the accuracy of information that we hold about you and create a better understanding of you as a visitor/ customer;
  2. For network and information security purposes i.e. in order for us to take steps to protect your information against loss, damage, theft or unauthorised access;
  3. To maintain the security of our staff, customers, venues, systems, premises or property and to investigate any actual, suspected or threatened breach of that security;
  4. To support our compliance with a request from you in connection with the exercise of your rights (for example where you have asked us not to contact you for marketing purposes, we will keep a record of this on our suppression lists in order to be able to comply with your request);
  5. To support our compliance with a request from you in connection with the exercise of your rights (for example where you have asked us not to contact you for marketing purposes, we will keep a record of this on our suppression lists in order to be able to comply with your request);
  6. For cookies that are essential for our website to function properly (please see our Cookie Policy for more information);
  7. For the purposes of corporate restructure or reorganisation or sale or purchase of businesses or assets;
  8. For efficiency, accuracy or other improvements of our services, business processes, databases and systems, for example, by combining systems or consolidating records we hold about you;
  9. To inform you of updates to our policies;
  10. For cookies that are essential for our website to function properly. Please see our Cookie Policy for further information;
  11. To aggregate or otherwise anonymise your information, and to permit our service providers to do the same, for our or those providers use of the anonymised information for operational, administrative or business improvement purposes.

Legal Obligation

We may process your personal information to comply with our legal or regulatory requirements (for example to assist, or respond to a request for information from, an authorised authority, regulatory body or court, or to respond to a court order). These requirements include processing to remember your cookie consent preferences for optional cookies used by our website. Please see our Cookie Policy for further information.

How do we share information?

We do not sell your information to third parties, but we do work closely with third party suppliers who fulfil business activities for us (like marketing, events, social media platforms and market research etc.)

Service providers

We do not sell your information to third parties. However, we may from time to time disclose your information to the following categories of companies or organisations to which we pass the responsibility to handle services on our behalf: hosting providers, data cleansing and verification providers, direct marketing communications agencies and consultants, market research and market analytics service providers, our legal and other professional advisors.

Sharing for legal reasons

We will also share your personal information if we have a duty to do so, e.g. to assist an authorised authority, regulatory body or court, or to enforce or protect our legal rights or to establish, bring or defend legal claims.

Group companies

There are also circumstances where we share your information with our parent (or other companies within our group) in order to understand you as a customer, handle complaints or provide you with a service or information that you have requested. For example, we will share information when you make a complaint to us and later make the same or similar complaint to them.

The relevant group companies with whom we share information are listed below. Please click the name of the company to see its privacy statement.

Flexiana

Flexiana LLC

Social Media Platforms

We use a number of different social media platforms to communicate with you and to promote services. We process your personal information using these platforms in a variety of ways, as follows:

Pages

We use your personal information when you post content or otherwise interact with us on our official pages on Facebook, Instagram, LinkedIn, X and other social media platforms. We also use the Page Insights service for Facebook, Instagram and LinkedIn to view statistical information and reports regarding your interactions with the pages we administer on those platforms and their content. Where those interactions are recorded and form part of the information we access through these Page Insights services, we and the relevant platform are joint controllers of the processing necessary to provide that service to us.

Cookies

We use cookies and similar technologies in our website and applications to collect and send information to Facebook and LinkedIn about actions you take on our website and applications. In particular:

  • Meta (who operates the Facebook and Instagram platforms) uses this information to provide services to us and also for further processing for its own business purposes. We and Meta are joint data controllers of the processing involved in collecting and sending your personal information to Meta using cookies and similar technologies as each of us has a business interest in Meta receiving this information. You can find out more about these technologies by visiting our Cookies Policy. The services we receive from Meta that use this information are delivered to us through Meta Business Tools, which include Meta Pixel, Social Plugins. These tools allow us to target advertising to you within Meta’s social media platforms by creating audiences based on your actions on our Website and allow Meta to improve and optimise the targeting and delivery of our advertising campaigns for us.
  • We use LinkedIn Insight Tag, a small piece of code that we embed in our websites that allows us to perform in-depth campaign reporting and unlock insights about users that may visit our website via our LinkedIn campaigns (e.g. by allowing us to discover business demographics by layering LinkedIn data on data about our website visitors). LinkedIn Insight Tag enables the collection of metadata such as IP addresses, timestamps, and events such as page views.  You can find out more about these technologies by visiting our Cookie Policy.

