Privacy Policy

Effective date: 1 January 2025  ·  Last updated: 1 April 2025

1. Who we are

Neutron Systems Ltd ("Neutron Systems", "we", "us", or "our") is a company registered in England and Wales. We are the data controller responsible for personal data collected through our website, products, and services.

If you have questions about this policy or our data practices, please contact us at privacy@neutronsystems.co.uk.

2. Data we collect

Information you provide to us

• Contact details (name, email address, telephone number, company name) when you submit an enquiry, request a quote, or register for a product demo
• Account information if you register to use the Electron CMS or Neutron Grid EMS platform
• Billing and payment details when purchasing products or services through our Online Store
• Communications you send us by email, phone, or via contact forms

Information collected automatically

• Website usage data including pages visited, time spent, and links clicked (via analytics cookies — see Section 9)
• Device and browser information including IP address, browser type, and operating system
• Referrer URL indicating how you arrived at our website

Information from EV charging hardware

• If you use a Neutron-powered charging point: session data (start/end time, energy delivered, authentication token), transaction records, and error logs
• We do not process vehicle identification data or track vehicle movements

3. How we use your data

• To respond to enquiries and provide product information
• To process orders, manage delivery, and handle billing
• To provide and support the Electron CMS and Neutron Grid EMS platform
• To manage warranty claims and provide after-sales support
• To send service communications (account notifications, security alerts)
• To send marketing communications about our products and services, where you have given consent or where permitted by law
• To improve our website and understand how visitors use it (using anonymised analytics)
• To comply with legal obligations including tax and regulatory requirements

4. Legal basis for processing

We process personal data on the following legal bases under UK GDPR:

• Contract: processing necessary to fulfil an order or provide a service you have requested
• Legitimate interests: improving our products, fraud prevention, and direct marketing to existing customers
• Consent: sending marketing emails to prospective customers; placing non-essential cookies
• Legal obligation: compliance with tax, accounting, and regulatory requirements

5. Sharing your data

We do not sell your personal data. We may share data with:

• Service providers who process data on our behalf (hosting, payment processing, CRM, email delivery) under appropriate data processing agreements
• Professional advisers (lawyers, accountants, insurers) under confidentiality obligations
• Regulators and authorities where required by law
• Business transferees in the event of a merger, acquisition, or asset sale, subject to standard confidentiality protections

6. International transfers

Where we transfer personal data outside the UK or EEA, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses approved by the ICO, or transfers to countries with an adequacy decision.

7. Retention

We retain personal data only as long as necessary for the purpose it was collected:

• Enquiry and contact data: 2 years from last contact
• Customer and order data: 7 years (legal and tax obligations)
• Platform account data: duration of account plus 2 years
• Website analytics (anonymised): 26 months
• EV session records: 3 years (regulatory compliance)

8. Your rights

Under UK GDPR you have the right to:

• Access — request a copy of the personal data we hold about you
• Rectification — ask us to correct inaccurate data
• Erasure — ask us to delete your data in certain circumstances
• Restriction — ask us to restrict processing of your data
• Portability — receive your data in a structured, machine-readable format
• Object — object to processing based on legitimate interests, including direct marketing
• Withdraw consent — where processing is based on consent

To exercise any right, contact us at privacy@neutronsystems.co.uk. We will respond within one calendar month. You also have the right to complain to the Information Commissioner's Office (ICO).

9. Cookies

We use cookies and similar technologies on our website. For full details of the cookies we use, their purpose, and how to manage them, please see our Cookie Policy.

10. Security

We implement appropriate technical and organisational measures to protect personal data against unauthorised access, loss, destruction, or alteration, including TLS encryption in transit, access controls, and regular security reviews. However, no internet transmission is completely secure and we cannot guarantee absolute security.

11. Children

Our website and services are not directed at children under 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected such data, please contact us immediately.

12. Changes to this policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes by email and update the "Last updated" date above. Continued use of our services after changes constitutes acceptance of the updated policy.

13. Contact us

Neutron Systems Ltd
Data Protection enquiries: privacy@neutronsystems.co.uk
Registered address: [Company registered address], England