Policies

Website privacy policy

Introduction

Welcome to the INTRFLEX privacy policy.

INTRFLEX respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you visit our website (regardless of where you visit it from) and tell you about your privacy rights and how the law protects you.

This privacy policy is provided in a layered format so you can click through to the specific areas set out below. Please see the Glossary at the end of this policy to understand the meaning of some of the terms used in this privacy policy.

Document version history v1.4 — 10th June 2026
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Version 1.4 — 10th June 2026

  • Added customer responsibility statements for data uploaded to the Platform, location tracking features, inbound email, and public scheduler.
  • Broadened Platform Service Data usage purposes.
  • Corrected “anonymised” to “account-level” for usage metrics.
  • Added customer-authorised access clarification to business data access wording.
  • Added third-party AI provider processing and retention explanation.
  • Softened “data privacy manager” wording.
  • Added retention table caveats for longer-period retention and backup data.

Version 1.3 — 10th June 2026

  • Removed Group company wording; simplified controller statement.
  • Added controller vs processor distinction.
  • Softened special category data wording to reflect customer-entered data.
  • Updated business data access statement for accuracy.
  • Added product-specific sections: location and tracking, AI Assistant, uploaded content, inbound email, and public scheduler.
  • Added retention table with typical periods for key data categories.
  • Removed outdated PDF download reference.
  • Updated marketing opt-out instructions.
  • Expanded third-party categories in Glossary.
  • Removed Internal Third Parties (no Group structure).

Version 1.2 — 10th June 2026

  • Added “Platform Service Data” section detailing account-level data and explaining how access to business records is restricted.
  • Added "Data collection for service improvement" section explaining that we only collect information necessary to deliver and improve our service, using support ticket handling as an example.
  • Added this document version history.

Version 1.1 — 3rd December 2019

  • Minor formatting and structural updates.

Version 1.0 — Original publication

  • Initial privacy policy published.

1. IMPORTANT INFORMATION AND WHO WE ARE

2. THE DATA WE COLLECT ABOUT YOU

3. HOW IS YOUR PERSONAL DATA COLLECTED?

4. HOW WE USE YOUR PERSONAL DATA

5. DISCLOSURES OF YOUR PERSONAL DATA 

6. INTERNATIONAL TRANSFERS

7. DATA SECURITY

8. DATA RETENTION

9. YOUR LEGAL RIGHTS

10. GLOSSARY

  1. Important information and who we are

    Purpose of this privacy policy

    This privacy policy aims to give you information on how INTRFLEX collects and processes your personal data through your use of this website, including any data you may provide through this website when you access it, or access the INTRFLEX subscription platform (Platform).

    This website is not intended for children and we do not knowingly collect data relating to children.

    It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.

    Controller

    INTRFLEX LIMITED is the controller and responsible for your personal data (collectively referred to as “INTRFLEX”, “we”, “us” or “our” in this privacy policy).

    We have assigned responsibility for privacy matters internally. If you have any questions about this privacy policy or our privacy practices, including any requests to exercise your legal rights, please contact us using the details set out below.

    For personal data we collect directly from website visitors, prospective customers, account owners and users for our own purposes (such as registration, billing, account management, analytics, and marketing), INTRFLEX Limited acts as controller. Where our customers upload or manage personal data about their own employees, contractors, clients, contacts, site users or other individuals within the Platform, our customer is usually the controller and INTRFLEX acts as processor, processing that data on the customer’s instructions under our terms or a data processing agreement.

    Customer responsibilities

    Customers are responsible for ensuring that they have a lawful basis for collecting, uploading, storing, and otherwise processing personal data within the Platform, including personal data relating to their employees, contractors, clients, contacts, site users, drivers, or other individuals. Customers must ensure that their use of the Platform, including any tracking, monitoring, or data collection features they enable, complies with applicable law.

    Contact details

    If you have any questions about this privacy policy or our privacy practices, please contact us in the following ways:

    Full name of legal entity: INTRFLEX Limited

    Email address: help@intrflex.io

    Postal address: Intrflex, The Barn, Ullenhall Ln, Oldberrow, Ullenhall, Manor B95 5PF

    You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

    Changes to the privacy policy and your duty to inform us of changes

    We keep our privacy policy under regular review. This version was last updated on 10th June 2026. Please see the document version history at the top of this policy for details of changes.

    It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

    Third-party links

    This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

  2. The data we collect about you

    Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

    We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

    • Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
    • Contact Data includes billing address, delivery address, email address and telephone numbers.
    • Financial Data includes bank account and payment card details.
    • Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
    • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website. 
    • Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.  
    • Usage Data includes information about how you use our website, products and services. 
    • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

    We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

    Special Categories of Personal Data

    We do not intentionally collect any Special Categories of Personal Data through our website or account registration process (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we intentionally collect any information about criminal convictions and offences. However, customers and users may enter such data into the Platform through job notes, documents, forms, messages, attachments, or support tickets. Customers are responsible for ensuring they have a lawful basis and any required conditions for processing such data before entering it into the Platform. If such data is uploaded, we process it only as necessary to provide the service and in accordance with our customer’s instructions.

    Platform Service Data

    When you subscribe to and use the INTRFLEX Platform, we have access to certain account-level data as your service provider. This data is used to provide, maintain, secure, monitor, improve, and support our services, manage subscriptions and billing, enforce our terms, comply with legal obligations, and protect the service.

    What we can see:

    • Your account email address and company name.
    • The number of users you have added to your account.
    • The subscription package or plan you are on.
    • Aggregated or account-level usage metrics, such as the approximate number of jobs created each month, the number of quotes generated, and the number of contacts and addresses stored in your account.
    • The date and time your account was last active.
    • Inbound email volumes into your account each month.
    • Total storage used by your account.

    How we access your business data:

    We do not routinely access the content of your business records, such as individual jobs, quotes, contacts, addresses, notes, files, or other records you create on the Platform. Access to your business data is restricted and only used where necessary, for example to provide support at your request, investigate technical issues, maintain security, comply with legal obligations, or protect the service. Access may also occur where an account owner or authorised user grants us access, shares data with us, or asks us to investigate a specific issue.

    Location, mobile and tracking data

    Where customers enable mobile, time tracking, GPS proof, or vehicle tracking features, we may process location, device, timestamp, user, job, and activity data to provide those features. Access to this data is controlled by the customer’s account permissions. We do not use location data for advertising. Customers are responsible for informing their users, employees, contractors, or drivers about any location, time tracking, GPS proof, or vehicle tracking features they enable, and for ensuring they have an appropriate lawful basis to use those features.

    AI Assistant and uploaded content

    If you use features such as the AI Assistant, or upload files, documents, messages, forms, or job records to the Platform, we process that content to provide the relevant features. Data you submit to the AI Assistant may be processed by third-party AI service providers. We do not use your uploaded content or AI prompts to train our AI models, and we do not permit third-party AI service providers to use that content to train their models, unless you explicitly agree to such use. Third-party providers may process and temporarily retain data as necessary to provide the service, maintain security, prevent abuse, or comply with legal obligations.

    Inbound email and public scheduler

    If you use inbound email processing or the public scheduler feature, we process incoming email content and booking form data to route it into your account. This data is handled as part of your Platform data and is subject to the same access controls. Customers are responsible for the content and personal data submitted to their account through inbound email, public scheduler links, booking forms, or other customer-configured channels, and for ensuring they have a lawful basis to receive, store, and process such data.

    Data collection for service improvement

    We only collect information that is necessary to deliver, maintain, and improve the INTRFLEX service. For example, when you submit a support ticket, we retain your name and the tenant account you belong to so that we can properly assess your situation, provide accurate assistance, and ensure we are supporting you in the most effective way possible. We do not collect or retain information beyond what is reasonably required for these purposes, or for legal, security, billing, audit, or dispute-resolution purposes.

    If you fail to provide personal data

    Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

  3. How is your personal data collected?

    We use different methods to collect data from and about you including through:

    • Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
    • Subscribe to the Platform;
    • create an account on our website;
    • subscribe to our service or publications; 
    • request marketing to be sent to you;
    • enter a competition, promotion or survey; or
    • give us feedback or contact us. 
    • Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.
    • Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:

    • Technical Data from the following parties:

      1. analytics providers such as Google based outside the UK;
      2. advertising networks based both inside and outside of the UK; and
      3. search information providers based inside and outside of the UK.
      • Contact, Financial and Transaction Data from providers of technical, payment and delivery services based inside or outside the UK.
      • Identity and Contact Data from data brokers or aggregators based inside or outside the UK.
      • Identity and Contact Data from publicly available sources such as Companies House and the Electoral Register based inside the UK.

  4. How we use your personal data

    We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

    • Where we need to perform the contract we are about to enter into or have entered into with you.
    • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
    • Where we need to comply with a legal obligation.

    Click here to find out more about the types of lawful basis that we will rely on to process your personal data.

    Generally, we do not rely on consent as a legal basis for processing your personal data although we will get your consent before sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

    Purposes for which we will use your personal data

    We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

    Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

    Purpose/Activity Type of data Lawful basis for processing including basis of legitimate interest
    To register you as a new subscriber to the Platform (a) Identity  (b) Contact Performance of a contract with you
    To process and deliver your order including: (a) Manage payments, fees and charges (b) Collect and recover money owed to us (a) Identity  (b) Contact  (c) Financial  (d) Transaction  (e) Marketing and Communications (a) Performance of a contract with you  (b) Necessary for our legitimate interests (to recover debts due to us)
    To manage our relationship with you which will include: (a) Notifying you about changes to our terms or privacy policy (b) Asking you to leave a review or take a survey (a) Identity  (b) Contact  (c) Profile  (d) Marketing and Communications (a) Performance of a contract with you  (b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
    To enable you to partake in a prize draw, competition or complete a survey (a) Identity  (b) Contact  (c) Profile  (d) Usage  (e) Marketing and Communications (a) Performance of a contract with you  (b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business)
    To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)   (a) Identity (b) Contact (c) Technical (a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) (b) Necessary to comply with a legal obligation
    To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you (a) Identity  (b) Contact  (c) Profile  (d) Usage  (e) Marketing and Communications  (f) Technical  Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)
    To use data analytics to improve our website, products/services, marketing, customer relationships and experiences (a) Technical  (b) Usage  Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)
    To make suggestions and recommendations to you about goods or services that may be of interest to you (a) Identity  (b) Contact  (c) Technical  (d) Usage  (e) Profile  (f) Marketing and Communications Necessary for our legitimate interests (to develop our products/services and grow our business)

    Marketing

    We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms:

    Promotional offers from us

    We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you (we call this marketing).

    You will receive marketing communications from us if you have requested information from us or have subscribed to the Platform and you have not opted out of receiving that marketing.

    Third-party marketing

    We will get your express opt-in consent before we share your personal data with any third party for marketing purposes.

    Opting out

    You can opt out of marketing at any time by using the unsubscribe link in our emails or by contacting us at help@intrflex.io.

    Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of you accessing or subscribing to the Platform.

    Cookies

    You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see our cookie policy.

    Change of purpose

    We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

    If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

    Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

  5. Disclosures of your personal data

    We may share your personal data with the parties set out below for the purposes set out in the table Purposes for which we will use your personal data above.

    • External Third Parties as set out in the Glossary.
    • Third parties such as hosting and infrastructure providers, email delivery services, payment processors, analytics providers, advertising platforms, error logging services, customer support tools, and professional advisers (including accountants and legal advisers).
    • Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy. 

  6. International transfers

    Some of our external third parties are based outside the UK so their processing of your personal data may involve a transfer of data outside the UK.

    Whenever we transfer your personal data out of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

    • We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data under UK adequacy regulations. For further details, see the ICO: International transfers guidance.
    • Where we use certain service providers, we may use the UK International Data Transfer Agreement (IDTA) or the UK Addendum to the EU Standard Contractual Clauses (SCCs), which give personal data the same protection it has in the UK.

    Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

  7. Data security

    We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

    We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

  8. Data retention

    How long will you use my personal data for?

    We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

    To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

    By law we have to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they cease being customers for tax purposes.

    The table below sets out typical retention periods for the main categories of personal data we process. These periods are typical and may extend where a longer period is required for legal, regulatory, tax, accounting, security, fraud prevention, audit, backup, or dispute-resolution purposes:

    Data type Retention period
    Account and billing records While the account is active, then up to 6 years
    Website analytics data 14 months
    Marketing preferences Until changed or you unsubscribe
    Support tickets and correspondence 3 years after closure
    Platform customer data For the life of the customer account, then deleted or exported according to subscription terms
    Location and time tracking data According to customer settings or contract terms. Where no specific retention period is configured, we retain this data while the customer account is active and delete or export it according to the subscription terms after account closure.
    AI Assistant data Retained for the duration of the relevant session and for up to 30 days afterwards for support, abuse prevention, and troubleshooting, unless a longer period is required for legal, security, or dispute-resolution purposes

    Deleted data may remain in encrypted backups for a limited period until those backups are overwritten or deleted in accordance with our backup cycle, unless we are required to retain it for legal, security, or dispute-resolution purposes.

    In some circumstances you can ask us to delete your data: see your legal rights below for further information.

    In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

  9. Your legal rights

    Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:

    If you wish to exercise any of the rights set out above, please contact us.

    No fee usually required

    You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

    What we may need from you

    We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

    Time limit to respond

    We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

  10. Glossary

    LAWFUL BASIS

    Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

    Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

    Comply with a legal obligation means processing your personal data where it is necessary for compliance with a legal obligation that we are subject to.

    THIRD PARTIES

    External Third Parties

    • Hosting and infrastructure providers (including cloud service providers).
    • Email delivery and communication services.
    • Payment processors and billing services.
    • Analytics and advertising platforms.
    • Error logging and monitoring services.
    • Customer support tools and ticketing systems.
    • AI service providers (where AI features are used).
    • Professional advisers including accountants, auditors and legal advisers.
    • HM Revenue & Customs, regulators and other authorities based in the UK.

    YOUR LEGAL RIGHTS

    You have the right to:

    Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

    Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

    Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

    Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

    Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

    • If you want us to establish the data’s accuracy.
    • Where our use of the data is unlawful but you do not want us to erase it.
    • Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
    • You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

    Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

    Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.