Our relationship with Meta and LinkedIn

As we are joint data controllers with these platforms for certain processing, we and each platform have:

  • Entered into agreements in which we have agreed each of our data protection responsibilities for the processing of your personal information described above;
  • Agreed that we are responsible for providing to you the information in this privacy policy about our relationship with each platform; and
  • Agreed that each platform is responsible for responding to you when you exercise your rights under data protection law in relation to that platform’s processing of your personal information as a joint data controller.

Meta and LinkedIn also process, as our processor, contact information that we submit for the purposes of matching, online targeting, measurement, reporting and analytics purposes. These services include the processing these platforms carry out when they display our advertisements to you in your news feed at our request after matching contact details for you that we have uploaded to the social media platforms they operate. These advertisements may include forms through which we collect contact information you give to us.

Further information

The Meta company that is a joint data controller of your personal information is Meta Platforms, Inc., 1601 Willow Road, Menlo Park, CA 94025, USA (if you are a UK-registered user) or Meta Platforms Ireland Limited, Block J, Serpentine Avenue, Dublin 4, Ireland (if you are an EEA-registered user). The LinkedIn company that is a joint data controller of your personal information is LinkedIn Ireland Unlimited Company, Wilton Place, Dublin 2, Ireland For further information regarding these platforms and their use of your personal information, please see:

Transfers outside Europe

Due to the international nature of our business, there may be some instances where your information is processed or stored outside of the Czech Republic. Those countries may not have similar data protection laws to the Czech Republic and so may not protect the use of your personal information to the same standard. In those instances, we will take steps to ensure that appropriate security measures are taken with the aim of ensuring that your privacy rights continue to be protected as outlined in this Privacy Policy.

Please contact us using the details at the end of this Privacy Policy for more information about the protections that we put in place and to obtain a copy of the relevant documents.

If you use our services whilst you are outside the Czech Republic, your information may be transferred outside the Czech Republic in order to receive those services.

Safeguards

We take steps to ensure that any third party partners who handle your information comply with data protection legislation and protect your information just as we do. We only disclose personal information that is necessary for them to provide the service that they are undertaking on our behalf. We will aim to anonymise your information including using aggregated datasets, where ever possible.

How long do we keep your information for?

We will not hold your personal information in an identifiable format for any longer than is necessary. If you are a visitor/ customer or otherwise have a relationship with us we will hold personal information about you for a longer period than if we have obtained your details in connection with a prospective relationship.
We do not retain personal information in an identifiable format for longer than is necessary.

Visitor/ Customer

If we have a relationship with you (e.g. you are a customer), we hold your personal information for 3 years from the date our relationship ends. We hold your personal information after our relationship ends to establish, bring or defend legal claims and for marketing purposes. For clarity, if you have provided your consent, we will continue to send marketing to you during those 3 years unless you opt-out. Our relationship may end for a number of reasons, or we have been made aware that you no longer use our services.

Prospective relationships

Where we have obtained your personal information following a request for information, or any other information on any of our services, we hold your personal information for 1 year and 6 months from the date we collect that information, unless during that period we form a relationship with you e.g. you consent for us to send you marketing information.

Where we have obtained your personal information following a request for information, or any other information on any of our services, we hold your personal information for 1 year and 6 months from the date we collect that information, unless during that period we form a relationship with you e.g. you consent for us to send you marketing information.

Exceptions

The only exceptions to the periods mentioned above are where:

  • The law requires us to hold your personal information for a longer period, or delete it sooner;
  • Where you have raised a legal claim, complaint or concern regarding a service offered by us, in which case we will retain your information for a period of 3 years following the date of that complaint or query; or
  • You exercise your right to have the information erased (where it applies) and we do not need to hold it in connection with any of the reasons permitted or required under the law (see further “How can I manage the information we hold about you?” below);

How can I manage the information we hold about you?

