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Privacy Policy

Last updated: July, 2026

1. Introduction

 

At Flaem, we believe learning should feel safe, empowering and enjoyable. Whether you're exploring our stories, downloading resources, attending a workshop, signing up for coaching or simply visiting our website, we want you to understand how we collect, use and protect your personal information.

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This Privacy Policy explains how Flaem Ltd ("Flaem", "we", "us" or "our") collects, uses, stores and shares personal information when you use our website, products and services.

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We are committed to handling personal information responsibly, transparently and in accordance with applicable UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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This Privacy Policy applies whenever you use our website or interact with Flaem, including when you access our educational content, coaching, workshops, resources, newsletters or other products and services.

 

Some of our services involve additional privacy information because they require us to collect more specific personal information. For example, if you take part in coaching, we may collect information needed to deliver coaching safely and effectively.

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If you use our coaching services, some additional information about how we collect, use, store and protect coaching-related personal information is provided in our Coaching Privacy Notice Addendum, which should be read alongside this Privacy Policy.

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If anything in this Privacy Policy is unclear, or you have questions about how we use your personal information, please contact us. We'll always do our best to explain things clearly.

Privacy at a Glance

Who is responsible for your personal information?

Flaem Ltd

Who is this Privacy Policy for?

Anyone who visits our website or uses our educational content, coaching, workshops, resources or other services.

Do children receive extra protection?

Yes. We take additional care when handling children's and young people's personal information, and we involve parents or guardians where appropriate.

How is coaching different?

Coaching involves some additional personal information so we can provide sessions safely and effectively. You can find more information in our Coaching Privacy Notice Addendum.

Do we use artificial intelligence (AI)?

Sometimes. Where AI is used in connection with coaching or other services, we'll explain how it's used and the choices available to you.

Questions or concerns?

We're happy to help. Our contact details are provided at the end of this Privacy Policy.

2. Who We Are

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Flaem Ltd ("Flaem", "we", "us" or "our") is a UK-based educational business that helps young people build financial literacy, enterprise skills and confidence through engaging learning experiences.

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We provide a range of educational products and services for young people, parents, educators and organisations. These include educational content, coaching, workshops, learning resources and other services that support financial literacy, enterprise skills and personal development.

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For the purposes of UK data protection law, Flaem Ltd is the data controller for the personal information described in this Privacy Policy. This means we are responsible for deciding how and why your personal information is collected and used.

3. Who This Privacy Policy Applies To

 

This Privacy Policy applies to anyone who interacts with Flaem or uses our website, products or services.

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This includes young people who access our educational content, coaching, workshops or resources, as well as parents, guardians, carers and other responsible adults who support or arrange those services. It also applies to schools, colleges, universities, youth organisations, charities, employers and other organisations that work with us, together with anyone who contacts us, subscribes to our updates or purchases our products or services.

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The personal information we collect depends on how you interact with Flaem. For example, someone who simply visits our website will usually provide much less information than someone who books coaching or attends a workshop. Where we collect additional information for a particular service, we will explain this within this Privacy Policy and, where applicable, in a separate service-specific privacy notice.

Terms We Use in This Privacy Policy

 

Throughout this Privacy Policy, Responsible Adult means a parent, guardian, carer or another adult who is authorised or reasonably expected to make decisions or act on behalf of a young person where appropriate.

4. The Information We Collect

 

The personal information we collect depends on how you interact with Flaem. For example, we collect different information when someone visits our website than when they enquire about coaching or take part in a workshop.

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Information You Give Us

You may choose to provide personal information when you:

  • contact us by email, telephone, post or through our website;

  • complete an enquiry, registration or booking form;

  • sign up for newsletters or updates;

  • download resources;

  • purchase products or services;

  • register for workshops or events;

  • apply for coaching;

  • participate in surveys, competitions or promotions; or

  • otherwise communicate with us.

 

Depending on the circumstances, this information may include:

  • your name;

  • postal address;

  • email address;

  • telephone number;

  • age or date of birth where relevant;

  • the name and age of a young person;

  • the name and contact details of a parent, guardian, carer or other responsible adult;

  • organisation or school details where applicable; and

  • any other information you choose to provide.

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Coaching Information

If you enquire about or participate in coaching, we may collect additional information needed to assess suitability, arrange sessions and deliver coaching safely and effectively.

