Privacy Notice

Hello, we’re Collection Pot. Through our platform (accessible on this website https://www.collectionpot.com) you can set up different Collection Pots as Creators to allow a group of individuals to contribute money for the benefit of someone or for a special event  (we refer to this as our “Services”). 

Below is some important information about how we collect and use your personal data when you use and interact with this website, communicate with us (via the website or any other method) and use our Services. 

OUR COMPANY INFORMATION AND CONTACT DETAILS: 

Collection Pot Limited is a limited company registered in England (company number 10554265) with registered address at 22-24 Harborough Road, Kingsthorpe, Northampton, NN2 7AZ, United Kingdom.  

Collection Pot Europe Limited is a limited company registered in the Republic of Ireland (company number 728944) with registered address 3rd Floor, 40 Mespil Road, Dublin 4, Ireland D04 C2N4  

Collectively we refer to ourselves as “we”, “us” and “our” throughout this notice.  

Under Data Protection Laws in the UK and EU we are a Data Controller which means that we are responsible for the personal information (known as “Personal Data”) that we hold about you. 

If you have any questions about this privacy notice, including any requests to exercise your legal rights (which are described below), please contact us using the contact details below: 

Email address: privacy@collectionpot.com 

WHAT DATA DO WE COLLECT ABOUT YOU? 

“Personal data” means any information about an individual from which that person can be identified.  We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows: 

• Identity Data which includes your first name, last name, any previous last names, username or similar identifier, marital status, title, date of birth and gender, copies of identity documentation such as your passport, Driving Licence or Government issued ID and proof of address (such as copies of bank statements, council tax bills and/or utility bills).  We may also collect images/video of you as part of our user verification process. 
• Contact Data which includes billing address, delivery address, email address and telephone numbers. 
• Financial Data which includes bank account numbers and sort codes and payment card details. 
• Transaction Data which includes information about any recipients you wish us to deliver products or provide Services to, and other details of products and Services you have purchased from us.
• Technical Data which 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 the Site. 
• Profile Data which includes your username and password, purchases or orders made by you. 
• Usage Data which includes information about how you use the Site, 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 anonymised aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may use aggregated and anonymised individuals' Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering. 

Aside from information that we collect about you with your consent when we verify your identity (matching your image to the one shown on your identity documents – this is known as “biometric data”) We do not knowingly collect any other Special Categories of Personal Data about you. 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 data, or any information about criminal convictions and offences.  Please avoid providing any information of this nature when you complete a description of your Pot. 

HOW IS YOUR PERSONAL DATA COLLECTED? 

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

Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you: 

• purchase our products or services; 
• 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.  

When you share information about other people with us (for example, by providing their contact details if they are a recipient, or if you provide a description of your pot which includes information about a person you are collecting money for) you must make sure that you have the permission of that person to do so.  Please avoid sharing anything that would be considered “special category” personal data such as their race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about their health, or any information about their criminal convictions and offences. 

• 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. 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 as set out below  

• Technical Data is collected from the following parties: 

• analytics providers;  

• advertising networks; and 

• search information providers. 

• Contact, Financial and Transaction Data is collected from providers of technical, payment and delivery services such as Checkout Ltd and Modulr Finance Ltd.  We will also share your personal data with these third parties so that we can provide our Services to you: more information about this is provided below. 

HOW DO WE USE YOUR PERSONAL DATA? 

The law requires us to have a legal basis for collecting and using your personal data.  We rely on one or more of the following legal bases: 

• Performance of a contract with you: where we need to perform the contract we are about to enter into or have entered into with you. 
• Legitimate interests: we may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) 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). 
• Legal obligation: we may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. 
• Consent: we rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter or sign up to receive marketing information from us.  You have the right to withdraw such consent at any time by contacting us. 

WHY DO WE 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. 

PROMOTIONAL OFFERS FROM US AND THIRD PARTIES 

When you create an account on our website you will be asked to confirm whether you would like to receive marketing material from us such as the latest news, money collecting tips and exclusive offers by email by ticking a box.  This is called “opt-in consent”. 

