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Privacy Policy

Pollen Careers

Last updated: February 2026

At Pollen Careers, we take privacy seriously. This statement explains how we collect, use and protect personal data, and what rights you have.
We’ve written this in plain English, because we believe people should understand what happens to their information.

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​1. Who we are
 

Pollen Careers Limited (“Pollen Careers”, “we”, “us”, “our”) is a recruitment and careers organisation.


Legal entity: Pollen Careers Limited


Registered address: 4a Lonsdale Road, London, England, NW6 6RD


We are the data controller for the personal data described in this Privacy Statement.


We are registered with the Information Commissioner’s Office (ICO) as a data controller.

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2. Who this privacy statement applies to
 

This statement applies to people who:

  • apply for jobs or programmes through Pollen Careers

  • use our platform or services

  • are clients or client contacts

  • are part of our community or mailing list

  • interact with us via our website, events or communications


If you are an employee or contractor, a separate internal privacy notice applies.
 

3. What personal data we collect

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Depending on how you interact with us, we may collect:

Contact and basic information

  • name

  • email address

  • phone number

  • address


Recruitment and programme information

  • application details

  • assessment or interview notes

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Optional equality and adjustment information

  • health, disability or neurodiversity information

  • equality, diversity and monitoring data


Providing this information is optional and not required to use our services. It is used only to support fair processes and reasonable adjustments.

Client and business information

  • contact details

  • business information shared with us in confidence


Technical and usage data

  • information about how you use our website or platform

  • communications preferences
     

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4. How and why we use your data

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We only use personal data where we have a lawful reason to do so.
We use your data to:

  • manage job applications and recruitment processes

  • deliver training, programmes and services

  • communicate with you about opportunities or services you’ve signed up for

  • manage client relationships

  • meet legal, regulatory and financial obligations

  • improve our services and user experience

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5. Our lawful bases for processing
 

Under UK GDPR, we rely on the following lawful bases:

Contractual necessity

  • Where processing is needed to deliver a service or manage a recruitment process.


Legal obligation

  • For example, payroll, tax or regulatory requirements.


Legitimate interests

  • For activities such as recruitment administration and relationship management, where our interests do not override your rights.


Consent

  • For marketing communications and optional information, including equality and adjustment data. You can withdraw consent at any time.


For special category data (such as health or disability information), we rely on:

  • explicit consent, and

  • employment or social protection conditions, where applicable.
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6. Marketing communications

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We only send marketing emails or newsletters where you have opted in.
You can unsubscribe at any time using the link in our emails or by contacting us directly

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7. Who we share data with

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We may share personal data with trusted third parties who support our work, such as:

  • recruitment and CRM systems

  • email and communications platforms

  • cloud storage providers

  • scheduling and event tools

  • professional advisers (e.g. accountants)


These organisations act as data processors and only process data on our instructions.
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8. International data transfers

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Some of our systems store or process data outside the UK.
Where personal data is transferred internationally, we ensure appropriate safeguards are in place, such as:

  • data processing agreements

  • standard contractual clauses

  • supplier assessments


Our approach aligns with UK GDPR requirements and the updated framework introduced by the Data (Use and Access) Act 2025.
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9. Automated decision-making

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We do not use automated decision-making or profiling that produces legal or similarly significant effects without human involvement.

Recruitment and assessment decisions are human-led and always include human review.

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10. How long we keep your data

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We only keep personal data for as long as necessary.

  • Candidate data: reviewed after 24 months of inactivity and then deleted, anonymised or retained with consent

  • Client and financial records: kept for 6–7 years in line with legal requirements

  • Marketing data: kept until you unsubscribe or withdraw consent
     

You can request deletion of your data at any time, subject to legal limits.
 

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11. Your rights

You have rights under UK data protection law, including the right to:

  • access your personal data

  • correct inaccurate or incomplete data

  • request deletion in certain circumstances

  • restrict or object to processing

  • data portability

  • safeguards around automated decision-making


To exercise your rights, contact us using the details below.

We follow ICO guidance when handling requests, including Subject Access Requests (SARs).
 

12. Complaints

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If you are unhappy with how we handle your personal data, please contact us first so we can try to resolve the issue.

If you remain dissatisfied, you can complain to the Information Commissioner’s Office.

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​13. Data security and breaches

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We take appropriate technical and organisational measures to protect personal data.
If a personal data breach occurs, we assess the risk and follow ICO guidance, including notifying the ICO and affected individuals where required.
 

14. Using AI tools

We may use AI tools to support drafting, analysis or internal processes.

We do not enter personal data, identifiable information or commercially sensitive information into AI tools in a way that would compromise privacy or confidentiality.
 

15. Changes to this statement

We may update this Privacy Statement from time to time.
The latest version will always be available on our website.

16. Contact us

If you have questions about this Privacy Statement or how we use your data, you can contact:

Data Protection Lead: Karen Whitelaw
Organisation: Pollen Careers Limited

 

Cookie Statement


Pollen Careers
Last updated: February 2026
This Cookie Statement explains how Pollen Careers uses cookies and similar technologies on our website.

 

1. What are cookies?


Cookies are small text files stored on your device when you visit a website.

They help websites function properly, remember preferences, and understand how people use the site.

Cookies do not give us access to your device or personal files.

2. How we use cookies

We use cookies to:

  • make our website work properly

  • understand how people use our site

  • improve performance and user experience

  • support marketing activity where consent is given


We do not use cookies to identify you personally without your consent.

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3. Types of cookies we use

Strictly necessary cookies
These cookies are essential for the website to function.
They:

  • enable core functionality such as page navigation

  • support security and accessibility


These cookies are always active and do not require consent.
 

Analytics cookies
These cookies help us understand how visitors use our website.
They:

  • show which pages are visited most often

  • help us identify errors or usability issues

  • allow us to improve content and design


Analytics cookies are only used if you give consent.

 

Marketing cookies
These cookies are used to help us understand the effectiveness of our marketing.
They may:

  • track visits across websites

  • help us tailor communications or advertising

  • support platforms such as social media or email marketing tools


Marketing cookies are only used if you give consent.

Embedded content cookies
Some pages may include embedded content (such as videos or social media posts).
These services may set their own cookies.

We only load this content where consent is given or where cookies are strictly necessary.

4. Third-party cookies

Some cookies are set by third-party services we use, such as:

  • analytics providers

  • marketing platforms

  • video or social media platforms


These providers act as separate data controllers for the cookies they set.
We encourage you to review their privacy information for more details.

 

5. Managing your cookie preferences

When you first visit our website, you will see a cookie banner allowing you to:

  • accept all cookies

  • reject non-essential cookies

  • manage your preferences


You can change your preferences at any time via the cookie settings link on our website.

You can also control cookies through your browser settings, although this may affect how the site works.

6. International data transfers

Some cookie providers process data outside the UK.

Where this happens, appropriate safeguards are in place in line with UK data protection law, including the UK GDPR and Data (Use and Access) Act 2025.

7. Changes to this statement

We may update this Cookie Statement from time to time.
The most recent version will always be available on our website.

8. Contact us

If you have questions about our use of cookies, you can contact:

Pollen Careers Limited
Data Protection Lead: Karen Whitelaw
 

Version v3

Last updated: February 2026

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