Privacy Policy

Last updated: July 9, 2026

This Privacy Policy describes how FlowMap Design collects and uses your personal information. We are committed to protecting your privacy and handling your data responsibly.

Who We Are

We operate a platform dedicated to UX research and wireframe prototyping workshops, user journey mapping, and design resources for Vancouver design studios. As the data controller, we determine how and why we collect and process your information. We comply with applicable data protection laws and regulations.

Information We Collect

We collect information in several ways:

• Contact information you provide through forms (name, email, phone, company)
• Workshop registration details and attendance records
• Usage data about how you interact with our website
• Technical information such as IP address, browser type, and device information
• Cookies and similar tracking technologies
• Feedback, survey responses, and communication preferences

Legal Basis for Processing

We process your personal information based on the following legal grounds:

• Consent: When you explicitly agree to our processing activities, such as subscribing to our mailing list or registering for workshops
• Legitimate Interest: To improve our services, maintain security, and understand user behavior for business purposes
• Contract Performance: To fulfill workshop registrations and deliver services you request
• Legal Obligation: To comply with applicable laws and regulatory requirements

How We Use Your Information

We use the information we collect to:

• Provide and improve our workshops and services
• Send you relevant communications about workshops, events, and resources
• Personalize your experience on our website
• Analyze usage patterns and optimize our platform
• Maintain security and prevent fraud
• Respond to inquiries and provide customer support
• Comply with legal obligations

Data Retention

We retain your personal information for specific periods based on the type of data and purpose:

• Workshop registration data: Retained for 24 months after the workshop concludes, then securely deleted
• Contact form submissions: Retained for 18 months after your last interaction with us
• Mailing list and newsletter subscribers: Retained until you unsubscribe or request removal
• Analytics and website usage data: Retained for 12 months, then aggregated or deleted
• Server logs and technical data: Retained for 6 months for security purposes
• Customer support communications: Retained for 24 months for record-keeping and service improvement

Your Rights

You have the following rights regarding your personal information:

• Right to Access: Request a copy of the personal data we hold about you
• Right to Rectification: Correct inaccurate or incomplete information
• Right to Erasure: Request deletion of your data in certain circumstances
• Right to Restrict Processing: Limit how we use your information
• Right to Data Portability: Receive your data in a portable format
• Right to Object: Opt out of marketing communications and certain processing activities
• Right to Lodge a Complaint: Contact the Office of the Privacy Commissioner of Canada if you believe we have violated your privacy rights

Cookies and Tracking Technologies

We use cookies and similar technologies to enhance your browsing experience. These tools help us remember your preferences, understand how you use our website, and deliver personalized content. Cookies are small text files stored on your device. You can control cookie settings through your browser, though disabling cookies may affect your experience on our site. We use both session cookies (temporary) and persistent cookies (long-term) to improve functionality and analytics.

Data Security

We implement industry-standard security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. These include encryption, secure servers, and access controls. However, no method of transmission over the internet is completely secure. While we strive to protect your data, we cannot guarantee absolute security. We encourage you to use strong passwords and protect your account information.

Third-Party Services

We may use third-party service providers to help us operate our website and deliver services. These providers have access only to the information necessary to perform their functions and are contractually obligated to maintain the confidentiality and security of your data. We carefully select and monitor our service providers to ensure they meet our privacy and security standards.

Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of significant changes by updating the "Last updated" date at the top of this page. Your continued use of our services following any changes constitutes your acceptance of the updated policy. We encourage you to review this policy regularly to stay informed about how we protect your information.