Privacy & Cookie Policy 

Last updated: MARCH -26

YourFlexExpert (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This combined Privacy & Cookie Policy explains how we collect, use, store, and protect your information when you visit our website, submit an enquiry, or participate in our Refer & Earn programme.

We comply with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all relevant privacy laws. Your Flex Expert Ltd is registered with the Information Commissioners office ICO Certificate Reference ZC113742 . Search the register by clicking  here

1. Who We Are

YourFlexExpert Website: Your Flex Expert Ltd ( company number SC883322) trading as YourFlexExpert https://www.yourflexexpert.co.uk Registered Address: 3 Hill Street, New Town, Edinburgh EH2 3JP  Email: steven@yourflexexpert.co.uk Data Controller: Steven Carr

2. What Personal Data We Collect

A. When you contact us or make an enquiry

• Contact Name

• Email address

• Phone number (optional)

• Company name (if applicable)

• Details about your workspace requirement

B. When you use our Refer & Earn programme

We collect:

• Referrer’s name and contact details

• Referred person’s name and contact details

• Information about the referred requirement

The referrer must confirm they have the referred person’s permission to share their details.

C. Website usage data (Google Analytics)

We use Google Analytics to collect:

• Anonymised IP address

• Device and browser information

• Pages visited

• Time spent on the site

• Referring website

Google Analytics uses cookies. You can opt out via your browser settings or our cookie banner.

3. How We Use Your Personal Data

We use your information to:

A. Provide our services

• Respond to enquiries

• Match you with suitable workspace providers

• Arrange viewings and proposals

• Communicate updates about your requirement

B. Operate the Refer & Earn programme

• Contact the referred person

• Qualify their requirement

• Track referral progress

• Pay referral rewards

• Prevent misuse or fraudulent referrals

C. Improve our website

• Analyse traffic and user behaviour

• Improve content and user experience

We do not use your data for automated decision‑making or profiling.

4. Legal Basis for Processing

We process your data under the following lawful bases:

• Consent – when you submit a form or referral

• Legitimate interests – to operate our business and respond to enquiries

• Contract – when we act on your workspace requirement

• Legal obligation – where required by law

5. How We Share Your Data

We may share your information with:

• Workspace providers, landlords, or operators relevant to your enquiry

• Payment providers (for referral rewards)

• Professional service providers (IT, hosting, analytics)

We never sell your data.

All third parties must comply with GDPR and keep your data secure.

6. International Transfers

Some service providers (e.g., Google Analytics) may process data outside the UK. Where this occurs, we ensure appropriate safeguards such as:

• Standard Contractual Clauses (SCCs)

• UK Addendum

• Adequacy decisions

7. Data Retention

We keep personal data only as long as necessary:

• Enquiry data: up to 24 months

• Referral programme data: up to 36 months

• Financial records: 6 years (legal requirement)

• Analytics data: up to 26 months

After this, data is securely deleted or anonymised.

8. Your Rights Under GDPR

You have the right to:

• Access your personal data

• Correct inaccurate data

• Request deletion

• Restrict processing

• Object to processing

• Withdraw consent

• Request data portability

To exercise your rights, contact: [your email]

9. Cookies

We use cookies to:

• Enable website functionality

• Analyse website performance (Google Analytics)

• Improve user experience

You can manage or disable cookies via your browser or our cookie banner.

10. Types of Cookies We Use

A. Essential Cookies

Required for the website to function. These cannot be disabled.

B. Analytics Cookies (Google Analytics)

Used to understand how visitors use our site. We have enabled:

• IP anonymisation

• Data retention limits

• No advertising features

C. Functional Cookies

Used to remember preferences and improve usability.

11. Cookies on the Refer & Earn Page

Our Refer & Earn page may use cookies to:

• Ensure the referral form works correctly

• Prevent duplicate submissions

• Improve security

• Track form performance (analytics only)

We do not use cookies to track referral content or personal data.

12. Managing Cookies

You can manage cookies through:

A. Our Cookie Banner

Accept or reject non‑essential cookies.

B. Your Browser Settings

Most browsers allow you to:

• Block cookies

• Delete cookies

• Set site‑specific preferences

Disabling cookies may affect website functionality.

13. Data Security

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

• SSL encryption

• Secure hosting

• Access controls

• Regular security updates

• Data minimisation

14. Changes to This Policy

We may update this policy from time to time. The latest version will always be available on this page.

15. Contact Us

If you have any questions about this Privacy & Cookie Policy, please contact:

Email: steven@yourflexexpert.co.uk