Privacy notice

Who we are

Flxibl is run by MiNT studios FZ LLE, a free zone limited liability establishment licensed by Fujairah Creative City (Media Free Zone) in the United Arab Emirates, licence number 13454/2018, at Twin Towers, P.O. Box 4422, Fujairah, UAE. We decide how your information is used in Flxibl, so in data protection law we are its “controller”.

This notice covers the Flxibl app and website (flxibl.app), and the emails we send. It applies to everyone who uses Flxibl: freelancers, and the people at companies and agencies who book them.

What we keep

Everyone

• Your name, email address and the timezone you work in.
• Your sign-in details. Clerk, our sign-in service, looks after your password; we never see it.
• The messages you send in Flxibl's booking chats.

Freelancers

• Your job title, skills and rates, and the rates and pay agreed for each booking.
• Your bookings and requests: titles, dates and times, locations, notes, and whether you accepted, declined or cancelled (with any reason you give).
• Time you mark as unavailable, and any private note you add to it.
• If you connect your own calendar: its private link, and the events in it from yesterday to a year ahead: their times, titles, and whether you've set each one as Available or Unavailable. We read it again about every 15 minutes, and replace what we had each time. We don't keep older events.
• Your bookings link: a private link that lets your calendar app show your Flxibl bookings.

People at companies and agencies

• Your role (owner, admin or booker) and which company or agency you belong to.
• The bookings you make or change, and for agencies, your clients, contracts, rates, pay and commission.

Technical information

• Records our hosting and sign-in services keep when you use Flxibl, like your IP address, browser and when you signed in. They're used to keep Flxibl working and secure.

We don't use advertising or tracking tools, and we never sell your information.

Where it comes from

• You, when you sign up, book, answer a request, chat or change your settings.
• The companies and agencies you work with. When a company or agency adds you to Flxibl, they give us your name, email, job title and the rates they've agreed with you, so they can invite you and book you.
• Your calendar provider (Google, Microsoft or Apple), only if you connect your calendar.

Why we use it

Data protection law asks us to say why we use your information and the legal reason (“lawful basis”) for each use.

To run Flxibl for you: your account, bookings, requests, chats and the emails about them

Because it's needed for the service you've signed up to (a contract with you), and, where a company or agency added you, our legitimate interest in letting them book the freelancers they work with.

To read your calendar, so companies can't book you when you're busy

Your consent: only if you connect it, and you can remove it at any time in Settings.

To keep Flxibl secure, fix problems and improve it

Our legitimate interest in a safe, working service.

To keep records we're required to keep, and to deal with disputes

Legal obligations, and our legitimate interest in defending legal claims.

Who can see what

• Companies only ever see when you're busy, never why. Your calendar's events, and notes on time you've marked unavailable, are only for you.
• The companies and agencies you work with see your name, job title and your bookings with them, and what you say in their booking chats.
• On agency bookings, the client sees what it pays, you see what you're paid, and the agency sees both.
• A company or agency never sees your bookings with anyone else, only that you're unavailable then.
• Anyone you give your bookings link to can see your confirmed bookings, so keep it private. You can make a new one in Settings, which stops the old one working.

Who helps us run Flxibl

These companies store or handle information for us, only to provide their service to us, under contracts that protect it:

• Neon: our database, in London, UK.
• Vercel: hosts the app, in London, UK.
• Clerk: sign-in. United States.
• Resend: sends our emails. European Union (Ireland).
• Google, Microsoft or Apple: only if you connect your calendar, we read it from them.

Where information goes outside the UK or the UAE (for example to the United States), we rely on the safeguards the law allows: the UK's “data bridge” with the US, or approved contract terms. We may also share information if the law requires it, or with a buyer if Flxibl is ever sold (they'd have to keep this notice's promises).

How long we keep it

• Your account and bookings: while your account is open.
• Your calendar's events: only from yesterday to a year ahead, and none at all once you remove the calendar.
• If you close your account, we delete your information within 30 days. We keep records of bookings that took place for 6 years, because the companies, agencies and freelancers involved may need them for tax and legal reasons, then delete them.
• Technical records are kept by our providers for a short time, usually about 30 days.

Your rights

Under UK data protection law and the UAE's Personal Data Protection Law, you can ask us to:

• tell you what we keep about you, and give you a copy;
• correct anything that's wrong;
• delete your information;
• stop or limit using it, or object to how we use it;
• give you your information in a form you can take elsewhere;
• withdraw your consent, such as disconnecting your calendar (you can do this yourself in Settings).

Email us at privacy@flxibl.com. We'll reply within a month, and it's free. We may ask you to confirm who you are first. Some information may need to be kept for the reasons above, and we'll tell you if so.

Keeping it safe

Everything travels encrypted, and only the people who need to (like you and the companies you work with) can see each part. Your calendar link and your bookings link are kept secret: we never show your calendar link to anyone, and the bookings link is shown only to you.

Cookies

Flxibl only uses the cookies it needs to keep you signed in. We don't use cookies for advertising or tracking, so there's nothing to accept or turn off.

Children and changes

Flxibl is for people aged 18 and over.

If we change this notice in a way that matters, we'll tell you in the app or by email before it takes effect.

Contact us or complain

Questions, or anything you'd like to ask us to do: privacy@flxibl.com.

If you're unhappy with how we've handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office in the UK (ico.org.uk), or the UAE Data Office.