Pollinate Privacy Policy

Pollinate Networks Inc. (“Pollinate”, “we” or “us”) is an application service provider that provides web-based tools to conduct two-way communications (“Services”). At Pollinate, it is a core business principle that we protect the privacy of our clients and their constituents. With this principle in mind, Pollinate created this privacy policy to demonstrate our commitment to client privacy.

The practices as stated in this policy are practiced worldwide.

This Privacy Policy applies only to information collected on our web site at URL https://resources.pollinate.net (the “Site”) and our Pollinate services Platform at URL https://platform.resources.pollinate.net (the “Platform”). Both the Site and the Platform are owned and operated by Pollinate Networks Inc.

If you have questions about this privacy policy, please contact us.


In the course of using the Services, Users may submit content through the Services. This may include a User’s personal data and the personal data of others, such as a User’s first and last name, address, phone number, and email, or any combination of the same (“Personally Identifying Information” or “PII”), and questions, comments, concerns, suggestions, compliments, and similar communications within the assessments responses, (all collectively, “Data”). We know that by giving us your Data, you trust us to treat it appropriately. Our Privacy Policy governs the collection, use, and disclosure of any PII.

You Retain Ownership of Your Data. You retain ownership of the intellectual property rights in your Data. Pollinate does not claim ownership over any of your Data. This Agreement does not grant us any licenses or rights to your Data, except for the limited rights needed for us to provide the Services, and as otherwise described in this Agreement.

Deleting Data. Our obligation to retain your Data is limited to the duration of an active Licensing and Service Agreement, and for 30-days thereafter only. Unless stated differently, we permanently delete all Data, including PII, within 30-days of discontinuing support for an active Licensing and Service Agreement. Upon your written notification to delete your Data, we shall delete your Data within 30 days of such written notice

What Information do we collect?

Pollinate Networks Inc. collects information about both you, our clients (“Client”, “Customers”, or “you”) and the individuals who participate in or are invited to participate in your implementation of the Pollinate Platform (“Users”). Collectively, the information collected about you (“Client Information”) and Constituents (“User Information”) is referred to as “Information”.

Client Information:

When Clients register on the Platform or on the Site, we ask you to provide us with your contact information: company name, name of Client contact, title of Client contact, company address, telephone number and email address. Clients also provide us with Information regarding the Services you have ordered. In addition to the Information you knowingly provide, we also know when and how often Users log on to the Platform. (See “Tracking Technologies” below).

User Information:

We receive User Information from both Clients and directly from Users. Clients provide us with the email address, and sometimes the name, of each User. Before receiving such Information, we contractually require that you warrant that you have a pre-existing relationship with the User and/or the User’s permission to receive electronic messages. Users provide us with the Information requested by you, for example, their education or address, as well as all information that you are requesting Users to provide. Our website may collect your IP address, which page you are visiting on our site, and may set a cookie to enable the software application to function properly

Pollinate Platform Policy

The use of Information collected through our service shall be limited to the purpose of providing the service for which the Client has engaged Pollinate Networks Inc.

Pollinate collects Information under the direction of its Clients, on its service platform and has no direct relationship with the individuals whose personal data it processes.

Pollinate Networks Inc. acknowledges that a User has the right to access his or her personal information. If a User seeks to access, or to correct, amend, or delete inaccurate data, the User should direct their query to Pollinate’s Client (the data controller). If the Client requests Pollinate to remove the data, we will respond to their request within 30 days.

Tracking Technologies employed on the Site and the Services Platforms

As is true of most websites, Pollinate Networks Inc. gathers certain information automatically and store it in log files. This information may include Internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, and/or clickstream data.

We do not link this automatically-collected data to other information we collect about you.

Pollinate Networks Inc. uses cookies or similar technologies to analyze trends, administer the website, track users’ movements around the website, and to gather demographic information about our user base as a whole.

Users can control the use of cookies at the individual browser level, but if Users choose to disable cookies, it may limit a Users use of certain features or functions on our Platform or Site.

Google Web Fonts

For uniform representation of fonts, the Platform and the Site use web fonts provided by Google. When you open a page, your browser loads the required web fonts into your browser cache to display texts and fonts correctly.

For this purpose, your browser has to establish a direct connection to Google servers. Google thus becomes aware that our web page was accessed via your IP address. The use of Google Web fonts is done in the interest of a uniform and attractive presentation of our plugin. This constitutes a justified interest pursuant to Art. 6 (1) (f) DSGVO.

If your browser does not support web fonts, a standard font is used by your computer.

Further information about handling user data, can be found at https://developers.google.com/fonts/faq and in Google’s privacy policy at https://www.google.com/policies/privacy/.

How Do We Use Information?

Pollinate Networks Inc. uses your Client Information in the normal course of our business, including to contact you regarding technical support. We may also use your contact information to provide you with policy or product updates or to introduce new features or services.

We will send you strictly service-related announcements on rare occasions when it is necessary to do so. For instance, if our service is suspended for maintenance, we might send you an email. Generally, you may not opt-out of these communications, which are not promotional in nature.

All Participant Information resides in our database primarily for the benefit of you, our Clients. At your direction, we use a User’s email address (and perhaps name) to send email invitations and reminders. We also use User Information to improve the performance of our Site and services by analyzing site and user behavior, troubleshooting technical problems, resolving disputes and address complaints and verifying compliance with the Terms of Service.

