Flow Living / Legal information

Privacy notice

How personal information is used when you contact Flow Living or apply for a home.

Last updated: 8 October 2026

1. Identity and scope

Flow Living is operated by Live at Flow Limited, registered in England and Wales under company number 13233706. Our registered office is Universal Square Building 5, 5th Floor, Devonshire Street North, Manchester, M12 6JH. We act as controller for information used to handle Flow Living enquiries and administer our own management services. Your landlord may be a separate controller for tenancy information, or we may process information on their behalf. The landlord is identified in your individual agreement; ask us if you need their privacy information. For privacy questions, email dataprotection@flowstudent.co.uk, call 03330 913674, use our contact page, or write to our registered office marked ‘Data protection’.

2. Information involved

Depending on your interaction, information may include your name, contact details, preferred property and move-in date, messages, viewing details and communication preferences. An application or tenancy may involve identity and Right to Rent evidence, relevant financial and reference information, guarantor details, payment records, repair requests and complaint records. Website services may receive device, browser and interaction information.

Information may come from you, an authorised representative, your landlord or relevant referencing and service providers. We will explain any additional collection at the point it is needed. Do not put medical details, identity documents or bank details into a general enquiry message; ask us for an appropriate secure route.

3. Purposes and lawful bases

Enquiry handling, arranging viewings and administering management services generally rely on our legitimate interests in responding to requests and providing a properly run service, balanced against your rights. Taking steps at your request before a contract, or performing a contract with you, is a basis only where we are actually a party to that contract. Processing required by law, such as applicable Right to Rent or accounting obligations, relies on the relevant legal obligation.

We use consent for optional marketing where consent is required. You can withdraw it at any time by using the unsubscribe link in a marketing email or contacting us. A property enquiry does not by itself give consent to unrelated marketing. Necessary communications about an application, tenancy, repair or safety matter are separate from marketing. If sensitive information is needed to deal with an accessibility request or another specific matter, we will explain the purpose and applicable basis before asking you to provide it.

4. Who may receive information

Information is shared as needed with the relevant landlord and staff dealing with your enquiry, application, tenancy or complaint. Depending on the service, recipients may include CRM and hosting providers, referencing and identity-check providers, payment and deposit providers, and maintenance contractors. We may disclose relevant information to professional advisers, regulators, courts or public authorities where necessary and lawful. An enquiry does not give unrestricted permission to share your information.

Flow Living uses Webflow to host this website and HubSpot to receive and manage enquiries. The website also includes analytics, advertising and visitor-experience integrations, which may receive device and interaction information. Third-party providers may have their own privacy notices for processing for which they are independently responsible. Contact us for information about the providers relevant to your enquiry or tenancy.

5. How long information is kept

Information should be kept only for as long as needed for the purpose for which it is held. Relevant factors include whether an enquiry is ongoing or has become an application or tenancy, the need to administer that relationship, mandatory record-keeping periods and an unresolved complaint or legal claim. Different categories of information may therefore have different retention periods.

For a retention period applicable to your records, contact our data-protection team. You can also ask us to delete information that is no longer needed. A deletion request may be limited where a legal obligation or another lawful reason requires retention. If you opt out of marketing, a limited record of your preference may be needed to ensure that you are not contacted again.

6. International transfers

Our technology providers operate internationally, so your information may be processed outside the UK, including through hosting, support or other provider services. Transfers subject to UK data-protection law require a valid transfer basis, such as applicable UK adequacy regulations or appropriate contractual safeguards. Contact dataprotection@flowstudent.co.uk for the destinations and safeguards relevant to your information and how to obtain a copy. This notice does not mean that all processing takes place in the UK.

7. Cookies and marketing choices

The website and embedded services can use cookies and similar technologies for essential functions, form delivery, remembering preferences, understanding visits and measuring advertising. These technologies may involve information such as your IP address, browser, device and interactions. Consent is required for non-essential storage or access unless a legal exemption applies; visiting this page is not consent.

You can manage or delete cookies in your browser settings and contact us about tracking choices. Blocking cookies may affect embedded features. You can still enquire by telephone or post. Browser settings are separate from your marketing preferences: use an email unsubscribe link or contact us to stop direct marketing. You have the right to object to direct marketing at any time, including associated profiling.

8. Your rights

Depending on the circumstances, you may request access, correction, erasure, restriction or portability of your information, and object to processing based on legitimate interests. You have an unconditional right to object to direct marketing. Where processing relies on consent, you may withdraw it without affecting prior lawful processing. Rights are subject to applicable legal conditions and exemptions.

To exercise a right, email dataprotection@flowstudent.co.uk or contact us using the details above. You do not need to use a particular form or legal wording. We may request proportionate information to confirm your identity or clarify the request. We will respond within the applicable statutory time limit and explain any lawful extension or refusal. You may complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint/ without completing our internal complaints procedure first.

9. Required information and application decisions

Where information is necessary for a legal check or to process an application, we will explain what is needed and why. Without the relevant information, we may be unable to carry out the check or progress the application. Optional marketing consent is not required to apply. If you disagree with an application decision or believe information used is inaccurate, contact us to ask for an explanation and review. You can also ask whether automated processing was involved and about any rights and safeguards that apply.

10. Other websites and changes to this notice

External websites have their own privacy notices. Read the relevant notice before providing information to another organisation. We may update this notice when our services, processing arrangements or legal requirements change. The revision date appears at the top of this page. An update does not retrospectively provide consent or remove your data-protection rights.