Privacy Policy

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By Peter Whitelock / May 4, 2026

Last updated: 9 April 2026

1. Who we are

This Privacy Policy explains how Flourishing Conversations LTD (“we”, “us”, “our”) collects, uses and protects your personal information when you use our website, contact us or work with us.

Flourishing Conversations LTD is a company registered in England and Wales with company number 17005993. Registered office: 87 Northwood Avenue, Hornchurch, RM12 4PU. 

For data protection purposes, we are the “data controller” of the personal information we collect about you.

If you have any questions about this Privacy Policy or how we handle your data, you can contact us at:  Email: peter.whitelock@flourishingconversations.com
Postal address: as above.

2. The information we collect

We only collect the personal information we need to run our business, respond to enquiries and provide our services.

Depending on how you interact with us, we may collect:

• Identity and contact details: name, job title, organisation, email address, telephone number and work/postal address
• Communication information: details you include in emails, contact forms, meeting notes and feedback.
• Service information: information about your organisation, the matter you ask us to help with, and any documents you choose to share with us (for example, policies, letters, investigation papers).
• Website usage data: technical information such as IP address, browser type and pages visited, collected through essential and (if you consent) nonessential cookies and similar technologies

We do not routinely seek to collect special category personal data (such as health information or ethnicity) about you. If it arises as part of a specific piece of work (for example, in an investigation report you supply), we will handle it carefully and use it only where necessary and lawful to provide our services.

3. How we collect your information

We collect information in the following ways:

• Directly from you: when you contact us by email, phone, post, social media or through our website contact form; when you book a call; when you sign up for updates; or when you work with us as a client. 
• From your organisation or colleagues: for example, if another senior leader introduces us or shares relevant background information for a piece of work. 
• Automatically, when you use our website: through cookies and similar technologies that help us understand how people use the site and keep it secure.

4. How we use your information and legal bases

We only use your personal information where we have a lawful basis to do so under UK data protection law. The main purposes and legal bases are:

To respond to enquiries and provide our services

We use your contact and communication information to respond to your queries, arrange meetings, provide proposals and deliver consultancy, mediation, training and related services.

To manage our relationship with you

We use your information to keep records, issue invoices, manage payments, handle queries or complaints and keep you informed about important changes to our services or policies.

To send you occasional updates (if you choose to receive them)

If you opt in, we may send you emails about Working Out Loud posts, resources or events that are relevant to our services.

To operate and improve our website

We use website usage data and cookies to keep the site secure, understand how it is used and improve its content and performance.

To comply with our legal and regulatory obligations

We may need to use or retain certain information to comply with tax, accounting, and other legal requirements, or to properly respond to lawful requests from regulators or authorities.

Who we share your information with

We do not sell your personal information, and we only share it when necessary. We may share information with:

• Professional advisers: such as our accountants, insurers or legal advisers, where needed for advice, audits, or to manage legal risks.
• Service providers: trusted third parties that provide IT, website hosting, email, document storage or similar services, who are only allowed to process your data on our instructions and must keep it secure.
• Public bodies or regulators: where we are legally required to do so, for example, HMRC, the Information Commissioner’s Office (ICO) or a court.

Where service providers are based outside the UK/EEA, we will ensure that appropriate safeguards are in place, such as standard contractual clauses or an adequacy decision, to protect your personal information.

6. How long we keep your information for

We keep your personal information only for as long as is reasonably necessary for the purposes described in this policy, including to meet any legal, accounting or reporting requirements.

In general:

• Enquiries that do not lead to work: normally kept for up to 12–24 months after our last contact. 
• Client and project records are normally kept for up to 6 years after the end of our relationship, to comply with tax and contract law and to manage any potential claims.
• Email communications: retained in line with the above, with periodic reviews and deletion of material that is no longer needed. 

We may retain information longer where required by law or necessary in connection with an ongoing legal matter.

7. How we protect your information

We take appropriate technical and organisational measures to keep your information safe. These may include password protection, access controls, secure storage for electronic files, and limiting access to your information to those who genuinely need it for their role. 

However, no system can be completely secure, and if we become aware of a serious data breach affecting your personal information, we will take steps to notify you and, where required, the ICO.

8. Your rights

Under UK data protection law, you have certain rights in relation to your personal information. 

These include:

• The right to access a copy of the personal data we hold about you.
• The right to ask us to correct inaccurate or incomplete information.
• In certain circumstances, the right to ask us to delete your information or restrict how we use it.
• The right to object to our processing where we rely on legitimate interests.
• Where we rely on consent, the right to withdraw that consent at any time.
• The right to lodge a complaint with the UK Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data.

To exercise any of these rights, please contact us using the details in section 1. Before responding, we may need to verify your identity and request additional information to help us locate your data.

You can find more information about your rights and how to complain on the ICO’s website at https://ico.org.uk.

9. Cookies and similar technologies

Our website uses cookies and similar technologies to make the site work, keep it secure and help us understand how it is used. Some cookies are essential for the website to function (for example, to remember your cookie choices); others are optional and help us improve the site.

Where required, we will ask for your consent before using non-essential cookies, and you can change your cookie preferences at any time via the cookie banner or the site’s settings. For more details, please see our separate Cookie Policy.

10. Thirdparty links

Our website may contain links to other websites (for example, professional bodies, articles, or social media platforms). We are not responsible for the privacy practices or content of those sites, and this Privacy Policy does not apply to them. We encourage you to read the privacy policies of any external sites you visit.

11. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, how we process personal information, or changes in the law. When we do, we will update the “Last updated” date at the top of this page and, where appropriate, let you know clearly (for example, by email or a notice on our website).

Your continued use of our website or services after any changes have been made will be taken as your acceptance of the updated Privacy Policy