If Pollinate intends to use any Information in a manner that deviates from this Privacy Policy, we will provide notice of how we intend to use that Information as we collect it. The use of that specific Information will be used solely as stated in the alternative disclosure.

Data Retention

We will retain Information for as long as your account is active or as needed to provide you services. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

Links to Other Sites

This site contains links to other sites that are not owned or controlled by Pollinate. Please be aware that we, Pollinate, are not responsible for the privacy practices of such other sites. We encourage you to be aware when you leave our site and to read the privacy statements of each and every website that collects personally identifiable information.

With Whom Do We Share Information?

We do not share the Information with any third parties except under the following very limited circumstances:

User Information with Client:

Our business is the provision of tools that allow you, our Client, to conduct meaningful communication with your employees, learners, and constituents. Accordingly, we provide you with access to the User Information. You may use the User information consistent with your own privacy policy and applicable law.

As You Explicitly Allow:

We may share or otherwise use your Client Information as you explicitly allow us.

Agents Acting on Our Behalf:

We may share some of your Information with other companies who provide us with technical and other types of services such as a credit card processor. They will be contractually granted access to only that Information which is necessary for them to do their jobs and they will be prohibited from using the Information for any other purpose including marketing or sharing the Information with any other party. We do not share any personally identifiable information with third parties who are not services providers.

For Legal Reasons:

We may disclose your Personal Information as required by law such as to respond to subpoenas, court orders, or legal process, or to establish or exercise our legal rights or defend against legal claims and when we believe in good faith that disclosure is necessary to protect our rights, protect your safety or the safety of others. We may also share your Information to investigate, prevent or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of our terms of use, or as otherwise required by law. In certain situations, Pollinate may be required to disclose personal data in response to lawful requests by public authorities, including meeting national security or law enforcement requirements.

Can the Information be Changed?

Upon request, Pollinate will provide you with information about whether we hold any of your Personal Information. Your Client Information may be viewed and modified in our active database in real-time at any time. If you wish to request the deletion of data from our site, please contact us. The changed Information may remain in archives/data backups and records for some period of time.

How Is Information Protected?

Our Site has substantial and elaborate security measures in place to protect your Information. Unique user names and passwords must be entered each time a person logs on. The Site is hosted in a secure server environment that uses a firewall and other technology to reasonably prevent access from outside intruders. Internally, we use security-logs, train our employees and limit access to only essential personnel. When transmitting sensitive Information, we use encryption technology. All our technology and processes are not, however, guarantees of security. Please keep your user name and password secret and let us know at privacy@Pollinate.net if you learn or suspect that our security has been breached.

Changes in the Privacy Policy

As we are constantly improving our services and expanding our business, we retain the right to modify this privacy policy at any time. In the event we make such changes, we will announce the changes and post the new policy on the Site. If we make any material changes, we will notify you or our Client by email (sent to the e-mail address specified in your account) or by means of a notice on this Site prior to the change becoming effective. We encourage you to periodically review this page for Pollinate Networks Inc.’s most current privacy practices.

EU-U.S. Privacy Shield and Swiss-U.S. Privacy Shield

Pollinate Networks Inc. (“Pollinate”) participates in the EU-U.S. Privacy Shield Framework and the Swiss-U.S. Privacy Shield Framework. We are committed to subjecting all personal data received from the European Union (EU) member countries and Switzerland, respectively, in reliance on each Privacy Shield Framework, to the Framework’s applicable Principles. To learn more about the Privacy Shield Framework, visit the U.S. Department of Commerce’s Privacy Shield List. [https://www.privacyshield.gov/list]

Pollinate is responsible for the processing of personal data it receives, under each Privacy Shield Framework, and subsequently transfers to a third party acting as an agent on its behalf. Pollinate complies with the Privacy Shield Principles for all onward transfers of personal data from the EU and Switzerland, including the onward transfer liability provisions.

With respect to personal data received or transferred pursuant to the Privacy Shield Framework, Pollinate is subject to the regulatory enforcement powers of the U.S. Federal Trade Commission. In certain situations, Pollinate may be required to disclose personal data in response to lawful requests by public authorities, including meeting national security or law enforcement requirements.

Additional Information

If you have questions about this Privacy Policy or the Site, please contact us.

Anti-Spam Policy

Spam is Unsolicited Email

Spam is unsolicited commercial email (UCE) that has not been requested or expected by its recipient. Pollinate has a zero-tolerance spam policy. Pollinate will terminate its services immediately to a client if any violation is found. If you suspect any violation, please contact us.

Relation with ISP and Blacklist Admin

If you are an ISP or blacklist administrator, you may also contact us. We request that you forward the complete email in question, including headers. We will take suitable action, as per our strict anti-spam policy, against the senders of such email.

For Pollinate Users

All users of our Pollinate’s Web-based software must agree to send only permission-based email invitations as part of agreeing to the Pollinate Terms of Service (TOS). This means that all recipients of emails must have opted-in to receive communications from the sending organization. An opt-in can be any of the following:

  • Via a sign-up form on a web site
  • On a physical sign-up sheet
  • Users within your own organization
  • Agreements between your organization and other organizations that you intending to work with using Pollinate.

Procedure for Handling Complaints

We have a zero-tolerance spam policy. If you send any spam, your account will be immediately disabled. Pollinate is intended for organizations that have internal Users or are allowed to contact external users that are obtained through opt-in or similar agreements. You can only use our software if you can adhere to this anti-spam policy.