Depending on the coaching service, this may include:

  • coaching enquiry information;

  • booking and scheduling information;

  • client and participant contact details;

  • parent, guardian, carer or responsible adult details;

  • emergency contact details;

  • coaching goals, priorities and areas of focus;

  • information that helps us decide whether coaching is appropriate;

  • accessibility requirements or learning support needs;

  • information relevant to safeguarding or wellbeing that is shared with us;

  • attendance records;

  • session notes, summaries and agreed action points;

  • recording consent preferences;

  • AI transcription and AI-assisted notes preferences;

  • group coaching participation information;

  • feedback, complaints or concerns; and

  • payment, invoicing and accounting information.

 

Some coaching information may be provided directly by the participant, while other information may be provided by a parent, guardian, responsible adult or referring organisation where appropriate.

 

Workshop and Educational Activities

If you attend one of our workshops, talks or educational events, we may collect information such as:

  • registration details;

  • attendance records;

  • accessibility or learning support requirements;

  • emergency contact information where appropriate;

  • feedback;

  • photographs or recordings where appropriate and where the relevant permissions have been obtained; and

  • any information needed to deliver the activity safely.

 

Payment and Transaction Information

If you purchase products or services from us, we may collect information needed to process payments, issue invoices, maintain accounting records and administer bookings.

Depending on how payment is made, this may include payment references, invoice information and transaction records. We do not intentionally collect or store full payment card details unless this is necessary and appropriate through an authorised payment provider.

 

Marketing Preferences

If you subscribe to our newsletter or choose to receive updates from us, we may collect information about your communication preferences, including whether you wish to receive marketing communications and the topics you are interested in.

You can change your marketing preferences or unsubscribe at any time.

 

Website Usage Information

When you visit our website, we may automatically collect certain technical information, including:

  • your IP address;

  • browser type and version;

  • device information;

  • operating system;

  • pages viewed;

  • dates and times of visits;

  • referring websites;

  • approximate location information derived from your IP address; and

  • information collected through cookies and similar technologies.

More information about our use of cookies is available in our Cookie Policy.

5. How We Use Your Personal Information

 

We only use your personal information where we have a valid reason to do so. How we use your information depends on the services you use and how you interact with Flaem.

 

To Respond to Enquiries

If you contact us or enquire about our services, we may use your information to:

  • respond to your questions;

  • provide information about our services;

  • arrange introductory conversations or free initial chats where offered;

  • send you information you have requested or that is needed to administer the services you use;

  • assess whether a service may be suitable for your needs; and

  • keep a record of our communications.

 

To Deliver Our Educational Services

We may use your information to:

  • provide educational content, resources and digital products;

  • register you for workshops, talks or events;

  • administer bookings and registrations;

  • communicate important information about our services;

  • provide customer support; and

  • improve your overall experience with Flaem.

 

To Deliver Coaching

If you take part in coaching, we may use your information to:

  • assess whether coaching is appropriate;

  • prepare for coaching sessions;

  • deliver one-to-one, family or group coaching;

  • maintain appropriate coaching records;

  • communicate with clients, participants and parents or guardians where appropriate;

  • manage attendance and scheduling;

  • manage recording preferences and AI transcription choices where applicable; and

  • deliver coaching safely, effectively and consistently.

 

To Safeguard Children, Young People and Others

Protecting children and young people is an important part of our work.

Where appropriate, we may use personal information to:

  • identify and respond to safeguarding concerns;

  • assess risks to the safety or wellbeing of a child, young person or other individual;

  • share information where this is necessary or appropriate to help protect someone from harm;

  • comply with safeguarding responsibilities; and

  • maintain appropriate safeguarding records.

Further information about safeguarding-related information sharing is provided later in this Privacy Policy.

 

To Manage Payments and Our Business

We may use personal information to:

  • process payments;

  • issue invoices;

  • maintain financial and accounting records;

  • administer contracts and bookings;

  • send important service-related updates, including changes to bookings, appointments or this Privacy Policy;

  • prevent fraud; and

  • comply with our legal and regulatory obligations.

 

To Improve Our Services

We continually review and improve our services.

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This may include using information to:

  • evaluate how our services are working;

  • improve educational content, coaching and workshops;

  • support coaching supervision and quality assurance;

  • investigate complaints or concerns;

  • develop new services; and

  • improve the accessibility, safety and effectiveness of our services.

Where possible, we will use anonymised or aggregated information for service improvement activities.

 

To Meet Our Legal Responsibilities

We may use personal information where necessary to:

  • comply with applicable laws and regulations;

  • establish, exercise or defend legal claims;

  • protect the rights, safety and wellbeing of individuals; and

  • meet other legal or regulatory obligations that apply to Flaem.

6. Our Lawful Bases for Using Your Personal Information

 

UK data protection law requires us to have a lawful basis whenever we collect or use personal information. The lawful basis depends on the service we are providing and the circumstances in which we are using your information.

 

The lawful bases we most commonly rely on include:

 

Performing a Contract

We use personal information where it is necessary to provide a service you have requested or agreed to receive. This includes administering bookings, delivering coaching, workshops and other services, processing payments and providing customer support.

 

Legitimate Interests

We may use personal information where it is reasonably necessary for the legitimate interests of Flaem or another organisation, provided those interests are not overridden by your rights and freedoms.

For example, this may include:

  • responding to enquiries;

  • improving our services;

  • maintaining appropriate business records;

  • supporting coaching quality assurance and supervision;

  • investigating complaints; and

  • protecting our business and users from fraud or misuse.

 

Legal Obligations

We may process personal information where we are required to do so by law or to meet our legal and regulatory responsibilities. This may include maintaining financial records, responding to lawful requests from public authorities and meeting our safeguarding responsibilities where applicable.

 

Vital Interests

In exceptional circumstances, we may process or share personal information where this is necessary to help protect someone's life or prevent serious harm.

 

Consent

For some activities, we will ask for your consent before using your personal information.

 

Depending on the circumstances, this may include:

  • optional coaching session recordings;

  • optional AI transcription or AI-assisted notes;

  • testimonials;

  • photographs or videos used for publicity; and

  • marketing communications where consent is required.

 

Where we rely on your consent, you are free to withdraw it at any time. Withdrawing your consent will not affect the lawfulness of any processing carried out before your consent was withdrawn.

 

Different lawful bases may apply to different activities. If you would like more information about the lawful basis for a particular use of your personal information, please contact us.

7. Sharing Your Personal Information

 

We treat personal information with care and do not sell your personal information to third parties.

 

We will only share personal information where it is necessary to provide our services, where you have asked us to do so, where we have your permission, or where we are permitted or required to do so by law.

 

Depending on the circumstances, we may share personal information with:

  • parents, guardians, carers or other responsible adults;

  • schools, colleges, universities and educational organisations;

  • youth organisations, charities, employers and community organisations;

  • trusted organisations that help us provide our services, such as website providers, payment providers, IT support providers and other technology providers;

  • professional advisers, including legal, accounting and insurance advisers;

  • regulators, law enforcement agencies or other public authorities where required or permitted by law; and

  • any other organisation where sharing is necessary to provide our services or protect the rights, safety or wellbeing of others.

 

Safeguarding

Protecting children, young people and others is one of our highest priorities.

In some situations, we may need to share personal information to help protect someone's safety or wellbeing. Depending on the circumstances, this may include sharing information with:

  • parents, guardians, carers or other responsible adults;

  • schools, colleges or educational settings;

  • youth organisations or safeguarding leads;

  • local authorities or children's social care;

  • emergency services or medical professionals;

  • the police or other law enforcement agencies;

  • legal advisers or insurers; or

  • other appropriate safeguarding professionals or organisations.

 

Where appropriate, we will seek to discuss safeguarding concerns with those involved before sharing information. However, there may be situations where we need to share information without consent if we believe this is necessary to help protect a child, young person or another individual, or where we are otherwise permitted or required to do so by law.

 

We will only share information that is relevant and proportionate to the circumstances.

8. Artificial Intelligence (AI)

 

We may use artificial intelligence (AI) tools to support certain aspects of our work. This may include helping us create educational content, improve our services, carry out administrative tasks or, where clearly explained, support aspects of coaching.

 

We do not input identifiable personal data about children or young people into AI systems unless this has been clearly explained and an appropriate lawful basis applies.

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For coaching, we may offer optional AI transcription or AI-assisted notes to help prepare accurate records of coaching sessions. Where these services are used, we will explain how they work, how personal information will be used and any choices available to you. Where appropriate, we will ask for consent or rely on another lawful basis that has been clearly explained.

 

We do not knowingly allow identifiable personal data about children or young people to be used to train general-purpose AI models.

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Like any technology, AI tools can make mistakes. Where AI is used to assist with coaching records or other important information, a person reviews the output before it is relied upon.

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Further information about AI transcription and AI-assisted notes used in connection with coaching is available in our Coaching Privacy Notice Addendum.

9. How Long We Keep Your Personal Information

 

We only keep personal information for as long as it is reasonably necessary for the purposes for which it was collected, including to provide our services, meet legal or regulatory obligations, resolve disputes, protect individuals and maintain appropriate business records.

