Helping organisations better support the well being of their staff, carers and service users.
Wellbeing Solutions
For Professionals
Contact
- info@flexitime.ie
- Limerick, Ireland
Last Updated: 24 August 2026
Flexitime (“Flexitime”, “we”, “our”, “us”) respects your privacy and is committed to protecting personal data in accordance with the General Data Protection Regulation (“GDPR”), the Data Protection Act 2018, and other applicable Irish and European data protection law.
This Privacy Policy explains how we collect, use, store and share personal data when you:
Visit www.flexitime.ie;
Contact Flexitime;
Submit an organisational wellbeing enquiry;
Register your details as a wellbeing professional;
Participate in a Flexitime wellbeing programme or event;
Subscribe to communications;
Provide feedback;
Work with Flexitime as an organisation, professional, supplier or partner; or
Otherwise interact with our services.
This Privacy Policy should be read alongside our Terms & Conditions and, where relevant, our Cookie Policy.
Flexitime provides tailored wellbeing solutions for organisations.
We help organisations identify their wellbeing requirements, develop appropriate solutions and connect them with suitable wellbeing professionals from our private professional network.
Flexitime is not a public professional directory or open marketplace.
For the purposes of applicable data protection law, Flexitime will generally act as the data controller in relation to personal data collected through the Website and our organisational and professional workflows.
If you have questions about this Privacy Policy or how we use your personal data, you can contact:
Flexitime
Email: info@flexitime.ie
Website: www.flexitime.ie
This Privacy Policy may apply to:
Website visitors;
Organisation representatives;
People submitting wellbeing service enquiries;
Wellbeing professionals;
Facilitators and service providers;
Programme participants;
Event attendees;
Suppliers;
Business contacts;
Newsletter subscribers;
People providing testimonials, feedback or enquiries; and
Other individuals who interact with Flexitime.
The information we collect depends on how you interact with Flexitime.
When an organisation requests wellbeing support, we may collect information such as:
Organisation name;
Organisation type;
Contact person’s name;
Job title or role where provided;
Email address;
Telephone number;
Organisation location;
Programme location;
Audience or participant group;
Approximate number of participants;
Wellbeing goals or areas of support required;
Preferred programme format;
Preferred dates or timeframe;
Venue information;
Budget information;
Accessibility or programme requirements;
Information provided during consultations;
Notes regarding the proposed programme;
Quotations and proposals;
Event Briefs and agreements;
Purchase Order information;
Invoice and payment information;
Programme correspondence; and
Feedback following delivery.
We ask organisations not to provide unnecessary personal information about individual staff members, service users or participants when submitting an initial organisational enquiry.
Professionals may provide information to Flexitime so that we can assess their suitability for organisational wellbeing opportunities.
This information may include:
Name;
Business or trading name;
Email address;
Telephone number;
Location;
Areas in which they operate;
Services provided;
Professional biography;
Qualifications;
Certifications;
Professional memberships;
Experience;
Areas of specialisation;
Insurance details;
Garda Vetting information where relevant;
References;
Availability;
Delivery preferences;
Travel radius;
Pricing or professional fee information;
Sample programme or session information;
Website details;
Social media links;
Photographs;
Business logos;
Testimonials or references;
Previous Flexitime programme experience; and
Other information supplied as part of our professional assessment process.
Professional information is primarily held within Flexitime’s private professional network.
Providing information to Flexitime does not mean that it will automatically be displayed publicly.
Where Flexitime manages event registrations, programme attendance or feedback, we may collect:
Name;
Email address;
Organisation;
Booking or registration information;
Attendance information;
Accessibility requirements;
Dietary requirements where relevant;
Feedback;
Survey responses; and
Communications relating to the programme.
We aim to collect only the information reasonably necessary to organise and deliver the relevant programme.
Some information relating to wellbeing programmes may potentially constitute special category personal data under GDPR.
