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Privacy Policy

At Pollen, we are committed to protecting the privacy of our users. This privacy policy outlines the types of personal information we collect, how we use and store that information and the measures we take to safeguard your privacy.

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​Principles

To ensure that we are collecting, storing and using your information legally, we follow the principles outlined in the UK General Data Protection Regulation (GDPR). These principles are:
 

  • Lawfulness: we will provide the lawful basis for collecting and using personal data. We will not do anything with your personal data that is in breach of any law.

  • Fairness: we will only use your personal data in a way that is fair. We will make sure that this is not detrimental, unexpected or misleading to you. 

  • Transparency: we will be clear, open and honest with you from the start about how we will use your personal data.

  • Purpose limitation: we will be clear about how we will use your data, and we will record these purposes. 

  • Data minimisation: We will ensure that any data collected is adequate, relevant and limited to what is necessary.

  • Accuracy: We will take steps to ensure that your personal data is kept up to date.

  • Storage limitation: we will only keep your personal data for as long as it is needed.

  • Integrity and confidentiality: We will ensure that we have adequate security in place to protect your personal data. 
     

Lawful basis 

The lawful basis of legitimate interest applies to our collection and use of your data. We have to declare a lawful basis to ensure that we are complying with the law. 

What Information We Collect:

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We collect personal information from you when you register on our site, sign up to be a member, book onto an event, respond to a survey or fill out a form. The types of personal information we collect may include:

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  • Your name

  • Email address

  • Date of birth

  • Your education history

  • Your interests

  • Your ethnicity and gender identity

  • Other information relevant to registration forms and surveys

 

By providing this data, you consent to it being processed as further described in this privacy policy.

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How We Use Your Information:

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We may use the information we collect from you for the following purposes:

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  • To personalise your experience on our site

  • To improve member service

  • To send periodic emails regarding your membership or our services

  • To update you on your job search or administer an engagement with third party employers

  • To administer a promotion, survey or other site feature

  • To detect, prevent and address technical issues

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How we store your information:

We store your data on reputable third-party service providers to ensure that it is held securely and can be used for the intended purposes. The information below outlines where your information may be stored:

 

We use Active Campaign to manage our emails to all contacts. View their privacy framework

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We use Google Cloud to manage our day-to-day emails and work. View their privacy statement. 

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We use Notion to manage membership functions and job posting. View their privacy statement.

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We use Slack to manage our community interactions. View their privacy policy.

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How We Protect Your Information:

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We are committed to ensuring that your personal information is secure. We have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. Additionally, we use SSL encryption to protect your sensitive information when transmitting it over the Internet.

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Sharing Your Information:

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We do not sell, trade or rent your personal information to third parties. However, we may share your information with trusted third parties who assist us in operating our website, conducting our business, or servicing you. These third parties are required to keep your information confidential and are not permitted to use your information for any other purpose.

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Use of Cookies:

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We use cookies to personalise your experience on our site, to remember your preferences, and to understand how users navigate and use our site. Cookies are small files that are stored on your device's hard drive. You may choose to disable cookies in your browser settings, but this may affect your ability to use certain features on our site.

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Third-Party Links:

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Occasionally, we may include links to third-party websites on our site. These third-party sites have separate and independent privacy policies. We therefore have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites.

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Changes to This Privacy Policy:

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We reserve the right to make changes to this privacy policy at any time without prior notice. Any changes will be posted on this page and will take effect immediately upon posting.

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Individual rights


In data protection law, people have rights over their data. These generally allow you to ask us to do something, or stop doing something, with your personal data.
There are eight individual rights. We have to comply with these rights whenever they’re used, unless it’s an exceptional situation.

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  • The right of access means that you can ask for a copy of the data we have on. This is also known as a subject access request - or SAR – we have one month to deal with a SAR.
     

  • The right to object means you can object to specific processing of your personal data, so we’d have to stop using your data for certain purposes unless we have a good reason to continue. For example, if a customer objects to us using their details to send them email marketing, we must take steps to ensure that this stops being sent.
     

  • The right to be informed usually means that we have to tell people that we have their data and what we’re doing with it.
     

  • The right to rectification means you can ask us to correct your data if it isn’t accurate.
     

  • The right to erasure means that in certain specific situations, we may have to delete your data if you request it. 
     

  • The right to restrict processing means that we have to temporarily stop processing your data if you ask us to. This isn’t an absolute right and only applies in certain circumstances. 
     

  • The right to data portability gives you more control over your data where it’s held electronically if it's personal data you've supplied yourself. 
     

  • Rights in relation to automated decision making and profiling. If personal data is processed entirely by automatic means and this might have a legal or similarly significant effect on you, you can request some human involvement in the processing.
     

You can read further information on your rights on the ICO website.
 

Contacting Us:

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If you have any questions or concerns about this privacy policy, our contact details are as follows:

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Full name of legal entity: Pollen Careers Limited trading as Pollen

Email address: hello@pollencareers.co.uk

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Version v2

Last updated: 29.05.2024

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