Privacy Policy

01Who we are

This privacy policy explains how iFusion Systems Limited ("iFusion", "we", "us" or "our") collects, uses and protects your personal data, and the rights you have under UK data protection law. It applies to this website (ifusion.pro), to our sales and marketing activities, and to the people who contact us or buy our products and services.

For the purposes of the UK GDPR and the Data Protection Act 2018, iFusion Systems Limited is the data controller for the personal data described in this policy.

Two different roles

iFusion acts in two distinct capacities. We are the controller for the data we collect about our website visitors, business contacts and the staff of our customers and suppliers. We act as a processor for the passenger and transactional data that flows through our devices and platforms (such as Merlin AI and School Tracker) on behalf of our operator and authority customers — this is covered in section 10.

02The personal data we collect

We collect and use the following categories of personal data:

Information you provide to us

• Identity and contact details — your name, job title, organisation, email address and telephone number, for example when you submit a demo or contact form.
• The content of your enquiry, including any details you choose to share about your fleet, current hardware, routes or requirements.
• Account and order information where you become a customer, including correspondence, contract and billing contacts.

Information we collect automatically

• Technical data such as your IP address, browser type, device information and operating system.
• Usage data about how you interact with our website, collected through cookies and similar technologies (see section 4 and our Cookie Policy).

Information from other sources

• Publicly available business contact information and details from industry events, referrals or partners, where relevant to a potential business relationship.

We do not seek to collect special category data through our website, and we ask that you do not include sensitive personal information in free-text fields.

03How and why we use your data

We only use your personal data where the law allows us to. The table below sets out our purposes and the lawful basis we rely on for each.

Where we rely on legitimate interests, we have considered the impact on you and do not use your data in ways you would not reasonably expect. You can ask us about our assessment at any time. Where we rely on consent, you can withdraw it whenever you wish.

04Cookies and analytics

We use cookies and similar technologies to make our website work, to remember your preferences and to understand how the site is used. Non-essential cookies — including analytics — are only set with your consent.

Full details of the cookies we use, and how to control them, are set out in our Cookie Policy.

05Who we share your data with

We do not sell your personal data. We share it only where necessary, and always under appropriate safeguards, with:

• Service providers who process data on our behalf — for example website hosting, customer relationship management, email delivery and analytics. They act on our documented instructions under written contracts.
• Professional advisers such as auditors, lawyers and insurers, where reasonably required.
• Regulators, law enforcement and other authorities where we are legally required to do so.
• A buyer or successor in the event of a sale, merger or reorganisation of our business.

06International data transfers

We store and process personal data within the UK and the European Economic Area (EEA) wherever possible. If any personal data is transferred outside the UK, we ensure an appropriate safeguard is in place — such as an adequacy decision by the UK Government, the UK International Data Transfer Agreement (IDTA), or the EU Standard Contractual Clauses with the UK Addendum. You can ask us for a copy of the relevant safeguard.

07How long we keep your data

We keep personal data only for as long as we need it for the purposes set out in this policy, and to meet our legal, accounting and reporting obligations.

• Enquiry and demo data — typically retained for up to 24 months after our last meaningful contact, unless you become a customer.
• Customer and contract records — retained for the duration of the relationship and for the period required by law afterwards (generally up to 6 years).
• Marketing data — retained until you unsubscribe or ask us to stop, after which we keep a minimal suppression record to honour your preference.

When data is no longer needed, we securely delete or anonymise it.

08How we keep your data secure

We use appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration or disclosure. These include access controls, encryption in transit, network security, staff training and supplier due diligence. While no system can be guaranteed completely secure, we maintain procedures to detect, manage and, where required, report personal data breaches to the Information Commissioner's Office and affected individuals.

09Your data protection rights

Under UK data protection law you have the right to:

• be informed about how your data is used;
• access a copy of the personal data we hold about you;
• have inaccurate data corrected;
• have your data erased in certain circumstances;
• restrict or object to certain processing, including direct marketing;
• data portability, where applicable; and
• withdraw consent at any time where we rely on it.

To exercise any of these rights, contact privacy@iFusion.pro. We will respond within one month. There is normally no charge, and we may need to verify your identity before acting on your request.

10Passenger data: our role as a processor

When our customers — bus and coach operators, local authorities and school transport providers — use iFusion devices and platforms such as Merlin AI and School Tracker, the operator or authority is the controller of the passenger, fare and journey data collected. In those cases iFusion acts only as a processor, handling that data on our customer's documented instructions under a data processing agreement.

If you are a passenger or parent with a question about how your data is used by a transport operator, school or authority, please contact that organisation directly, as they are responsible for it. We will support our customers in responding to any rights requests they receive.

11Changes to this policy

We may update this policy from time to time to reflect changes in our practices, technology or the law. The "last updated" date at the top of this page shows when it was last revised. Where changes are significant, we will take reasonable steps to bring them to your attention.

12Contact us and the ICO

If you have any questions about this policy or how we handle your personal data, please contact us:

You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO), if you are unhappy with how we have handled your data. We would, however, appreciate the chance to address your concerns first.