For example, information regarding:
Health conditions;
Disabilities;
Injuries;
Accessibility requirements; or
Other health-related circumstances
may constitute health information.
Flexitime does not generally require detailed medical information when an organisation submits an initial wellbeing enquiry.
Where health-related information is necessary for participation, accessibility or safe programme delivery, we will seek to collect only the minimum information reasonably necessary.
Depending on the circumstances, such information may be processed on the basis of explicit consent or another lawful condition permitted under Article 9 GDPR and applicable law.
Participants should avoid supplying unnecessary medical information to Flexitime.
Where appropriate, health information relevant only to participation in a particular activity may instead be communicated directly and confidentially to the wellbeing professional delivering that activity.
When you contact Flexitime by email, telephone, Website form, social media or another communication method, we may collect:
Your name;
Email address;
Telephone number;
Organisation or business;
The contents of your message;
Relevant correspondence; and
Information necessary to respond to your enquiry.
We may retain correspondence where reasonably necessary for customer service, programme planning, record keeping or legal purposes.
If you subscribe to Flexitime marketing communications, we may collect:
Name;
Email address;
Organisation or professional type where provided;
Communication preferences; and
Information relating to interactions with our emails where permitted.
We may maintain separate communications for different audiences, including:
Organisations;
Wellbeing professionals;
Event attendees; and
General Flexitime subscribers.
Where consent is required for electronic marketing, we will rely on consent.
You can unsubscribe at any time using the unsubscribe link within an email or by contacting:
Unsubscribing from marketing does not prevent Flexitime from sending necessary administrative or programme-related communications.
When you use our Website, certain technical information may be collected automatically.
This may include:
IP address;
Browser type;
Device type;
Operating system;
Approximate location based on IP address;
Pages visited;
Date and time of visits;
Referral source;
Website interaction information; and
Cookie or similar technology identifiers.
We may use this information for:
Website security;
Fraud prevention;
Website operation;
Troubleshooting;
Analytics;
Performance monitoring; and
Improving our Website and services.
Further information is available in our Cookie Policy.
We may use information supplied by organisations to:
Respond to wellbeing enquiries;
Understand organisational needs;
Conduct consultations;
Develop tailored wellbeing recommendations;
Identify appropriate programme formats;
Identify potentially suitable wellbeing professionals;
Prepare quotations;
Prepare programme proposals;
Coordinate professionals;
Arrange programme delivery;
Manage venues or other services where agreed;
Prepare Event Briefs and agreements;
Manage bookings and scheduling;
Process Purchase Orders and invoices;
Communicate before, during and after a programme;
Obtain feedback;
Improve future programmes;
Maintain business and financial records; and
Establish, exercise or defend legal claims where necessary.
Information supplied by wellbeing professionals may be used to:
Assess suitability for the Flexitime professional network;
Understand professional skills and services;
Review qualifications and experience;
Assess geographic suitability;
Review availability;
Review professional fees;
Identify professionals for organisational requirements;
Compare potential programme options;
Contact professionals regarding potential work;
Prepare internal professional shortlists;
Prepare programme proposals;
Coordinate confirmed programmes;
Maintain records of previous Flexitime work;
Assess feedback and programme performance; and
Identify professionals for future relevant opportunities.
Flexitime does not guarantee work to any professional who provides information to us.
One of the principal purposes for which Flexitime holds professional information is to identify suitable professionals for organisations.
When an organisation submits its wellbeing requirements, Flexitime may compare those requirements against information held about professionals.
Relevant factors may include:
Service type;
Skills;
Qualifications;
Experience;
Location;
Travel availability;
Delivery format;
Group experience;
Insurance;
Garda Vetting where appropriate;
Professional availability;
Pricing;
Previous experience with Flexitime; and
Other factors relevant to the programme.
This allows Flexitime to reduce the amount of searching, sourcing and assessment organisations would otherwise need to undertake themselves.
