Pollen Build is run by Pollen Analytics LLC. This page explains exactly what we keep, why, who else receives it, how long it stays, and how to take it with you or remove it.
The short version: we use your information to run Pollen Build for you, and for nothing else. We don't sell it, we don't use it for advertising, and we don't put third-party trackers on the site.
What we collect
Your sign-in
- Your email address, and your first, last and display names if the way you sign in provides them.
- Each way you sign in: the address you signed up with, so you can always sign in by an emailed link, and when you sign in with Google, the identifier and email address that service shows for your account, so we recognise you next time.
- Nothing that gives us access to your Google account. We ask Google only who you are and your email address. We don't receive or keep any Google password or token.
- Which accounts you belong to, your roles in each, and when you signed up and were last seen.
Your accounts
- Each account's name, time zone and units, who owns it, who its members are and their roles, and any invitations its members have created.
- Who pays for the account: a billing record with a name, the person responsible for it, which plans it is on and when they start and end, and how much of each plan's allowance it has used this month.
Technical information
- One session cookie that keeps you signed in. It holds only a random identifier and has no expiry date of its own, so your browser normally discards it when you close it. The session it points to is stored on our servers and deleted when you sign out, or after 30 days without use.
- Server logs, which record requests to the site, including the IP address each came from. They are kept for 30 days.
- Abuse limits. To stop someone flooding an inbox or creating accounts in bulk, we count recent requests per email address, email domain, person and IP address. The counts are stored under a one-way scrambled form of the value, never the value itself, and are deleted once their time window (at most 24 hours) has passed. When an account is created, the same scrambled form of the creating IP address and the creator's email domain are kept with it, so we can spot many accounts made at once.
- Page-view counts from analytics we host ourselves: which page was viewed, the referring site, and the browser and screen size. No analytics company receives this, and pages whose address carries a private link are never counted.
How we use it
- To provide Pollen Build to you and the people you share an account with.
- To keep the service working and secure: preventing abuse, limiting how often sign-in requests can be made, and investigating problems.
- To answer you when you contact us.
We don't sell your information, use it for advertising, or share it with anyone except the service providers below, and then only to run Pollen Build.
Who else receives it
These services process information on our behalf, to run Pollen Build:
- Google Cloud hosts the application, its database, its backups and its logs, in the us-west1 region. It receives everything described on this page, because that is where it is stored.
- Google Sign-In confirms who you are when you choose to sign in with Google. It receives nothing from us beyond the sign-in request itself. Google tells us your account identifier, your email address and whether Google has verified it, and your name if your Google profile has one.
- Self-hosted analytics (GoatCounter) counts page views. We run it ourselves, on our own server in Google Cloud, so no analytics company receives anything. It receives the address and title of the page viewed, the referring site, and your browser type and screen size. It sets no cookie, and pages whose address carries a private link are never counted.
Who can see your information
Everyone in an account can see what is stored in it. Owners can also invite and remove people, export the account and delete it.
At our end, a very small team operates Pollen Build. Our support tool shows only basic account details (its name, time zone, creation date and members' email addresses and roles), and every lookup is recorded in an audit log with who looked and why. The people who maintain the infrastructure can technically access the database, and we limit that to keeping the service running and investigating problems you've reported.
How long we keep it
- Account information is kept for as long as the account exists.
- Deleting an account permanently removes everything in it, along with any invitations it sent, straight away. There is no undo.
- Deleting your sign-in removes your record, your membership of every account and all your signed-in sessions, straight away. Shared accounts stay in place for their other members; if you own an account, or are the only person who can manage its members, we'll ask you to hand that over or delete the account first.
- Links expire. Invitations to join an account stop working after 7 days. Each is deleted automatically once it has expired.
- Backups. We keep daily backups of the database for 14 days, and can restore any moment from the last 7 days, so we can recover from a mistake. Anything you delete is gone from the live service straight away, and from every backup within 14 days.
- Server logs are kept for 30 days.
Your choices
- Export. An account's admins can download the account's data as a file from the account's settings, at any time, without asking us.
- Delete. An account's admins can delete the account from its settings, and anyone can delete their own sign-in from their profile page. Neither needs an email to us.
- Correct. You can change what you've entered directly in the app.
- Anything else, such as a question about what we hold or help with any of the above: email us at the address below.
Cookies
We use a single cookie, which keeps you signed in. It's essential to the service and holds no personal information itself. We don't use advertising or third-party tracking cookies.
Security
All traffic to Pollen Build is encrypted in transit. Your information is stored in Google Cloud, which encrypts it at rest. Secrets such as service keys are kept in a dedicated secrets manager, never in our code. Access to account data is restricted and, for support lookups, logged.
Changes to this policy
If we change what we collect or who receives it, we'll update this page and the date at the top. For a change that matters to how your information is used, we'll also tell you in the app before it takes effect.
Contact
Questions about this document, or a request about your data, can go to info@pollen.io. A person reads every message.