You have the right as an individual to access your personal information we hold about you and make corrections if necessary. You also have the right to withdraw any consent you have previously given us and ask us to erase information we hold about you. You can also object to us using your personal information (where we rely on our business interests to process and use your personal information).

You have a number of rights in relation to your personal information under data protection law. In relation to most rights, we will ask you for information to confirm your identity and, where applicable, to help us search for your personal information. Except in rare cases, we will respond to you within 1 month after we have received any request (including any identification documents requested).

  • Ask for a copy of the information that we hold about you;
  • Correct and update your information;
  • Withdraw your consent (where we rely on it). Please see further “How do we use this information?”;
  • Object to our use of your information (for direct marketing, or where we rely on our legitimate interests to use your personal information) provided we do not have any continuing lawful reason to continue to use and process the information. When we do rely on our legitimate interests to use your personal information for direct marketing, we will always comply with your right to object;
  • Erase your information (or restrict the use of it), provided we do not have any continuing lawful reason to continue to use and process that information;
  • Transfer your information in a structured data file (in a commonly used and machine readable format), where we rely on your consent to use and process your personal information or need to process it in connection with your contract. You also have the right not to be subject to purely automated decisions (including profiling) where this has a significant effect on you. We do not envisage that any decisions will be taken about you in this way, however we will update this Privacy Policy if this changes.

You can exercise the above rights and/or manage your information by contacting us using the details below:

Flexiana s.r.o.,

ID number: 052 39 087,
with registered seat at náměstí Přátelství 1518/4, Hostivař, 102 00 Prague 10,
registered in the commercial register maintained by the Municipal Court in Prague, section C, file 319815

Phone: _________

E-mail: customer.services@flexiana.cz

If you have any specific data protection concerns or a complaint, you can address it to our Data Protection Team at dataprotection@flexiana.cz

If you are unhappy, you have the right to lodge a complaint with the Úřad pro ochranu osobních údajů (ÚOOÚ), the data protection regulator in the Czech Republic. The contact details for the ÚOOÚ are below:

Post:
Úřad pro ochranu osobních údajů

Pplk. Sochora 27

170 00 Praha 7

Phone: +420 234 665 111

E-mail: posta@uoou.gov.cz

Cookie Policy

When you first visit Flexiana.com, we will ask you to select your preferences for the cookies that are placed on your computer or device. Please be aware however, that you are unable to opt out of “necessary” cookies, which allow us to distinguish you from other users when you visit our website and ensure our website functions correctly on your device. You can view and update your cookie preferences at any time by clicking the button below. Please note if you change your mind and revoke your consent from any category at a later date you may need to clear your cookies and delete your temporary internet files for all items to be removed from your device.
To manage your cookie settings, please select “Cookie settings” at the bottom of the screen.

What are cookies?

A cookie is a very small text file that is saved to the hard drive of your computer or device (such as your mobile phone or tablet) when you access a website. Cookies are a well-known technology that is used by most websites in order to make the website work, or work more efficiently. Cookies do not harm your device. Our cookies collect information anonymously, so they cannot be used to personally identify you directly.

What do cookies do?

Cookies enable us to collect information on a number of things, including recognising your device (so we can display the mobile version or tablet version of our website if you are viewing on a mobile device). Cookies also show us how you use Flexiana’s website and which pages you visit and allow us to customise your experience. They also provide information that helps us monitor and improve our website’s performance.

How do we uses cookies?

We have divided our cookies into categories, and you are able to customise which cookies you allow onto your device, by category. You can also view a full list of Flexiana’s cookies and third-party cookies that are used on this website in the table below. Please note some third party cookies may be enabled on your device when you engage with content from external platforms which is embedded in our website.

Necessary

These are the cookies that are essential for our website to operate effectively. They include cookies that allow you to access restricted areas of our website, or remember your cookie preferences. Necessary cookies can only be disabled by changing your internet browser settings, although this may mean our website will not display or function properly.