Flexitime may use artificial intelligence, software automation and other technology-assisted systems to support administrative and programme planning activities.
These tools may assist us with activities such as:
Organising information submitted through forms;
Summarising organisational requirements;
Reviewing professional information;
Identifying potentially relevant professional matches;
Ranking or shortlisting possible options;
Preparing internal recommendations;
Preparing draft programme structures;
Producing draft quotations or proposals;
Preparing administrative information; and
Supporting internal workflows.
These systems are intended to assist Flexitime rather than replace human decision-making.
A human representative of Flexitime may review recommendations and make or approve final decisions regarding professional selection, programme proposals and organisational recommendations.
Flexitime does not intend to make decisions producing legal or similarly significant effects on individuals solely through automated processing without meaningful human involvement, except where permitted by law and appropriate safeguards have been implemented.
Information generated by an automated system may be corrected, rejected or changed following human review.
In some circumstances, we may receive personal data from sources other than directly from the individual concerned.
For example:
An organisation may provide the name or contact details of an employee responsible for a programme;
A professional may be recommended or referred to Flexitime;
Another professional or organisation may provide business contact information;
Publicly available professional or business information may be consulted when assessing a potential service provider; or
A programme organiser may provide attendee or logistical information.
Where GDPR requires us to provide information to an individual whose personal data was obtained indirectly, we will do so subject to applicable exceptions.
Under GDPR, Flexitime must have a lawful basis for processing personal data.
Depending on the circumstances, we may rely upon the following bases.
We may process personal data where necessary to:
Take steps at your request before entering into a contract;
Prepare or manage a programme;
Administer an agreed service;
Manage a booking;
Work with an engaged wellbeing professional; or
Perform an agreement with you.
We may process personal data where necessary for our legitimate business interests, provided those interests are not overridden by the rights and freedoms of the individual.
These interests may include:
Operating Flexitime;
Responding to business enquiries;
Managing our private professional network;
Identifying appropriate professionals for organisational programmes;
Maintaining business relationships;
Improving our services;
Maintaining appropriate business records;
Protecting Website and information security;
Preventing misuse or fraud; and
Establishing, exercising or defending legal rights.
Where legitimate interests are relied upon, we consider the nature of the information, the reasonable expectations of the individual and the potential impact of the processing.
We may rely on consent where appropriate, including certain:
Marketing communications;
Photography or promotional uses;
Testimonials;
Optional information; or
Special category information where explicit consent is the appropriate legal basis.
Where processing is based on consent, you may withdraw consent at any time.
Withdrawal does not affect processing lawfully carried out before consent was withdrawn.
We may process information where required to comply with legal obligations relating to matters such as:
Tax;
Accounting;
Record keeping;
Regulatory requirements;
Data protection; or
Lawful requests from public authorities.
Where appropriate, we may rely upon another lawful basis available under GDPR, including vital interests where necessary in an emergency.
Flexitime does not sell personal data.
We may share information where reasonably necessary with the following categories of recipients.
Where a professional is being considered for or engaged in an organisational programme, we may share relevant information about the programme.
This may include:
Organisation type;
General programme requirements;
Location;
Proposed dates;
Approximate participant numbers;
Required service;
Programme format; and
Other information necessary to determine suitability or deliver the programme.
We will avoid sharing unnecessary personal information.
Where Flexitime recommends or selects a wellbeing professional, we may provide the organisation with appropriate professional information such as:
Professional name;
Professional biography;
Relevant qualifications;
Relevant experience;
Service information;
Programme role; and
Other information reasonably necessary to explain the recommendation.
We do not necessarily provide organisations with unrestricted access to the full information held within our professional network.
Internal information such as professional pricing, internal assessments, scoring, private notes or other confidential business information may remain confidential to Flexitime.
Flexitime uses external services to help operate the business and Website.
