Who we are
Stillflow is a trading name of NHRM Tech Ltd, registered in England and Wales (company no. 17390130), registered office 66 Paul Street, London EC2A 4NA. We are the controller of the personal data described here. Contact: info@stillflow.co.uk.
Who this notice covers
People at businesses we contact or who contact us, the staff of our clients, and visitors to this website. It does not cover the patients of the practices we work for. For those patients, the practice is responsible for their data, we act only on its instructions under a data processing agreement, and the practice's own privacy notice applies.
What we collect and where it comes from
- Business contact details: name, job title, work email, work phone number, and the practice's name and address. We get these from public sources (the Care Quality Commission register, Companies House and practice websites) or from you.
- Our dealings with you: notes of calls and meetings, emails, and whether you have asked us not to contact you.
- Enquiries: what you send us through email or this website.
- Website: this site uses no cookies or similar technology except any strictly needed to run it securely. Our hosting and security provider, Cloudflare, processes visitors' IP addresses to deliver and protect the site, and gives us visit counts that don't identify anyone.
Why we use it and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Contacting businesses about our services by phone, post or email | Legitimate interests: telling relevant businesses about a service that may help them |
| Emailing sole traders and partnerships who have agreed to hear from us | Consent. You can withdraw it at any time by replying STOP |
| Replying to enquiries and preparing proposals | Legitimate interests, or steps you ask us to take before a contract |
| Providing our services and invoicing clients | Contract, where you are our client; otherwise legitimate interests: running the service for the practice you work for |
| Keeping accounting and tax records | Legal obligation |
| Keeping a do-not-contact list | Legitimate interests: respecting your request |
| Keeping this website secure and counting visits (Cloudflare's logs) | Legitimate interests: protecting the site and knowing whether it is used |
| Handling disputes and legal claims | Legitimate interests |
You don't have to give us your details; if you don't, we may not be able to reply to you or provide our service. We only send marketing emails without consent to limited companies and LLPs, as UK law allows. We check phone numbers against the Telephone Preference Service and Corporate Telephone Preference Service before calling. You can ask us to stop at any time and we will.
Who we share it with
Companies that help us run the business: our email, phone, scheduling, outreach and website providers, and our accountants. They act on our instructions under written contracts. We never sell personal data.
Working outside the UK
Some of our providers process data outside the UK. When they do, we rely on UK adequacy regulations or on safeguards such as the International Data Transfer Agreement. Email info@stillflow.co.uk for a copy of the safeguards we rely on.
How long we keep it
- Prospect details: deleted 12 months after our last contact, unless you become a client.
- If you ask us not to contact you: we keep only your name and contact details on a suppression list, so we can respect that request.
- Client records: 6 years from the end of the financial year in which our contract ends, as HMRC requires.
- Website logs: Cloudflare keeps visitors' IP addresses only for a limited period, as its privacy policy sets out.
Your rights
Your right to object. You can object at any time to our use of your data for marketing, and we will stop. You can also object to other uses based on our legitimate interests; we will stop unless we have a compelling reason to continue. Reply STOP to any email or write to info@stillflow.co.uk.
You can ask to see the personal data we hold about you, correct it, delete it, restrict how we use it, or receive a copy to move elsewhere. Where we rely on your consent, you can withdraw it at any time. Contact info@stillflow.co.uk. We reply within one month.
If you are unhappy with how we use your data, email info@stillflow.co.uk with "Complaint" in the subject. We will acknowledge it within 30 days and tell you the outcome without undue delay. You can also complain to the Information Commission (the ICO), the UK's data protection regulator, at ico.org.uk or on 0303 123 1113.
Changes
We will update this notice when our practices change.