Analytics

These cookies allow us to recognise and keep track of and analyse the number and location of visitors to our website and your browsing activity on it. This allows us to improve the functionality and design of our website, for example by ensuring you can easily find the content you are interested in. As these cookies collect IP addresses, we can obtain a truer picture of our traffic by excluding certain types of visitors from our measurements using these addresses.

Functional

Functional cookies are used to help our website and related third party services remember how the website and those services look or behave for you based on your preferences. These cookies also remember how you configured a particular feature to your liking for subsequent visits. For example, these cookies may help to remember your preferred currency, region, language, profile or page layout or colour theme.

Advertisement

Advertisement (also Marketing) cookies are third-party cookies, pixels, web beacons and other storage technologies (including from Facebook) which are used to provide you with advertisements that are relevant to you and your interests and for measurement purposes. This may result in you seeing these advertisements on our website and on other websites you visit. If you disable Flexiana’s marketing cookies, you will still see advertisements when you view our website, or other websites, but these will not be personalised to you.

Targeting

We use these cookies to understand how you engage with our website across all your devices, this includes recording your browsing habits and activity. This information is used for profiling purposes and to help identify you, so that we can show you personalised content, both on our website, applications, via e-mail and in other contexts, such as on other websites or through other channels.

Your consent
Cookies and associated personal information used for essential purposes:

In accordance with data protection laws, we do not request your consent to use these cookies as they are necessary to ensure this website works properly.

Cookies and associated personal information used for non-essential purposes:

We will only store or read cookies on your device for non-essential cookies and process associated personal information (or allow our third party services providers and partners to do so) if you have given, and not withdrawn, your consent. We request this using the cookie tool that appears when you visit any page of this website.

How to provide your consent for non-essential cookies and associated personal information:

When you visit this website for the first time, you will be prompted with a request to provide your consent for non-essential cookies and the personal information we receive as a result of their use. You can consent to all non-essential cookies or choose to consent to cookies by their individual categories of purposes of use by selecting, in each case, by selecting the appropriate option.

If you do not provide your consent for these cookies, we will neither use them nor process any personal information in connection with them. Consequently, your provision of any personal information associated with the cookie is voluntary and you may withdraw your consent at any time. Any use of the cookie or associated personal information before you withdraw your consent will be valid and lawful.

Please see our Privacy Policy for further information regarding your data protection rights.

Withdrawing your consent from cookies

You may withdraw consent that you have previously provided for cookies in one of three ways depending on the type of cookie:

Using the cookie tool we make available from this website. You can access the cookie tool by clicking “Cookie settings” in this Cookie Policy and withdraw your consent by setting the option for the relevant category of cookie to the “x” position. Please note e-mail tracking cookies cannot be turned off using this tool.

Adjusting the settings in your web browser. Most web browsers are set by default to accept all cookies. However, you may have the option to configure your web browser settings in such a way that the cookie information is displayed before storage, or to categorically reject them. You can find details on the various available settings for cookies and related changes for the most common web browsers by clicking on the relevant link below:

Please note that any change to your web browser settings will only apply to the particular web browser for which you have adjusted your settings. If you use more than one web browser on a device, you must change the settings separately for each browser and, depending on the browser, for each device. Additional information regarding cookies may be available within the “help” feature of the browser or operating system or the operating manual for your device.

Using tools provided by the following industry bodies for opting-out of third party cookies for targeted advertising

How to provide your consent for non-essential cookies and associated personal information:

When you visit this website for the first time, you will be prompted with a request to provide your consent for non-essential cookies and the personal information we receive as a result of their use. You can consent to all non-essential cookies or choose to consent to cookies by their individual categories of purposes of use by selecting, in each case, by selecting the appropriate option.

If you do not provide your consent for these cookies, we will neither use them nor process any personal information in connection with them. Consequently, your provision of any personal information associated with the cookie is voluntary and you may withdraw your consent at any time. Any use of the cookie or associated personal information before you withdraw your consent will be valid and lawful.

Please see our Privacy Policy for further information regarding your data protection rights.