Privacy
Your privacy.
We collect only what we need to run RoomFlow. We don't sell data, and we don't use advertising trackers.
Last updated 14 October 2026
Who is responsible
RoomFlow is operated by RoomFlow by Made By Joe Ltd, a company registered in England and Wales (company number 08349127), registered office 38 Boscombe Road, Blackpool, FY4 1LW.
We are the controller of the personal data described here, under UK data protection law (UK GDPR and the Data Protection Act 2018).
What we keep, and why
| Data | Why | Kept |
|---|---|---|
| Your name, email and passwordTo run your account. Passwords are stored only as a secure hash. | To run your account. Passwords are stored only as a secure hash. | Until you close your account |
| Venue name, type, location and time zoneTo set up your venue and play the right music at the right time. | To set up your venue and play the right music at the right time. | Until you close your account |
| What was played, when, and on which stationTo avoid repeats, fix problems and report on the catalogue. | To avoid repeats, fix problems and report on the catalogue. | Up to 24 months |
| Sign-in sessions, including IP address and browserTo keep you signed in and protect your account. | To keep you signed in and protect your account. | Until the session expires |
| A one-way hash of your IP addressTo stop abuse such as spam and excessive requests. We can't reverse it. | To stop abuse such as spam and excessive requests. We can't reverse it. | Up to 12 months |
| Messages sent through our contact formTo reply to you. | To reply to you. | Up to 24 months |
Our lawful basis is the contract with your business for account and playback data, and our legitimate interest in keeping the service secure and replying to messages for the rest.
Cookies and local storage
We use one essential cookie to keep you signed in. Your browser also stores your volume setting and a random player identifier, so a zone plays on one device at a time. We don't use analytics or advertising cookies, so we don't show a cookie banner.
Who else handles data
We use service providers to host the website, database and audio files. They process data only on our instructions. Our AI music tools are used by our own team to make music and never receive your personal data.
Your rights
You can ask to see, correct, export or delete your personal data, or object to how we use it. Contact us and we'll respond within one month. If you're unhappy with how we handle your data, you can complain to the Information Commissioner's Office.