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

OPTING OUT OF MARKETING 

You can ask us to stop sending you marketing messages at any time by unticking the box in the “Preferences” section under “Settings” in your user profile, following the opt-out or “unsubscribe” links on any marketing message sent to you or by contacting us here hello@collectionpot.com. Please allow three working days for your opt out to be processed. 

Where you opt out of receiving these marketing messages, you will still receive service-related communications that are essential for administrative or customer service purposes. 

COOKIES 

For more information about the cookies we use and how to change your cookie preferences, please see our Cookie Policy. 

GOOGLE reCAPTCHA 

We have implemented reCAPTCHA v3 on our Site which is subject to the Google Privacy Policy and Terms of Use. When you use our Site, reCAPTCHA v3 collects some of your personal information to determine that you are human, and not a bot, to prevent spam. 

The reCAPTCHA API works by checking if there is a Google cookie on your computer, and then adds a reCAPTCHA cookie to your browser to take a snapshot of your browser window at that moment in time. It also gathers certain information, including cookies placed by Google over the last 6 months, time you spend on the Site, the language your browser is set to, the date, and how many mouse clicks you have made on the screen. This information, collected in connection with the use of reCAPTCHA, is sent to Google and will be used for improving reCAPTCHA and for general security purposes and will not be used for personalised advertising by Google. 

WHO DO WE SHARE YOUR PERSONAL DATA WITH? 

We may share your personal data where necessary with the parties set out below for the purposes set out below.  

Third Party Service Providers who provide services to us such as IT support and hosting. 

Payment Service Providers (listed below) who process your payment and provide e-money accounts.  Please note that these companies have their own Privacy Notices which will provide you with further information about their use of the personal data that you provide to them. 

Third Party Product Providers: where you are the recipient of a Pot and you have selected to use the Pot funds by purchasing one or more products these may be offered via our platform directly to you as the recipient by us via our third-party providers such as: 

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 notice. 

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions. 

INTERNATIONAL TRANSFERS 

We may transfer your personal data to service providers that carry out certain functions on our behalf. This may involve transferring personal data outside the UK or EEA to countries which have laws that do not provide the same level of data protection as the UK or EU law. 

Whenever we transfer your personal data out of the UK or EEA to service providers, we ensure a similar degree of protection is afforded to it by ensuring that the following safeguards are in place: 

• We, or our service providers will only transfer your personal data to countries that have been deemed by the UK or EU to provide an adequate level of protection for personal data; or 
• We or our service providers may use specific standard contractual terms approved for use in the UK and/or EU which give the transferred personal data the same protection as it has in the UK and/or EU.  To obtain a copy of these contractual safeguards, please contact us at hello@collectionpot.com 

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 use Secure Socket Layers (SSL), the most advanced security system available. All of the personal information you enter, including your name and address, is encrypted by secure server software before it is safely transmitted across the internet. Our Customer Service Team has access to this information. 

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. 

DATA RETENTION 

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 users (including Contact, Identity, Financial and Transaction Data) for six years after they cease being users for tax purposes. 

YOUR LEGAL RIGHTS 

You have a number of rights under data protection laws in relation to your personal data.  

You have the right to: 

• Request access to your personal data (commonly known as a "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 in certain circumstances. 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) as the legal basis for that particular use of your data (including carrying out profiling based on our legitimate interests). In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your right to object. 
• You also have the absolute right to object any time to the processing of your personal data for direct marketing purposes.  
• 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. 
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in one of 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; or 
• You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it. 

If you wish to exercise any of the rights set out above, please contact us at hello@collectionpot.com

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. 

COMPLAINTS 

You have the right to make a complaint at any time to the applicable regulator responsible for Data Protection.  

• UK: Information Commissioner’s Office (ICO)
• EU: Irish Data Protection Commission

We would, however, appreciate the chance to deal with your concerns before you approach the regulator so please contact us in the first instance. 

CHANGES TO THIS PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES 

We keep our privacy notice under regular review. This version was last updated May 2024. 

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 this website, we encourage you to read the privacy notice of every website you visit.