Privacy Policy

1. Introduction

Welcome to The POND Network CIC ("we", "us", "our"). We are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, and protect your personal data when you use our website and online community platform at thepondnetwork.org (the "Platform").

This policy has been prepared in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are and Data Controller

The POND Network CIC is a Community Interest Company registered in England and Wales. For the purpose of data protection law, we are the data controller of the personal data we process.

3. The Information We Collect

We may collect and process the following data about you:

Information you give us: This includes information you provide when you register for an account, such as your name and email address, and complete your user profile.
Content you create: Any information you choose to share by posting on forums, in groups, or through private messages on the Platform. This may include sensitive personal information (special category data) if you choose to share it. We rely on your explicit consent to process this type of data.
Technical Information: We may automatically collect technical information, including your IP address, browser type, and operating system, for system administration and to ensure the security of our Platform.
Cookies: Our website uses cookies to distinguish you from other users. This helps us to provide you with a good experience and also allows us to improve our site.

4. How We Use Your Information and Our Lawful Basis

We use your data for the following purposes, based on these legal grounds:

To provide our service (Contractual Necessity): To manage your account, provide you with access to the community features, and enable you to connect with other members.
To communicate with you (Legitimate Interests): To send you service-related announcements or updates.
To improve our Platform (Legitimate Interests): To understand how our community is used and make improvements.
To ensure platform safety and integrity (Legitimate Interests): This is crucial for our community. We reserve the right to use automated data monitoring applications to detect and prevent spam, scams, and other misuse of the Platform. This helps us maintain the integrity of the Platform as a safe space for all members. We expect conversations to be kept clean and professional, and this monitoring is in place to support our Community Guidelines.

We assure you that data shared on the platform is handled with the utmost care and is not mishandled or used for purposes other than those stated.

5. Data Security and Storage

We take the security of your data very seriously. We have implemented appropriate technical and organisational measures to protect your data from unauthorised access, loss, or destruction. Our website and your data are hosted in a secure data centre located within the United Kingdom.

6. Data Sharing and Disclosure

We do not sell your personal data. We will not share your personal data with any third parties for marketing purposes. We may disclose your data in the following limited circumstances:

With your explicit consent.
To trusted service providers who assist us in operating the Platform (e.g., hosting providers), under strict data protection agreements.
If required by law, such as in response to a court order or other legal obligation.

7. Your Data Protection Rights

Under UK data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify information you think is inaccurate or complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

To exercise any of these rights, please contact us.

8. How long we keep your data

We will only retain your personal data for as long as your account is active or as needed to provide you with our services and comply with our legal obligations.

9. Changes to This Privacy Policy

We may update this policy from time to time. We will notify you of any significant changes by posting the new policy on this page and updating the "Last Updated" date.

10. How to Complain or Contact Us

If you have any questions or concerns about our use of your personal information, please contact us at site@thepondnetwork.org.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection issues (www.ico.org.uk).