Privacy Policy

2.1 Account and Identity Information

When your organization creates or manages a user account within PollinLink, the following information is collected:

• Full name
• Email address
• Job title and assigned platform role (for example: agronomist, pollinator, spray operator, grower, seed company representative)
• Organization or company name
• Company access code
• Account login credentials (passwords are stored using industry-standard encryption and are never stored in plain text)

2.2 Operational and Field Data

Users may enter or generate the following operational data through the Platform:

• Field boundaries, locations, and mapping data
• Scheduling records for bee placements, shelter installations, and field tasks
• Spray event timestamps indicating when a spray application occurred in or near a field. PollinLink does not collect the chemical product used, the application rate, or the identity of the individual who applied it. Spray timing data is used solely to calculate and communicate re-entry windows to field personnel.
• Field status entries and safety-related notifications
• Communications and messages exchanged through the Platform between authorized users within an organization
• Photos, notes, and annotations attached to field records

This operational data is owned by the organization that submitted it. TNT Pollination Ltd. acts as a data processor only with respect to this content.

2.3 Technical and Usage Data

The Platform may automatically collect the following technical information when you access or use it:

• Device type, operating system, and browser type
• IP address and general geographic location
• Session logs, access timestamps, and feature usage data
• Error logs and diagnostic data generated by the Platform

This information is used solely for platform security, performance monitoring, and technical support purposes. It is not linked to individual user identities for any other purpose.

2.4 Information We Do Not Collect

TNT Pollination Ltd. does not collect any of the following:

• Government identification numbers (such as Social Insurance Numbers)
• Financial or payment information (billing is handled externally and is not processed through the Platform)
• Health or medical information
• Biometric data
• Information about minors

4.1 Your Organization Owns Its Data

All operational data entered by your organization into the Platform, including field records, scheduling data, communications, photos, notes, and all other content, remains the exclusive property of your organization. TNT Pollination Ltd. does not claim any ownership rights over this data.

4.2 Company Data Isolation

PollinLink is designed so that each organization’s data is fully isolated from all other organizations. No user within one organization can access, view, or interact with any data belonging to another organization. This isolation is enforced at the technical architecture level.

4.3 TNT Pollination Ltd. Access to Organizational Data

TNT Pollination Ltd. does not access, monitor, or review any organization-specific field data, scheduling records, communications, or operational content, except in the following circumstances:

• Where an authorized administrator of your organization has explicitly granted super admin access to TNT Pollination Ltd. for the specific purpose of technical support or troubleshooting. Any such access is logged for auditing purposes and may be revoked by your administrator at any time.
• Where TNT Pollination Ltd. is required to do so by a valid court order, subpoena, or other legal obligation. TNT Pollination Ltd. will notify the affected organization of any such compelled disclosure to the extent permitted by law.

4.4 No Sale of Data

TNT Pollination Ltd. does not sell, trade, rent, license, or otherwise transfer any user or organizational data to any third party for commercial purposes, under any circumstances. This commitment is absolute and applies to all data submitted by users and organizations.

4.5 Anonymized and Aggregated Data

TNT Pollination Ltd. may derive and use anonymized, aggregated data from platform usage. This data is processed in a manner that makes it impossible to re-identify any individual user or organization. It may be used to improve platform functionality, produce industry research, or support grant reporting to funding bodies such as RDAR and Alberta Innovates. No personal information or identifiable organizational data is ever included in this anonymized output.

Organizations may opt out of their data being included in aggregated datasets at any time by contacting support@pollinlink.com. Opting out will apply to future aggregation. Aggregated datasets created prior to an opt-out request cannot be retroactively modified or deleted. If you opt out, certain platform features that rely on aggregated benchmarking or reporting may be limited.

5.1 Development and Technical Service Providers

TNT Pollination Ltd. engages third-party contractors and service providers to assist with platform development, hosting, and maintenance. These providers may have incidental access to personal information only to the extent necessary to perform their contracted services. They are contractually required to maintain the confidentiality and security of any information they access and are prohibited from using that information for any other purpose.

5.2 Cloud Hosting and Infrastructure

The Platform is hosted on third-party cloud infrastructure. Personal and operational data may be stored on servers operated by our hosting provider. TNT Pollination Ltd. selects hosting providers that meet recognized data security standards and ensures that appropriate data processing agreements are in place.

5.3 Third-Party Platform Integrations

PollinLink may support optional integrations with third-party agricultural software platforms, including but not limited to FCC AgExpert, SeedCert, Flight Plan, and the John Deere Operations Center. When your organization’s administrator enables an integration, relevant data is transmitted to the connected platform solely to support the functionality of that integration. TNT Pollination Ltd. is not responsible for how third-party platforms store, use, or protect data once it has been transmitted. Your administrator is responsible for reviewing the privacy policies of any third-party platform you choose to connect to PollinLink.

5.4 Legal Disclosure

TNT Pollination Ltd. may disclose personal information without consent in the following limited circumstances:

• Where required or authorized by law, including by court order, subpoena, or other legal process
• Where disclosure is necessary to protect the safety of an individual or the public
• Where disclosure is necessary to investigate a breach of these terms, unauthorized access, or suspected illegal activity

TNT Pollination Ltd. will provide notice of any legally compelled disclosure to the affected organization or user to the extent permitted by law.

6.1 Active Accounts

Personal and operational data is retained for as long as your organization maintains an active account on the Platform.

6.2 Account Termination

When an organization’s account is terminated, all organization-specific operational data will be deleted from the Platform within ninety (90) days following termination. TNT Pollination Ltd. may retain certain account-level information beyond this period as required by applicable law or to satisfy any outstanding legal or contractual obligations.

6.3 Individual User Deactivation

When an individual user account is deactivated within an organization, that user’s access to the Platform is removed. Data entered by that user as part of organizational operations remains within the organization’s account and is subject to the organization’s data management, as it forms part of the operational record.

6.4 Retention for Legal Compliance

Certain records may be retained beyond the ninety (90) day period described above where required by applicable law, regulation, or legal proceedings, including records related to spray event timing and re-entry interval communications.

6.5 Deletion Requests

Organizations may request deletion of their data prior to the standard retention period by contacting support@pollinlink.com. Deletion of operational data will not cause any anonymized or aggregated data already derived from it to be deleted.

8.1 Right of Access

You have the right to request access to the personal information TNT Pollination Ltd. holds about you, including information about how that information has been used and to whom it has been disclosed. Requests should be submitted in writing to support@pollinlink.com or to the postal address listed in Section 13.

8.2 Right of Correction

If you believe that personal information held about you is inaccurate, incomplete, or out of date, you have the right to request that it be corrected. Where a correction request is denied, TNT Pollination Ltd. will explain the reason and note your request in the relevant records.

8.3 Right to Withdraw Consent

Where your personal information is processed on the basis of consent, you may withdraw that consent at any time, subject to any legal or contractual restrictions and reasonable notice. Withdrawal of consent may limit your ability to use the Platform or certain features of it. To withdraw consent, contact support@pollinlink.com.

8.4 Right to Opt Out of Aggregated Data

You have the right to opt out of your data being included in anonymized and aggregated datasets. See Section 4.5 for details. To exercise this right, contact support@pollinlink.com.

8.5 Right to Complain

If you believe your privacy rights have been violated, you have the right to file a complaint with the Office of the Information and Privacy Commissioner of Alberta (OIPC), or with the Office of the Privacy Commissioner of Canada, depending on the nature of your complaint.

8.6 Response Timeframe

TNT Pollination Ltd. will respond to privacy rights requests within thirty (30) days of receipt, or as otherwise required by applicable law.