Privacy Policy

Planting for Pollinators (henceforth PfP) is committed to protecting and respecting your privacy and complying with the principles of the General Data Protection Regulation. This policy sets out the basis on which any personal data we collect from you, or that you provide to us through your use of our website, will be processed by us.

We are committed to processing information in a transparent manner and the aim of this document is to provide you with sufficient information for you to be able to understand what we are doing with your data. If you are unsure how we are handling information about you or you think we could improve our privacy information then please let us know.

The PfP privacy policy includes information on the following:

  • What data we keep
  • Why we keep it
  • How we secure your data
  • How long we keep it for

This Privacy Policy describes how PfP collects and uses information, and what choices you have with respect to the information.


PfP pages are maintained by researchers from the Open University. Your personal data will not be passed on to third parties unless we are required to do so by legal, judicial, or governmental mandate. Anonymised biological records will be made available to other organisations such as the National Biodiversity Network, GBIF and the UK's Pollinator Monitoring Scheme (PoMS). We may wish to contact you with updates on our work or with information about other ways in which you can support bumblebee conservation. You are free to unsubscribe from such communications at any time. You also have the choice over image use rights for your submitted photos. We would be grateful if you would permit us to use these images in all internal and external media types, including, but not limited to: press, digital media, the BBCT website, intranet site and subsidiary sites, printed materials, posters and billboards. However, you may opt to maintain full copyright by ticking the ‘copyright’ box when submitting a photo.

Who are we?

PfP is an online citizen initiative that collects data on UK pollinators. It is co-ordinated by the Open University in partnership with several other universities, charities and conservation organisations (see About page).

The Open University is the data controller in relation to the processing activities described below.

Your Data - What personal data we hold

When you register, you create an account and provide us with your:

  • Name
  • Username (the name you choose to identify yourself on PfP and login with)
  • E-mail address

During your interactions with BeeWatch, we further record

  • Your contributions to BeeWatch, including data submitted
  • Details of your visits to the PfP website and the resources that you access using cookies.
  • General communication we may have with you, when you contact us by email

How do we use your personal information and data?

When you sign up for a PfP account, we keep your e-mail address to allow us to very occasionally send out a survey to receive your thoughts on PfP and how improve what we do.

Scientific and personal data is carefully stored on Open University Computer Systems. We may make PfP records available in anonymised form to other institutions and researchers and national (i.e. National Biodiversity Network - NBN, and the Pollinator Monitoring Scheme (PoMS)) and international (i.e. The Global Biodiversity Information Facility – GBIF) repositories, to further research, education and our national understanding of biodiversity and conservation issues. In no situation will your email addresses or names be shared in this process.


Like many other websites, PfP uses cookies and similar technologies to obtain an overall view of visitor habits and visitor volumes, and to provide you with useful and relevant information about your user activity in your profile. Cookies are files which store information on your hard drive or browser which enables our software to recognise that you have visited the Site before. Cookies can make it easier for you to maintain your preferences on PfP.

How we secure and store data

All data is stored on password protected Open University servers. The connection to the PfP site is encrypted and authenticated using a strong protocol (TLS 1.2), a strong key exchange (ECDHE_RSA with P-256), and a strong cipher (AES_256_GCM).

We do not share names and e-mail addresses with any other organisation.

How long we keep data for

We keep your e-mail address for feedback and correspondence until you notify us otherwise.

On the settings page you can:

  • Change your personal details including e-mail address
  • Opt out of all e-mail
  • Delete account (this will delete all personal data, including username, name and email, but will retain bumblebee records submitted to PfP in anonymised form)

Other ways we may share your personal information

We may transfer your personal information to a successor body if the ownership of PfP were to change. We may also transfer your personal information if we’re under a duty to disclose or share it in order to comply with any legal obligation, to detect or report a crime, to enforce or apply the terms of our contracts or to protect the rights, property or safety of our users. However, we will always take steps with the aim of ensuring that your privacy rights continue to be protected.

If you have any questions or any concerns then please do get in touch with us - we are more than happy to answer any questions you may have. You can contact us here 


Thank you for being a part of the Planting for Pollinators community.