Privacy Policy

FundRobin (“we”, “us”, or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our website and services, including any associated features, APIs, or tools.

By using FundRobin, you agree to the terms of this Privacy Policy.

1. Who We Are

FundRobin is a UK-based platform that helps users discover insights about organisations and improve their grant proposal processes. We collect data from users and external providers to support innovation and improve efficiency in funding.

2. Data We Collect

2.1. Information You Provide

• Email address: Collected during registration and used for verification.
• Password: Encrypted and stored securely.
• Organisation name and domain: Derived from your email or input during onboarding.
• User profile data: Optional data you may add to customise your experience.

2.2. Automatically Collected Data

• IP address, browser type, device type
• Activity logs (e.g. pages visited, time spent, interactions)
• Cookie identifiers and session data

2.3. Third-Party Data

• Perplexity API Integration: Once users register with a work email and confirm their identity, we query Perplexity’s API to retrieve public or summarised information about their organisation. This includes general descriptions, key facts, and publicly known information relevant to the organisation.

3. How We Use Your Data

We use your data to:

• Provide, maintain, and improve our services
• Personalise your user experience
• Display information about your organisation on your profile page
• Communicate with you (e.g. service updates, marketing where permitted)
• Ensure compliance with legal obligations

We do not sell or rent your personal data to third parties.

4. Legal Bases for Processing

Under the UK GDPR, we rely on the following legal bases:

• Consent: When you explicitly agree (e.g. marketing emails).
• Contractual necessity: To provide services you register for.
• Legitimate interest: To operate and improve our platform efficiently and securely.
• Legal obligation: Where required to comply with law enforcement or regulatory requirements.

5. Data Sharing and Disclosure

We may share your data with:

• Service providers and processors (e.g. hosting, analytics, communication platforms)
• Third-party data services, such as Perplexity, to retrieve publicly available information about organisations
• Authorities where legally required

All partners are contractually obliged to handle your data securely and in compliance with applicable laws.

6. Data Storage and Security

Your data is stored on secure servers located in the UK or other jurisdictions with adequate data protection standards.

We use:

• Encryption (at rest and in transit)
• Access controls and user authentication
• Regular audits and monitoring

7. Data Retention

We retain your data only for as long as necessary to fulfil the purposes outlined in this policy or as required by law. You may request deletion of your account and associated data at any time.

8. Your Rights

You have the following rights under the UK GDPR:

• Right to access – Ask for a copy of your data.
• Right to rectification – Request corrections to inaccurate data.
• Right to erasure – Ask us to delete your data.
• Right to restrict processing – Limit how we use your data.
• Right to data portability – Receive your data in a structured format.
• Right to object – Challenge our use of your data in certain circumstances.
• Right to lodge a complaint – With the Information Commissioner’s Office (ICO): www.ico.org.uk

To exercise these rights, contact us at [email protected].

9. Cookies and Analytics

We use essential and optional cookies to:

• Operate our platform
• Improve user experience
• Analyse usage and engagement

You can manage your cookie preferences through your browser settings.

10. Children’s Privacy

FundRobin is not intended for users under the age of 16. We do not knowingly collect personal data from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of any material changes and revise the “Last Updated” date. Continued use of our services indicates your agreement to the revised terms.

12. Contact Us

If you have questions about this policy or how we handle your data, contact: