Privacy Policy

Last updated: 6 October 2026

This Privacy Policy explains how fluxo collects, uses, shares, and protects personal information when you use the fluxo platform, websites, and apps (the “Platform”), including discovering and booking Spaces, listing Spaces as a Venue, using our concierge matching service, using our AI assistant and voice features, and using our operator tools. It applies to Users, Companies, and Venues. It sits alongside our Terms of Service; capitalised terms used but not defined here have the meaning given in the Terms.

1. Who we are

The controller of your personal information depends on where you are:

• United States and rest of world: Fluxo US Inc, 115 Broadway, New York, NY 10006.
• United Kingdom: Fluxo Platform UK Ltd (company number 16849327), 85 Great Portland Street, London, W1W 7LT.

In this policy fluxo, we, us, and our mean the controller for your region. You can reach us about privacy at privacy@fluxo.space.

2. The information we collect

Information you give us

• Account and profile: name or username, email address, phone number, password, and profile details such as a photo, bio, and the city you are in. If you book on behalf of a Company, we also collect company and billing details.
• Identity verification: where we need to verify your identity, a government-issued identity document and a selfie image, collected and checked through our payment and identity-verification provider, Stripe. We receive the result and status, not the underlying images, which Stripe handles.
• Venue and listing information: if you are a Venue, the business details, photos, pricing, availability, and rules you provide for your Spaces, together with the business, billing, and tax details (such as company name, address, and VAT number) we use to pay you and to invoice you for commission and fees.
• Bookings and enquiries: the Spaces you book or list, dates, times, preferences, and the enquiries you send through our concierge matching service (which you can use without an account).
• Quotes, deals, and contracts: where a Venue sends you a quote or you enter into a booking, licence, or hire agreement, we collect and store the related details, such as contact and company details, requirements, dates, and pricing. When you sign an agreement, we also store your signature, the signed document, and the time, IP address, and device used to sign. If you join or are handed an operator account, we may also send you a platform agreement to sign, using your name and email and storing the signed agreement and the same signing record.
• Communications: messages and any files you exchange through the Platform, including chat between Users or Companies and Venues and messages to our support team, your conversations with our AI assistant, and your support requests. If you use our voice features, your audio is processed and a transcript is created and stored.
• Payment details: processed by our payment provider, Stripe. fluxo does not store full card numbers.

Information we collect automatically

• Usage and analytics data: how you interact with the Platform, including pages viewed, searches, booking activity, referring pages, and session activity.
• Device and technical data: IP address, browser type, operating system, and device identifiers.
• Location: approximate location derived from your IP address (using a third-party lookup) to set your region and show relevant Spaces. We only collect precise device location if you give your browser or device permission, to help you find Spaces nearby.
• Records of certain actions: we log your IP address and device when you sign an agreement on the Platform or change your privacy or communication preferences, as a record of consent.
• Cookies and similar technologies: see section 7.

Information from others

• Other Users and Venues: limited details needed to complete a booking between a User or Company and a Venue.
• Payment and verification providers: transaction and identity-verification results.
• Sign-in providers: if you sign in with Google, basic profile information from your Google account.
• Connected operator tools: if you are a Venue and connect a calendar, accounting, or e-signature tool, we access the data you authorise (such as availability, invoices, or signature records).
• Analytics and advertising partners: aggregate or pseudonymised data about how people find and use the Platform.

3. How we use your information

We use personal information to:

• provide the Platform and your account, and operate the discovery, booking, and listing of Spaces;
• process payments and Venue payouts, and apply refunds, deposits, and adjustments;
• verify identity where required, and prevent fraud, abuse, and other harmful activity;
• operate our concierge matching service and make introductions between Users or Companies and Venues;
• provide our AI assistant, voice features, and operator tools, including managing leads, quotes, contracts, billing, and invoicing;
• communicate with you about bookings, service updates, and support, and resolve disputes;
• understand and improve how the Platform performs;
• send marketing where you have chosen to receive it, which you can stop at any time; and
• meet our legal, tax, accounting, and regulatory obligations.

If you are in the UK or EEA, the lawful bases we rely on are set out in section 11.

Google Calendar data

A Venue can connect a Google account to fluxo so that room bookings and Google Calendar stay the same. This section explains what fluxo does with the information it receives from Google.

What we access. With the Venue’s permission, fluxo can:

• see the list of calendars in the connected Google account (their names and identifiers), so that the Venue can choose a calendar for each room;
• see the times when a chosen calendar is busy. For events that fluxo did not create, we receive the start and end times only. We do not read their titles, descriptions, guests, or attachments;
• create, change, and delete the calendar events that fluxo makes for bookings and viewings arranged through fluxo, and read those events to see if someone moved or deleted them in Google Calendar.

