Privacy Policy
Last updated: 25 July 2026
1. Who we are
This website is operated by FlowLogic Automation (“FlowLogic”, “we”, “us”, “our”), a trading name of Akinfenwa Holding Company (AHC) Ltd.
- Registered company name: Akinfenwa Holding Company (AHC) Ltd
- Company number: 16847906
- Registered office: 157 Ladlands, Overhill Road, London, SE22 0PW
- Contact email: enquiry@flowlogic-automation.com
FlowLogic is the data controller for the personal data described in this policy. We are committed to handling your data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
If you have any questions about this policy or how we handle your data, contact us at enquiry@flowlogic-automation.com.
2. What personal data we collect
Depending on how you interact with us, we may collect:
Information you give us directly
- Name, email address, phone number, and business name (via our contact forms, System Audit booking form, or WPForms submissions)
- Details you share describing your business, processes, or “current setup” (free-text form field)
- Messages you send us via our website chat widget, WhatsApp, or SMS
- Information shared during a discovery call, strategy call, or voice conversation with our AI call agent (including call recordings and transcripts where applicable)
- Payment and billing details if you engage us as a client (processed via Stripe — we do not store full card details ourselves)
Information collected automatically
- Standard technical data when you visit our site: IP address, browser type, device type, pages visited, and referral source (via WordPress.com/Jetpack analytics)
- Cookie data — see Section 7 below
Information from third parties
- If you book a call via our calendar tool, we receive your name, email, and selected time slot from that provider
- If you interact with our WhatsApp or SMS automations, message content and metadata are received via the relevant messaging platform (Meta’s WhatsApp Business Platform, or Twilio for SMS)
We do not knowingly collect special category data (e.g. health, religion, ethnicity) through this site. Please do not include such details in any form or message to us.
3. How and why we use your data
We use your personal data for the following purposes, and on the following legal bases under UK GDPR:
| Purpose | Legal basis |
|---|---|
| Responding to enquiries and providing quotes | Legitimate interests / steps taken at your request prior to a contract |
| Delivering services to clients (system audits, automation builds, ongoing support) | Performance of a contract |
| Operating our website chatbot, WhatsApp bot, SMS bot, and AI voice agent to answer questions and qualify enquiries | Legitimate interests (providing efficient customer service) and, where relevant, your consent to be contacted on that channel |
| Sending marketing or follow-up communications | Consent (you can withdraw this at any time) |
| Invoicing and payment processing | Performance of a contract / legal obligation (accounting records) |
| Improving our website and services (analytics) | Legitimate interests |
| Complying with legal and regulatory obligations (e.g. tax records) | Legal obligation |
4. AI-powered features on this site
Our website chatbot, WhatsApp assistant, SMS assistant, and AI voice call agent are powered by third-party large language model providers, which may include OpenAI, Anthropic, and/or Google, depending on the specific tool. When you interact with these features:
- Your message content is sent to the relevant AI provider to generate a response
- We do not use your conversations to train third-party foundation models
- Conversation data may be logged and stored (e.g. in Notion or our CRM) so our team can follow up with you and improve response quality
- These providers process data under their own data processing terms; where data leaves the UK, we ensure appropriate safeguards are in place (see Section 6)
5. Who we share your data with
We share personal data with the following categories of third-party processors, only as needed to deliver our services:
- Automation & workflow platform: n8n (self-hosted on infrastructure we control)
- AI providers: OpenAI, Anthropic, Google (for chatbot, voice agent, and AI-assisted workflows)
- Messaging platforms: Meta (WhatsApp Business Platform), Twilio (SMS)
- CRM & scheduling: HubSpot, Pipedrive, Notion, Calendly (or equivalent calendar provider)
- Payments: Stripe
- Website & forms: WordPress.com, WPForms, Jetpack
- Email: our business email provider
We do not sell your personal data to third parties. We only share data with processors under a data processing agreement that requires them to protect your data in line with UK GDPR.
We may also disclose data where required by law, to protect our legal rights, or in connection with a business sale or restructuring.
6. International data transfers
Some of our processors (including some AI providers) may process data outside the UK, including in the United States. Where this happens, we rely on one or more of the following safeguards:
- The UK’s International Data Transfer Agreement (IDTA) or UK Addendum to the EU Standard Contractual Clauses
- The provider’s participation in an adequacy-recognised framework (e.g. the UK Extension to the EU-US Data Privacy Framework, where applicable)
You can request more detail on the specific safeguards used for a given processor by contacting us.
7. Cookies
We use cookies and similar technologies to:
- Operate essential website functions (strictly necessary — no consent required)
- Understand how visitors use our site (analytics — requires consent, where applicable)
- Remember your chat widget preferences (e.g. whether you’ve dismissed the teaser bubble)
You can manage or withdraw cookie consent at any time via your browser settings or our cookie banner (if enabled). Blocking some cookies may affect site functionality.
8. How long we keep your data
- Enquiry / contact form data: up to 24 months from your last contact with us, unless you become a client
- Client records (contracts, invoices, project data): 6 years from the end of our engagement, in line with UK tax and accounting record-keeping requirements
- Chat, WhatsApp, and SMS conversation logs: up to 12 months, unless retained longer as part of an active client relationship
- Call recordings/transcripts (AI voice agent): up to 12 months
We securely delete or anonymise data once it is no longer needed for the purpose it was collected for.
9. Your rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Rectify inaccurate or incomplete data
- Erase your data (“right to be forgotten”), subject to legal exceptions
- Restrict processing in certain circumstances
- Object to processing based on legitimate interests or for direct marketing
- Data portability — receive your data in a portable format
- Withdraw consent at any time, where processing is based on consent
To exercise any of these rights, contact us at enquiry@flowlogic-automation.com. We will respond within one month, as required by law.
If you’re unhappy with how we’ve handled your data, you have the right to complain to the UK’s data protection regulator:
Information Commissioner’s Office (ICO) Website: ico.org.uk Helpline: 0303 123 1113
10. Security
We use appropriate technical and organisational measures to protect your data, including encrypted connections (HTTPS), access controls on internal systems, and vetted third-party processors. No system is 100% secure, but we take reasonable steps to protect your information from unauthorised access, loss, or misuse.
11. Children’s privacy
Our services are intended for businesses and business contacts. We do not knowingly collect personal data from children under 18. If you believe a child has provided us with personal data, please contact us so we can remove it.
12. Changes to this policy
We may update this policy from time to time to reflect changes in our practices or legal requirements. The “Last updated” date at the top shows when it was last revised. Significant changes will be highlighted on this page.
13. Contact us
FlowLogic Automation (a trading name of Akinfenwa Holding Company (AHC) Ltd, company number 16847906) Email: enquiry@flowlogic-automation.com Registered office: 157 Ladlands, Overhill Road, London, SE22 0PW
This policy is intended as clear, good-faith guidance on our data practices and should not be treated as formal legal advice. We recommend periodic review by a qualified solicitor to confirm ongoing compliance as our services evolve.