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How long we keep information depends on the type of information and the reason we collected it.

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General Enquiries

If you contact us but do not go on to use our services, we will typically keep your enquiry information for between 6 and 12 months after our last communication, unless there is a good reason to keep it for longer.

 

Coaching Records

We will normally keep routine coaching records, including session notes, summaries and agreed action points, for up to 12 months after coaching has ended, unless a longer retention period is appropriate.

 

Coaching Recordings

Where coaching sessions are recorded with the appropriate permissions, recordings will usually be deleted within 90 days after any agreed notes, summaries or transcripts have been prepared, unless there is a legitimate reason to retain them for longer.

 

AI Transcripts

Where AI transcription is used, raw AI-generated transcripts will usually be deleted within 90 days after they have been reviewed and any required notes or summaries have been prepared, unless there is a legitimate reason to retain them for longer.

 

Agreements and Consent Records

Signed agreements, consent forms and related records may be kept for up to 6 years where this is appropriate for legal, contractual, insurance, tax or accounting purposes.

 

Payment and Accounting Records

Payment, invoicing, tax and accounting records are retained for as long as required by applicable legal and accounting requirements.

 

Complaints

Information relating to complaints, concerns or disputes will usually be retained for up to 6 years after the matter has been resolved, unless a longer retention period is justified.

 

Safeguarding Records

Safeguarding records are managed separately from routine coaching records and may be retained for longer where this is necessary to protect children, young people or others, comply with legal obligations or follow safeguarding guidance.

 

Marketing Preferences

Information about your marketing preferences, publicity permissions and communication choices will normally be kept until you withdraw your consent, ask us to stop contacting you or the information is no longer needed. We review these records periodically to help ensure they remain accurate and relevant.

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We may retain information for longer where we are required or permitted to do so by law, where legal proceedings are ongoing or anticipated, where necessary for insurance purposes, or where there is another valid reason to do so.

10. Children's Privacy

 

Flaem is designed to support children and young people while recognising the important role that parents, guardians, carers and other Responsible Adults play in helping them learn safely.

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We take additional care when collecting, using and protecting children's and young people's personal information. We aim to explain our privacy practices in clear, age-appropriate language wherever possible.

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Parents and Responsible Adults

Where appropriate, parents or other Responsible Adults may:

  • make enquiries about our services;

  • arrange or book coaching, workshops or other activities;

  • provide information needed to deliver those services;

  • give permissions or consents on behalf of a young person where appropriate; and

  • communicate with us about a young person's participation.

Depending on the age of the young person, the type of service being provided and the circumstances, we may also communicate directly with the young person where appropriate.

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Coaching

For coaching services involving participants under the age of 18, a parent or Responsible Adult will usually arrange the coaching and provide the agreements or permissions needed for the coaching to take place.

Where appropriate, we will also explain important privacy choices directly to the young person in a way that is suitable for their age and level of understanding. We believe young people should understand how their personal information is used and be involved in decisions about their information wherever appropriate.

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Recordings and AI Transcription

Where optional coaching recordings or AI transcription are offered, we will explain how these services work before they are used.

Where appropriate, we will obtain consent from a parent or Responsible Adult. We may also seek the young person's agreement where this is appropriate, taking account of their age, understanding and the circumstances.

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Children Under 13

Where UK data protection law requires parental consent for online services provided directly to children under the age of 13, we will seek the appropriate permission from a parent or Responsible Adult before collecting or using personal information.

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If you believe that a child has provided personal information to us in circumstances where the necessary permission or consent may not have been obtained, please contact us so that we can investigate and, where appropriate, take suitable action.

11. Your Privacy Rights

 

UK data protection law gives you a number of rights in relation to your personal information. These rights may vary depending on the circumstances and are subject to certain legal exemptions.

Depending on the circumstances, you may have the right to:

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Access Your Information

Ask us for a copy of the personal information we hold about you.

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Correct Your Information

Ask us to correct personal information that is inaccurate or incomplete.

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Delete Your Information

Ask us to delete your personal information where there is no longer a valid reason for us to keep it.

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Restrict or Object to Processing

Ask us to restrict how we use your personal information or object to certain types of processing where the law allows.

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Withdraw Your Consent

Where we rely on your consent, you can withdraw that consent at any time. This will not affect any processing that took place before your consent was withdrawn.

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Data Portability

Where applicable, you may ask us to provide certain personal information in a structured, commonly used and machine-readable format or ask us to transfer it to another organisation where this is technically feasible.