How we use it. We use this information only to provide the calendar connection that the Venue asked for: to prevent double bookings by showing a room as unavailable when its calendar is busy, to check availability for viewings, to add bookings and viewings to the calendar, and to keep a booking and its calendar event at the same time. We do not use Google user data for advertising, we do not sell it, and we do not use it to develop, improve, or train generalised AI or machine learning models.

How we store and protect it. We store the access credentials that Google gives us, the busy times of connected room calendars (as unavailable periods, with no event details), and a record of the events that fluxo created. Information is sent over encrypted connections. Access is limited to the Venue’s authorised team members and to the fluxo systems and staff who need it to run and support the service.

Who we share it with. We do not share Google user data with third parties, except with service providers who host and operate the Platform for us under contract, or where the law requires it. Guests see only that a room is not available at a given time. They do not see any calendar details.

How long we keep it, and how to remove it. We keep this information while the calendar is connected. A Venue can disconnect Google Calendar in fluxo at any time. We then delete the access credentials and stop reading from and writing to the calendar. Access can also be removed in the Google account at https://myaccount.google.com/permissions. To ask us to delete related information, contact us using the details in section 15.

Limited Use. fluxo’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

4. Automated tools and AI features

We use automated tools and AI to personalise search, power our AI assistant and voice features, help generate content, and detect fraud and misuse. When you use these features, your messages or audio may be processed by our AI and voice providers to generate responses and transcripts. These tools support our team rather than replace it: we do not make decisions that produce legal or similarly significant effects about you by solely automated means without human involvement. You can contact us at privacy@fluxo.space with any questions about automated processing.

5. How we share your information

We do not sell your personal information. We share it only as described here:

• Between Users and Venues: to request, confirm, and fulfil bookings and enquiries, we share the details each side needs. When you make a booking, we share your name and booking details with the Venue. When you send an enquiry, we pass your name, email, phone, company, and requirements to the relevant Venue, where it becomes a lead in their tools. Quotes and contracts a Venue sends you may be delivered by email or through a secure, time-limited link, including where you do not have an account.
• Service providers (sub-processors): trusted companies that process personal information on our behalf, under contract and only on our instructions. They fall into these categories:
• payments and identity verification;
• cloud hosting, database, and storage;
• email and SMS messaging;
• AI and voice processing (assistant, transcription, and text-to-speech);
• analytics and advertising;
• maps and location lookup;
• calendar, accounting, and e-signature integrations, where a Venue connects them;
• push notifications and digital wallet passes.

We keep a current list of the specific providers in each category and make it available to Companies and Venues on request as part of our data processing terms.

• Operator integrations: where a Venue connects an accounting tool, we may send customer details such as name and email to it to raise invoices; and calendar invites for tours or viewings include the attendee’s email.
• Professional advisers and authorities: advisers such as lawyers and accountants, and regulators or authorities where the law requires it or to protect our rights, our users, or the public.
• Corporate transactions: if fluxo is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction, subject to this policy.

6. Marketing and your choices

We send marketing only where you have opted in, or where the law otherwise allows us to. Every marketing email includes an unsubscribe link, and you can opt out at any time by emailing privacy@fluxo.space or updating your account settings. Opting out of marketing does not stop service messages about your bookings or account.

7. Cookies and similar technologies

We use cookies and similar technologies to run the Platform, remember your preferences, measure performance, and support marketing. These fall into three groups: essential cookies needed to operate the Platform; analytics cookies that help us understand usage; and advertising cookies, including technologies provided by Google and Meta, that help us measure and improve our marketing.

Essential cookies do not require consent. Where the law requires it, we ask for your consent before setting analytics and advertising cookies through our cookie banner, and you can change your choices at any time there or through your browser settings. See section 12 for how this interacts with your rights in the United States.

8. International transfers

fluxo operates in the US and UK, and our providers may process information in countries other than your own, including the United States. Where we transfer personal information out of the UK or EEA, we rely on appropriate safeguards, such as the UK International Data Transfer Agreement or Addendum and the European Commission’s Standard Contractual Clauses, together with additional measures where needed. You can ask us for a copy of the safeguards we use by emailing privacy@fluxo.space.