These may include providers of:
Website hosting;
Website software and plugins;
Cloud infrastructure;
Email delivery;
Customer communications;
Forms and surveys;
Payment processing;
Accounting;
Analytics;
Website security;
File storage;
Artificial intelligence and automation technologies;
IT support; and
Other business administration services.
Where these providers process personal data on our behalf, we take reasonable steps to ensure appropriate data protection arrangements are in place.
Certain providers may act as independent data controllers for particular services, in which case their own privacy policies may also apply.
Where Flexitime uses external artificial intelligence services, information submitted to those systems may be processed by the relevant technology provider on Flexitime’s behalf or otherwise in accordance with the provider’s applicable data protection arrangements.
We aim to minimise the personal data supplied to AI systems and use only information reasonably necessary for the relevant task.
Where practical, unnecessary personal or sensitive information will not be included in AI-assisted processing.
AI-assisted processing may include organisational requirements and relevant professional information where necessary to identify programme options or professional matches.
Flexitime remains responsible for determining why and how personal data is used within its own services.
Some technology and service providers used by Flexitime may process or store information outside Ireland or elsewhere outside the European Economic Area (“EEA”).
Where personal data is transferred outside the EEA, Flexitime will take steps required under applicable data protection law to ensure that an appropriate level of protection is provided.
Depending on the destination and provider, safeguards may include:
An adequacy decision issued by the European Commission;
European Commission Standard Contractual Clauses;
Other approved transfer mechanisms; or
Another lawful transfer basis permitted under GDPR.
You may contact us for further information regarding applicable safeguards.
We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, including legal, accounting, contractual and business requirements.
Typical retention periods may include:
Generally up to 24 months following the last meaningful contact, unless there is a legitimate reason to retain information for longer.
Programme records may be retained for the duration of the business relationship and afterwards where reasonably necessary for contractual, insurance, accounting, tax or legal purposes.
Professional information may be retained while the professional remains potentially available for Flexitime opportunities.
Where a professional no longer wishes to be considered or becomes inactive, information may be removed, anonymised or retained for a limited period where reasonably necessary for business or legal purposes.
Records may be retained for the period required under applicable Irish tax, accounting and company law.
This may commonly require records to be retained for at least six years, depending on the type of record and applicable legal requirement.
Marketing information may be retained until you unsubscribe, withdraw consent or we otherwise determine that continued retention is no longer appropriate.
We may retain a minimal suppression record after an unsubscribe request so that we can ensure that you are not inadvertently re-added to the relevant marketing list.
Feedback may be retained for business improvement purposes.
Where practical, information may be anonymised when continued identification of the individual is no longer necessary.
Retention periods may vary where:
A legal dispute exists;
An insurance matter is ongoing;
A complaint is under investigation;
We are required to retain records by law; or
There is another legitimate reason requiring longer retention.
Flexitime takes appropriate technical and organisational measures designed to protect personal data against:
Unauthorised access;
Loss;
Destruction;
Disclosure;
Misuse; and
Unlawful alteration.
Measures may include:
Secure Website hosting;
Password protection;
Access controls;
Software and security updates;
Secure administrative systems;
Limiting access to individuals who reasonably require it;
Secure communications where appropriate; and
Backup and recovery measures.
No internet or electronic storage system can provide absolute security.
Where a personal data breach occurs, Flexitime will assess the incident and comply with applicable GDPR notification requirements.
Depending on the circumstances, GDPR provides individuals with rights including:
You may request information about whether we process your personal data and request a copy of that information.
You may ask us to correct inaccurate or incomplete personal information.
In certain circumstances, you may ask us to delete your personal information.
This right is not absolute. We may need to retain certain information where required by law or where another lawful basis permits continued retention.
You may ask us to restrict how we process your personal information in certain circumstances.
Where processing is based on legitimate interests, you may have the right to object to that processing.
You may object to direct marketing at any time.
Where applicable, you may request certain information you supplied to us in a structured, commonly used and machine-readable format.
