Privacy Policy

Draft version: 6 November 2026 · For review before public launch

Publication checklist: Confirm the legal entity operating FloxMatch, its registered address, a monitored privacy contact email, hosting and CRM providers, retention periods, and international transfer arrangements. This draft is not a substitute for legal review.

1. Who we are

FloxMatch is a service that helps ecommerce businesses identify fulfilment providers and helps fulfilment providers connect with potential customers. The data controller is [insert legal company name], trading as FloxMatch, of [insert registered address]. Contact us about privacy at [insert privacy contact email].

2. Information we collect

When you submit a registration or enquiry, we may collect your name, work email, company name, website, role, product categories, order volumes, warehouse locations, capacity, fulfilment requirements, timelines, messages, and related correspondence. We may also collect basic technical and security information when the website is live, such as IP addresses and server logs.

3. Why we use it and our legal bases

To respond to enquiries and operate matching: legitimate interests in providing a business matching service, or steps requested before entering a contract where applicable.
To assess fit and arrange introductions: legitimate interests, subject to appropriate balancing and your approval before sharing identifying details with a prospective match.
To manage 3PL partner agreements and payments: performance of contract where applicable and legitimate interests.
To meet legal and accounting obligations: legal obligation.
To send optional marketing: consent where required by UK PECR, or another lawful basis where permitted; you can opt out at any time.
To protect the website and prevent misuse: legitimate interests in security.

We do not treat submitting a matching request as consent to unrelated marketing.

4. Who receives your information

Our authorised team and service providers may access information to operate FloxMatch. We may share relevant information with prospective matching partners only after you approve sharing identifying business/contact details. We may share information with hosting, email, CRM and security providers acting under appropriate agreements, and with regulators where legally required. We do not sell personal data.

5. How long we keep it

We keep information only as long as reasonably necessary for matching, follow-up, disputes, legal compliance and accounting. [Before launch, insert specific retention periods for unconverted enquiries, active partner records, contracts and technical logs.] You can ask us to review or delete information, subject to applicable exceptions.

6. International transfers and security

Some providers may process data outside the UK. Where required, we will use an appropriate transfer mechanism and safeguards. We use access controls and reasonable technical and organisational measures to protect information. [Confirm actual providers, hosting regions and controls before publishing.]

7. Your rights

Depending on the circumstances, you may request access, correction, erasure, restriction, portability, or object to certain processing. Where processing relies on consent, you may withdraw it. Contact [privacy email]. You can also complain to the UK Information Commissioner's Office at ico.org.uk.

8. Cookies and analytics

Essential cookies may be used for site security and operation. Non-essential analytics or marketing cookies will not be used unless appropriate notices and consent mechanisms are in place. [Update after selecting the live website analytics and cookie tools.]

9. Changes

We may update this policy as our service develops. The latest version will be published here with an updated date.