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Making a Request

If you would like to exercise any of your privacy rights, please contact us using the details provided in the Contact Us section of this Privacy Policy.

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We will respond to requests in accordance with applicable UK data protection law. In some circumstances, we may need to ask for additional information to confirm your identity before responding to your request.

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We will not normally charge a fee for responding to a privacy request. However, the law allows us to charge a reasonable fee or refuse a request in certain limited circumstances, such as where a request is clearly unfounded or excessive.

12. Cookies, Marketing and Website Analytics

 

Cookies

Our website uses cookies and similar technologies to help it work properly, improve your experience and better understand how visitors use our website.

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Some cookies are essential for the website to function, while others help us improve our services or remember your preferences.

 

For more detailed information about the cookies we use and the choices available to you, please see our Cookie Policy.

 

Website Analytics

We may use website analytics tools to help us understand how visitors use our website.

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For example, we may collect information about:

  • which pages are visited;

  • how visitors navigate the website;

  • how long visitors spend on different pages;

  • the types of devices and browsers being used; and

  • general trends that help us improve our website and services.

 

Where possible, we use this information in an aggregated or anonymised form.

 

Newsletters and Marketing Communications

If you choose to receive newsletters or other marketing communications from us, we will use your contact details to send you information about Flaem's services, educational content, events, resources and other updates that may be of interest.

 

You can unsubscribe from marketing communications at any time by:

  • clicking the unsubscribe link in our emails;

  • updating your communication preferences where available; or

  • contacting us using the details provided at the end of this Privacy Policy.

 

Choosing not to receive marketing communications will not affect important service-related communications, such as booking confirmations or updates relating to coaching, workshops or other services you are using.

13. Changes to This Privacy Policy

 

We may update this Privacy Policy from time to time to reflect changes to our services, legal or regulatory requirements, technology or the way we handle personal information.

 

When we make changes, we will update the "Last updated" date at the beginning of this Privacy Policy.

 

Where appropriate, we may also take additional steps to let you know about significant changes, for example by publishing a notice on our website or contacting you directly where we are required to do so.

 

We encourage you to review this Privacy Policy from time to time to ensure you remain informed about how we collect, use and protect personal information.

14. Contact Us

 

If you have any questions about this Privacy Policy or how we handle personal information, we're happy to help.

 

You can contact us if you would like to:

  • ask a question about this Privacy Policy;

  • exercise your privacy rights;

  • update or correct your personal information;

  • withdraw your consent where we rely on it;

  • raise a privacy concern or complaint; or

  • ask about how we use personal information in connection with our services.

 

You can contact us using the details below:

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Flaem Ltd

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Website: https://www.flaem.co.uk

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Email: hello@flaem.co.uk

 

If you are unhappy with how we have handled your personal information, we encourage you to contact us first so that we have the opportunity to address your concerns.

 

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's independent regulator for data protection.

 

Further information about your privacy rights and how to make a complaint is available from the ICO at www.ico.org.uk.

15. A Simple Summary for Young Adventurers

 

This is a simple summary to help young people understand how we look after personal information. It doesn't replace the rest of this Privacy Policy, but we hope it makes some of the main ideas easier to understand.

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What is personal information?

Personal information is information that can identify you or tell us something about you.

It might include your name, email address, age, the goals you've shared during coaching or other information you choose to tell us.

 

Why do we collect it?

We only collect the information we need to provide our website, educational content, coaching, workshops and other services.

 

For example, we might use it to:

  • reply to your questions;

  • arrange coaching or workshops;

  • help you achieve your coaching goals;

  • keep people safe; or

  • improve our services.

 

Who can see it?

We don't sell your personal information.

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Only people who need your information to provide our services or help keep people safe will be able to access it. Sometimes we may also need to share information if the law requires us to or if we believe someone may be at risk of harm.

 

Do we use AI?

Sometimes we use AI tools to help us with parts of our work.

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If AI is used as part of coaching, we'll explain how it's being used and any choices available before it is used. A person always reviews important information before we rely on it.

 

What if I'm under 18?

If you're a child or young person, we'll always try to explain things in a way that's right for your age and understanding.

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Sometimes we'll work directly with you, and sometimes we'll also work with your parent or Responsible Adult, depending on your age, the service you're using and the situation.

 

Can I ask questions?

Absolutely!

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If you're ever unsure about how we're using your information, you can ask us. If you would rather, you can also ask your parent or Responsible Adult to contact us on your behalf.

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Learning how personal information is used is an important part of staying safe, making informed choices and becoming more confident online and offline.

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