How Polaris Collective Services Ltd collects, uses and protects personal data.
Last updated: October 2027
1. Who we are
Polaris Collective Services Ltd (“Polaris”, “we”) is the data controller. Registered in England and Wales, company number 17230899. Contact: info@polariscollectiveservices.co.uk.
2. Information we collect
- Contact details, such as name, email address, telephone number and organisation.
- Information provided in enquiries, referrals and partnership discussions.
- For people we support: assessment, support, safeguarding, health and outcome information, held as required to deliver and monitor the service.
- Staff and applicant information for recruitment and employment.
- Limited technical information when you visit this website.
3. How we use it
- To respond to enquiries and manage referrals.
- To deliver, record and review support, and to meet safeguarding duties.
- To report to commissioners and partners, using anonymised data wherever possible.
- To meet legal, regulatory and contractual obligations.
4. Lawful basis
We rely on contract, legal obligation, legitimate interests and, where required, consent. Where we process special category data, we do so under the conditions set out in UK data protection law, including for safeguarding and the provision of care and support.
5. Sharing information
We share personal data only where necessary: with commissioners, local authorities, regulators, safeguarding partners and our delivery partner PRM Positive Role Model CIC, and with trusted service providers acting on our instructions. We do not sell personal data.
6. Retention
We keep personal data only as long as needed for the purpose collected and to meet legal and contractual requirements. Typical periods are: general enquiries, up to 24 months; unsuccessful job applicants, 6 months; employment records, 6 years after employment ends; support, safeguarding and health records, in line with statutory guidance and commissioner contract requirements.
7. Security
We use appropriate technical and organisational measures to protect personal data, including restricted access to sensitive records.
8. Your rights
You have the right to access, correct or erase your data, restrict or object to its use, and request portability, where applicable. To exercise these rights, contact us at the address above. You may also complain to the Information Commissioner’s Office at ico.org.uk.
9. Cookies
This website does not use cookies to track or identify visitors.
10. Changes
We may update this policy from time to time. The latest version is always published on this page.