Privacy Policy

1. Who We Are

FlexITForce is a boutique IT consultancy based in Maidenhead, United Kingdom. We provide IT project management, consulting, software development, and technology training services.

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, the data controller is:

This policy applies to all personal data collected through our website (flexitforce.com), contact forms, careers enquiries, and any other direct interactions with us.

2. What Data We Collect

We may collect the following categories of personal data:

Contact enquiry form:

• Full name
• Email address
• Phone number (if provided)
• Company name (if provided)
• Your message and any information you choose to share

Careers / Work With Us form:

• Full name
• Email address
• LinkedIn profile URL (if provided)
• Area of professional expertise
• Your introduction and background information

Website analytics (if enabled):

• Anonymised or pseudonymised usage data including pages visited, session duration, device type, and approximate location (country or region)
• This data does not directly identify you and is used solely to improve our website

We do not collect any special category data (such as health, racial, or biometric data).

3. How We Use Your Data

We use the personal data we collect for the following purposes:

• To respond to your enquiries and provide information about our services
• To deliver the consulting, training, or project management services you have engaged us for
• To assess your suitability for associate or contractor opportunities (careers submissions)
• To improve our website and user experience based on anonymised analytics
• To comply with legal obligations, including record-keeping requirements

We will never use your personal data for unsolicited marketing without your explicit consent. We will never sell your data to third parties.

4. Legal Basis for Processing

Under UK GDPR, we must have a lawful basis for processing your personal data. Our legal bases are:

• Consent — where you submit a form on our website and explicitly agree to us processing your data to respond to your enquiry
• Legitimate interest — where we use anonymised analytics to improve our website, or respond to a direct unsolicited enquiry where it is reasonable to expect a reply
• Contractual necessity — where processing is necessary to perform a contract with you (e.g., delivering a consulting engagement or training course)
• Legal obligation — where we are required by law to retain certain records

5. Data Sharing

We do not sell, rent, or trade your personal data. We may share your data only in the following limited circumstances:

• Form processing services — if we use a third-party form provider, your enquiry data may pass through their servers in accordance with their privacy policy and data processing agreement
• Hosting provider — our website is hosted by a reputable provider. Data is processed in accordance with their data processing agreements
• Professional advisers — accountants, solicitors, or other professionals as necessary, under strict confidentiality obligations
• Legal requirement — where we are required to disclose data by law, court order, or regulatory authority

All third parties we work with are required to handle your data in accordance with applicable data protection legislation.

6. Data Retention

We retain personal data only for as long as necessary for the purpose for which it was collected:

• Contact enquiry data — retained for up to 2 years from the date of last contact, then securely deleted
• Careers / associate data — retained for up to 2 years, unless you ask us to keep your details on file for longer
• Analytics data — anonymised session data retained for up to 26 months
• Client engagement records — retained for 7 years in line with UK legal requirements for business records

After the applicable retention period, we will securely delete or anonymise your personal data.

7. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of access — request a copy of the personal data we hold about you
• Right to rectification — request correction of inaccurate or incomplete data
• Right to erasure — request deletion of your personal data in certain circumstances
• Right to restrict processing — request that we limit how we use your data
• Right to data portability — receive your data in a structured, machine-readable format
• Right to object — object to processing based on legitimate interest
• Right to withdraw consent — where processing is based on your consent, you may withdraw it at any time without affecting the lawfulness of prior processing

To exercise any of your rights, please email us at info@flexitforce.com. We will respond within 30 days.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or by calling 0303 123 1113.

8. Cookies

Our website currently uses only essential cookies that are strictly necessary for the website to function. These cookies do not track personal information and cannot be disabled.

We do not currently use advertising cookies, tracking pixels, or third-party marketing cookies.

If we introduce analytics or non-essential cookies in the future, we will update this policy and implement a consent mechanism in accordance with UK GDPR requirements.

9. Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. Any changes will be posted on this page with a revised "last updated" date.

Where changes are material, we will make reasonable efforts to notify you. We encourage you to review this policy periodically.

10. Contact Us

If you have any questions about this privacy policy, wish to exercise your data rights, or have concerns about how we handle your data, please contact us: