1. Who we are
This policy is issued by Deep Fusion Limited ("Deep Fusion", "we", "us", "our"), a company registered in England and Wales under company number 14898165, with its registered office at 15 Neptune Court, Vanguard Way, Cardiff, Wales, CF24 5PJ.
Deep Fusion is a production and technology company operating at the intersection of broadcast production and AI-assisted tooling. We are the data controller for the personal data described in this policy, unless stated otherwise for a specific tool.
2. Scope of this policy
This policy covers personal data processed through any Deep Fusion tool or system that links to it, which may include (but is not limited to):
Internal team and productivity tools (e.g. authentication and account management systems, password management, project and workflow tools)
Client- and partner-facing applications built or operated by Deep Fusion (e.g. project scoping tools, dispatch or logistics systems, CRM-integrated tools)
Websites and marketing pages operated by Deep Fusion
AI-assisted production and research tools used in our documentary and content work
Where a specific tool collects data in a way not covered here, that tool will provide additional notice at the point of collection. In all cases, this policy is the baseline that applies.
3. Data we collect
The personal data we collect depends on which Service you use, but typically includes:
Account & identity data — Name, work email address, job title, employer/organisation, username, password (stored as a salted hash, never in plain text)
Contact & business data — Phone number, company address, VAT/billing details, correspondence with us
Usage & technical data — IP address, browser/device type, log-in timestamps, pages visited, actions taken within a tool, error and diagnostic logs
Client & project data — Information submitted through client tools (e.g. dispatch records, project briefs, costings, scheduling data)
Content data — Files, images, documents or archival material uploaded to a tool for processing (e.g. AI-assisted analysis of production or archival material)
We do not intentionally collect special category data (e.g. health, religion, biometric data) unless a specific tool explicitly requests it for a clear, disclosed purpose.
4. How we use your data
To provide, operate and maintain our tools and Services
To authenticate users and manage access and permissions
To communicate with you about your account, a project, or a Service
To support and improve our production workflows, including AI-assisted analysis of production material
To manage client and partner relationships, including project scoping and delivery
To maintain the security, integrity and proper functioning of our systems (including detecting misuse)
To meet legal, tax, accounting and regulatory obligations
To send you marketing emails about our tools and Services, as set out below
Marketing emails. When you sign up or give us your details, we will ask whether you want to receive marketing emails from us. We may also email you about our tools and Services if you have bought from us or asked us for information, and have not opted out. We may use your identity, contact, usage and technical data to decide which tools, Services and offers may interest you.
Third-party marketing. We will get your express consent before we share your personal data with any third party for their own marketing.
Opting out. You can opt out of marketing emails at any time by using the unsubscribe link in any marketing email, or by contacting us. If you opt out, you will still receive emails we need to send to run the Service, such as receipts, account and security notices, and changes to our terms.
5. Our legal basis for processing
Under UK GDPR, we rely on one or more of the following legal bases, depending on the Service:
Contract — processing needed to provide a Service you or your organisation has asked for
Legitimate interests — for example, keeping our systems secure, improving our tools, internal administration, and sending marketing emails to existing customers, balanced against your rights
Consent — where we ask for it explicitly, e.g. for marketing emails, certain cookies or optional data uses
Legal obligation — where we must process data to comply with the law
6. Who we share data with
We do not sell personal data. We may share data with:
Infrastructure and hosting providers — e.g. Google Cloud Platform, Amazon Web Services, Microsoft Azure, for hosting and running our systems
Software and AI service providers — e.g. Anthropic (Claude API), OpenAI (ChatGPT) and similar providers, used to power AI-assisted features within our tools
Business and productivity tools — e.g. GitHub, Google Workspace, HubSpot, Linear, and password/identity management systems used to run our business
Group companies — Deep Fusion is part of the John Gore Studios group; data may be shared within the group where necessary for corporate administration, subject to appropriate safeguards
Professional advisors and authorities — e.g. auditors, legal advisors, or regulators, where required
A future buyer — if we are involved in a merger, acquisition or asset sale, personal data may be transferred as part of that transaction
Any third party processing data on our behalf is required to protect it under a written data processing agreement.
7. International data transfers
Some of our providers (such as cloud hosting and AI service providers) may process data outside the UK, including in the United States. Where this happens, we ensure appropriate safeguards are in place, such as the UK International Data Transfer Addendum, an adequacy decision, or equivalent standard contractual clauses.
8. How long we keep data
We keep personal data only for as long as necessary for the purposes it was collected, including to satisfy any legal, accounting or reporting requirements. Typical retention periods:
Account data — for the duration of your relationship with us, plus 12 months after account closure
Client/project data — for the duration of the project plus any period required by contract, insurance or law
Financial/billing records — typically 6 years, per UK tax requirements
System and security logs — 12 months
9. How we protect your data
We use appropriate technical and organisational measures to protect personal data, including:
Encryption of passwords and sensitive credentials at rest and in transit
Role-based access control, so staff only see the data they need for their role
Isolated database environments and access limits between services
Regular review of access permissions and account security
No system is completely secure, but we work to keep data appropriately protected and will notify affected individuals and, where required, the ICO, in the event of a serious data breach.
10. Cookies and similar technologies
Our websites and web-based tools may use cookies or similar technologies for essential functionality (such as keeping you logged in), and — where consented to — for analytics. You can control cookies through your browser settings; disabling essential cookies may affect how a tool works.
11. Your rights
Under UK GDPR, you have the right to:
Request access to the personal data we hold about you
Request correction of inaccurate data
Request deletion of your data, in certain circumstances
Object to or restrict certain processing
Request a copy of your data in a portable format
Withdraw consent, where processing is based on consent
Complain to the UK Information Commissioner's Office (ICO) at ico.org.uk if you believe your data has been mishandled
To exercise any of these rights, contact us using the details below.
12. Children's privacy
Our Services are intended for business, professional and adult use and are not directed at children. We do not knowingly collect personal data from children.
13. Changes to this policy
We may update this policy from time to time to reflect changes to our tools, legal requirements, or business structure. The "last updated" date at the bottom of this page will always reflect the current version.
14. How to contact us
If you have any questions about this policy or how we handle your data, contact us at:
Deep Fusion Limited,
15 Neptune Court,
Vanguard Way,
Cardiff,
Wales,
CF24 5PJ
Email: support@deepfusion.studio
last updated: 19 October 2026