Privacy Policy
1. Introduction
Profusion Systems (“Profusion Systems,” “we,” “us,” or “our”) is a technology company providing custom software development, web and mobile application development, AI development and integration, UI/UX design, QA and testing services, and proprietary software products to clients in the United States and internationally.
We are committed to protecting the privacy and security of the personal information entrusted to us. This Privacy Policy explains what personal information we collect, how we collect it, why we collect it, how we use and share it, how long we keep it, and the rights and choices available to you.
This Privacy Policy applies to personal information collected through our website, our products and services, our marketing activities, and our business interactions with clients, prospective clients, vendors, and job applicants. By accessing or using our website or services, you acknowledge that you have read and understood this Privacy Policy.
2. Scope of This Policy
This Privacy Policy covers:
- Visitors to our website and any subdomains or landing pages we operate.
- Individuals who contact us through forms, email, phone, or social media.
- Subscribers to our newsletters, insights, and marketing communications.
- Representatives of our clients, prospective clients, partners, and vendors.
- Applicants who apply for employment through our Careers page.
Where we process personal data on behalf of our clients as part of a software development or managed service engagement, we act as a “processor” or “service provider,” and the client’s own privacy policy and our contractual agreement with that client govern such processing. This Policy applies where we act as the “controller” or “business” that determines the purposes and means of processing.
3. Information We Collect
3.1 Information You Provide Directly
- Identity and business information: Full name, job title, and company or organization name.
- Contact information: Email address, phone number, and postal or billing address.
- Inquiry details: Messages, project requirements, and any other details you share when you contact us, request a consultation, quote, or software assessment.
- Subscription information: Email address and communication preferences when you subscribe to our newsletter or insights.
- Recruitment information: Resume/CV, employment history, education, portfolio links, and other information you submit when applying for a position.
- Commercial and payment information: Billing contacts, invoicing details, purchase orders, and transaction records for clients. We do not store full payment card numbers on our systems; payments are processed by our banking or payment service providers.
3.2 Information Collected Automatically
- Device and technical data: IP address, browser type and version, operating system, device type, and screen resolution.
- Usage data: Pages visited, time spent on pages, referring website, links clicked, and navigation patterns.
- Cookies and tracking data: Data collected through cookies, pixels, and similar technologies as described in Section 6.
3.3 Information from Third Parties
- Business contact information from publicly available sources, professional networks (such as LinkedIn), and lead-generation or business intelligence providers.
- Analytics and advertising data from providers such as Google Analytics and social media platforms.
- Referrals from existing clients or partners.
We do not intentionally collect sensitive personal information (such as health data, biometric data, or government identification numbers) through our website, and we ask that you do not submit such information through our forms.
4. How We Use Your Information
We use personal information for the following purposes:
- Communication: To respond to inquiries, provide quotes and proposals, schedule consultations, and communicate with you.
- Service delivery: To deliver, operate, maintain, and support our software products and professional services, and to manage client accounts and engagements.
- Business administration: To process invoices and payments, manage contracts, maintain business records, and administer our vendor and client relationships.
- Marketing: To send newsletters, insights, event invitations, and information about our services and products, where permitted by law. You may opt out at any time.
- Analytics and improvement: To understand how visitors use our website, measure the effectiveness of our content and campaigns, and improve our website, products, and services.
- Recruitment: To evaluate job applications, communicate with candidates, and manage our recruitment process.
- Security: To protect our website, systems, and data against fraud, unauthorized access, and security incidents.
- Legal compliance: To comply with applicable laws, regulations, legal processes, and enforceable governmental requests, and to establish, exercise, or defend legal claims.
We do not sell personal information, and we do not use personal information for automated decision-making that produces legal or similarly significant effects on individuals.
5. Legal Bases for Processing (EEA, UK, and Similar Jurisdictions)
Where the EU or UK General Data Protection Regulation (GDPR) or similar laws apply, we rely on the following legal bases:
- Contract: Processing necessary to perform a contract with you or to take steps at your request before entering into a contract (e.g., preparing a proposal).
- Legitimate interests: Processing necessary for our legitimate interests, such as operating and securing our website, marketing to business contacts, and improving our services, provided these interests are not overridden by your rights and freedoms.
- Consent: Processing based on your consent, such as for non-essential cookies or email marketing where consent is required. You may withdraw consent at any time.
- Legal obligation: Processing necessary to comply with our legal obligations, such as tax, accounting, and regulatory requirements.
6. Cookies and Tracking Technologies
Our website uses cookies and similar technologies (such as pixels and local storage) to operate the site, remember preferences, analyze traffic, and support marketing. Categories we use include:
- Strictly necessary cookies: Required for the website to function properly, including security and load balancing. These cannot be disabled through our site.
- Analytics cookies: Help us understand how visitors interact with the website (e.g., Google Analytics), so we can improve content and user experience.
- Functional cookies: Remember your choices and preferences to provide a more personalized experience.
- Marketing cookies: Used to deliver relevant content and measure the effectiveness of marketing campaigns, including through social media platforms.
You can manage cookies through your browser settings, including blocking or deleting cookies. Where required by law, we will request your consent before placing non-essential cookies. Disabling certain cookies may affect the functionality of the website.