Where we rely upon your consent, you may withdraw that consent at any time.
You may have rights relating to decisions based solely on automated processing that produce legal effects or similarly significantly affect you.
As explained above, Flexitime’s AI-assisted matching processes are intended to involve meaningful human review.
To exercise a data protection right, contact:
Please explain which right you wish to exercise and provide enough information for us to identify the relevant records.
We may ask for reasonable proof of identity where necessary to protect personal data from unauthorised disclosure.
We will respond within the timeframe required by applicable data protection law.
If you have concerns about how Flexitime processes your personal data, we encourage you to contact us first so that we can try to address the issue.
You also have the right to raise a concern with Ireland’s supervisory authority:
Data Protection Commission
21 Fitzwilliam Square South
Dublin 2
D02 RD28
Ireland
Website: www.dataprotection.ie
Nothing in this Privacy Policy affects your right to contact the Data Protection Commission.
Flexitime uses cookies and similar technologies.
These may include:
Strictly necessary cookies;
Security cookies;
Preference cookies;
Functional cookies; and
Analytics or measurement cookies where permitted.
Non-essential cookies will be handled in accordance with applicable consent requirements.
Further information regarding cookies, their purposes and how preferences can be managed should be provided in our separate Cookie Policy and through our Website cookie controls.
Our Website may contain links to:
Wellbeing professionals’ websites;
Social media platforms;
Event services;
Payment services;
Booking platforms; or
Other third-party websites.
Flexitime does not control how independent third-party websites process personal data.
Where you leave the Flexitime Website, you should review the privacy information provided by the relevant third party.
Flexitime may occasionally take photographs or recordings at programmes or events.
Where identifiable images are intended for marketing, social media or promotional purposes, Flexitime will use an appropriate lawful basis and obtain consent where required.
Organisations may also operate their own photography or media arrangements.
Where an organisation controls its own photography or recording, it is responsible for its own data protection obligations.
Participants should be given appropriate information where photography or recording forms part of a programme.
Flexitime may invite organisations, professionals or participants to provide testimonials, reviews or case study information.
We will not publish identifiable testimonials or case study information without an appropriate lawful basis and, where required, permission from the relevant individual or organisation.
Permission to publish a testimonial may be withdrawn where consent is the relevant lawful basis, subject to practical limitations relating to material that has already been printed or otherwise distributed.
The Flexitime Website and professional registration systems are primarily intended for adults and organisational representatives.
However, some wellbeing programmes organised through Flexitime may involve children or young people where the commissioning organisation works with those groups.
Where programmes involve children or young people:
Flexitime will seek to collect only information necessary for programme administration;
Appropriate safeguarding and organisational procedures must be followed;
The commissioning organisation may remain responsible for participant permissions and safeguarding arrangements as specified in the programme agreement; and
Additional privacy information or consent arrangements may be used where necessary.
Flexitime does not knowingly invite children to submit professional registrations or organisational wellbeing requests directly through the Website.
When providing information to Flexitime about another person, organisations and professionals should ensure that:
Sharing the information is lawful;
Only information reasonably necessary for the relevant purpose is provided; and
The individual has been given appropriate privacy information where required.
Please do not provide confidential medical, safeguarding or other highly sensitive personal information through general Website enquiry forms unless specifically requested and an appropriate method for providing it has been agreed.
Flexitime may update this Privacy Policy from time to time to reflect changes in:
Our services;
Technology;
Business processes;
Professional matching processes;
Data protection requirements; or
Service providers.
The latest version will be published on the Website together with the date it was last updated.
Where a change materially affects how we use personal data, we may provide additional notice where appropriate.
For questions about this Privacy Policy, how your personal data is processed or to exercise a data protection right, contact:
Flexitime
Email: info@flexitime.ie
Website: www.flexitime.ie
© Flexitime. All rights reserved.
Helping organisations better support the well being of their staff, carers and service users.