9. How long we keep your information

We keep personal information only for as long as we need it. When you close your account, we delete your profile and login details. We keep some information for longer where we have a clear reason to:

• Booking, transaction, and payment records: for the period required by tax and accounting law (generally up to six years).
• Information that relates to another party: for example, a booking or enquiry connected to a Venue or Company is kept as part of that record.
• Messages in shared threads: messages in deal, enquiry, and support conversations may remain as part of those records after you close your account.
• Safety, dispute, and legal records: where we need them to resolve disputes, prevent fraud, or meet legal obligations.

You can ask us to erase information we no longer have a reason to keep by emailing privacy@fluxo.space, and we will do so unless we are required or permitted to retain it.

10. How we protect your information

We use technical and organisational measures appropriate to the risk, including encryption of data in transit, access controls and row-level security on personal-data tables, private storage for uploaded files, and reputable hosting and storage providers whose platforms encrypt data at rest. Payment card details are handled entirely by Stripe and are not stored in our systems. No method of transmission or storage is completely secure, so we cannot guarantee absolute security, but we work to protect your information and to respond promptly to any incident.

11. UK and EEA users (UK GDPR)

If you are in the UK or EEA, this section applies to you in addition to the rest of this policy.

Our lawful bases

| Purpose | Lawful basis | | --- | --- | | Providing your account, the Platform, bookings, and matching | Performance of a contract | | Processing payments and payouts | Contract; legal obligation (tax, accounting, anti-money-laundering) | | Identity verification and fraud prevention | Legal obligation; legitimate interests | | Service communications and support | Performance of a contract | | Securing the Platform and keeping it safe | Legitimate interests; legal obligation | | Analytics and improving the Platform | Legitimate interests (and consent for non-essential cookies) | | Marketing | Consent (or legitimate interests where the law allows) | | Meeting legal and regulatory obligations | Legal obligation | | Where identity verification involves biometric checks (such as matching a selfie to an identity document), that check is carried out by our identity-verification provider, and we rely on appropriate legal grounds and our provider’s safeguards. Where we rely on legitimate interests, we have balanced those interests against your rights, and you can ask us about that assessment. | Your rights | | You have the right to access your personal information, to have it corrected or erased, to restrict or object to its processing, to data portability, and to withdraw consent at any time (without affecting processing already carried out). To exercise any right, email privacy@fluxo.space. We will respond within one month, which we may extend by two further months for complex requests, and we will tell you if we do. Exercising your rights is free unless a request is clearly unfounded or excessive. | You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk, though we hope you will contact us first so we can help. |

12. US users (California and other states)

This section applies to residents of California and other US states with privacy laws. In the past 12 months we have collected the following categories of personal information, used them for the purposes in section 3, and disclosed them for business purposes to the service providers in section 5:

| Category | Examples | Disclosed to | | --- | --- | --- | | Identifiers | Name, email, phone, IP address, account ID | Service providers | | Commercial information | Bookings, listings, transactions | Service providers | | Internet / network activity | Usage, searches, interactions | Service providers | | Geolocation | Approximate location from IP; precise location if you allow it | Service providers | | Audio / electronic | Messages, and voice audio and transcripts if you use voice features | Service providers | | Professional information | Company and role | Service providers | | Sensitive information | Account credentials; government ID and selfie for identity verification | Verification provider | | Inferences | Preferences drawn from your activity | Service providers |

We do not sell your personal information. We do use advertising and analytics technologies that may count as “sharing” for cross-context behavioural advertising under California law. You can opt out of this through our cookie banner or by emailing privacy@fluxo.space. We use account credentials and identity-verification information (which we treat as sensitive personal information) only to provide and secure the Platform and to verify identity, and not to infer characteristics about you.

You have the right to know what we collect, to access and delete your information, to correct it, to opt out of any sale or sharing, and not to be discriminated against for exercising these rights. To make a request, email privacy@fluxo.space; you may use an authorised agent, and we will verify your identity before responding. We aim to respond within 45 days, and will tell you if we need the further time the law allows.

13. Children

The Platform is not intended for anyone under 18, and we do not knowingly collect personal information from children. If you believe a child has provided us information, contact privacy@fluxo.space and we will delete it.

14. Changes to this policy

We may update this policy to reflect changes in our practices or the law. We will post the updated version with a new “Last updated” date and, where changes are significant, notify you by email or through the Platform. Please review it from time to time.

15. Contact us

For any privacy question or to exercise your rights, email privacy@fluxo.space, or write to the controller for your region:

• Fluxo US Inc, 115 Broadway, New York, NY 10006 (United States and rest of world).
• Fluxo Platform UK Ltd, 85 Great Portland Street, London, W1W 7LT (United Kingdom).