7. How We Share Your Information
We may share personal information with the following categories of recipients:
- Service providers: Vendors who support our operations, including website hosting, cloud infrastructure (e.g., AWS, Microsoft Azure, Google Cloud), email and communication tools, CRM systems, analytics providers, and payment processors. These providers are bound by contractual obligations to protect personal information and use it only for the services they provide to us.
- Our team and affiliates: Personnel within Profusion Systems and our affiliated delivery teams, on a need-to-know basis, including teams supporting our hybrid onshore-offshore delivery model.
- Professional advisors: Lawyers, accountants, auditors, insurers, and other advisors where necessary for our legitimate business operations.
- Legal and regulatory authorities: Courts, regulators, law enforcement, and government authorities where required by law, legal process, or to protect our rights, property, or safety, or that of others.
- Business transfers: In connection with a merger, acquisition, financing, reorganization, or sale of all or part of our business, personal information may be transferred as part of that transaction, subject to appropriate confidentiality protections.
We do not sell or rent personal information to third parties, and we do not share personal information with third parties for their own independent marketing purposes without your consent.
8. International Data Transfers
We are headquartered in the United States and serve clients globally. Personal information may be transferred to, stored in, and processed in the United States and other countries where we, our affiliates, or our service providers operate, including countries whose data protection laws may differ from those of your jurisdiction.
Where we transfer personal information from the European Economic Area, the United Kingdom, Switzerland, or other jurisdictions with data transfer restrictions, we implement appropriate safeguards, such as the European Commission’s Standard Contractual Clauses, the UK International Data Transfer Addendum, or other lawful transfer mechanisms, together with supplementary technical and organizational measures where appropriate.
9. Data Retention
We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, including to satisfy legal, accounting, contractual, or reporting requirements. In general:
- Inquiry and prospect data is retained while we have an active business relationship or ongoing dialogue, and for a reasonable period thereafter.
- Client and contract records are retained for the duration of the engagement and thereafter as required by applicable law (typically statutory limitation and tax retention periods).
- Marketing data is retained until you unsubscribe or object, after which we retain only the minimal information needed to honor your opt-out.
- Job applicant data is retained for the duration of the recruitment process and, unless you request otherwise, for a limited period afterward to consider you for future opportunities.
When personal information is no longer needed, we securely delete, anonymize, or de-identify it.
10. Data Security
We implement administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, disclosure, alteration, and destruction. These measures include encryption in transit, access controls and role-based permissions, secure development practices, network security controls, and employee confidentiality obligations and training.
No method of transmission over the Internet or method of electronic storage is completely secure. While we work continuously to protect your information, we cannot guarantee absolute security. If we become aware of a data breach affecting your personal information, we will notify you and applicable regulators as required by law.
11. Your Privacy Rights
11.1 Rights Under the GDPR and Similar Laws
If you are located in the EEA, UK, or another jurisdiction with comparable data protection laws, you may have the right to: access the personal data we hold about you; request correction of inaccurate data; request deletion of your data; restrict or object to certain processing; receive your data in a portable format; withdraw consent at any time (without affecting prior processing); and lodge a complaint with your local supervisory authority.
11.2 Rights of U.S. Residents (Including California)
Depending on your state of residence (including under the California Consumer Privacy Act as amended by the CPRA, and similar laws in states such as Virginia, Colorado, Connecticut, and Texas), you may have the right to: know what personal information we collect, use, and disclose; access and obtain a copy of your personal information; correct inaccurate information; delete your personal information; and opt out of the “sale” or “sharing” of personal information and certain targeted advertising. We do not sell personal information as defined under these laws. You will not be discriminated against for exercising your privacy rights.
11.3 How to Exercise Your Rights
To exercise any of these rights, contact us using the details in Section 17. We may need to verify your identity before fulfilling your request. We will respond within the timeframes required by applicable law. You may also designate an authorized agent to submit requests on your behalf where permitted.
12. Children’s Privacy
Our website, products, and services are intended for businesses and professionals and are not directed to children under the age of 16 (or the equivalent minimum age in your jurisdiction). We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us and we will take steps to delete it promptly.
13. Third-Party Websites and Services
Our website may contain links to third-party websites, including social media platforms (such as LinkedIn, Facebook, X, and Instagram), client sites, and partner resources. This Privacy Policy does not apply to those third-party sites, and we are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party sites you visit.
14. Client and Project Data
In the course of delivering software development, integration, AI, and related services, we may access or process data belonging to our clients or their end users. Such data is processed solely in accordance with the applicable master services agreement, statement of work, and/or data processing agreement between Profusion Systems and the client. We apply industry-standard security and confidentiality controls to all client data, and we do not use client project data for any purpose other than delivering the contracted services.
15. Marketing Communications
Where you have subscribed to our communications or where otherwise permitted by law, we may send you newsletters, insights, and information about our services, products, and events. Every marketing email we send includes an unsubscribe link, and you may opt out at any time by using that link or contacting us directly. Opting out of marketing does not affect service-related or transactional communications.
16. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or business operations. When we make material changes, we will update the “Last Updated” date at the top of this Policy and, where appropriate, provide additional notice (such as a website banner or email notification). We encourage you to review this Policy periodically.
17. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our handling of your personal information, please contact us:
Profusion Systems
4927 Main St, Downers Grove, IL 60515, USA
Email: info@profusionsystems.com
Phone: (847) 200-0801
If you are located in the EEA or UK and believe your concerns have not been resolved, you have the right to lodge a complaint with your local data protection authority.