Last updated: 14 October 2026
This policy explains what personal data Pollenminds collects, why, who it is shared with, how long it is kept, and the rights you have, including under India's Digital Personal Data Protection Act, 2023 (DPDP Act). It covers our website pollenminds.com and our assessment platform pollenminds.in.
Who we are
Pollenminds is a brand owned and managed by Mindcraft Edtech Services (OPC) Pvt. Ltd., registered under the Ministry of Corporate Affairs, Government of India, with its registered office at 754, Sec-10, Plot-8, Dwarka, New Delhi. Under the DPDP Act we are the "Data Fiduciary" for the personal data described here. When a school uses our platform for its students, we also act on the school's instructions for that school's data.
What personal data we collect
- Website forms and enquiries: name, email, phone, role (for example parent or teacher), school name and address, city, state, pin code and your message.
- Blog emails: your email address (and name, if you give it), only after you confirm the subscription.
- Students taking assessments: name, date of birth, gender, class and section, school, email, phone (and an alternative contact), and details asked for the report such as hobbies, number of siblings, medium of study and board; the answers given in each assessment; and the reports produced from those answers.
- Teachers taking assessments: the above contact details plus qualification, experience, main subject, grades taught and self-assessment answers.
- School, agent and counsellor accounts: name, email, phone, organisation details and logo.
- Counselling bookings and payments: name, email, phone and the time booked. Payments are handled by Razorpay; we never see or store your full card or bank details.
- Technical and security data: login times, the internet (IP) address a form was sent from, and a record of actions taken by staff accounts, kept to protect accounts and investigate misuse.
Why we use it
- To run the assessments, produce reports and share them with the student, parent and the school, agent or counsellor the student is enrolled through.
- To provide counselling and the follow-up suggested by a report.
- To answer enquiries and send information you asked for, such as a brochure.
- To process bookings and payments.
- To send service emails (for example login codes and "your report is ready"), and blog articles only if you subscribed.
- To keep the platform secure and to meet legal obligations.
We use personal data only for these purposes. We do not sell personal data, and we do not use it for advertising.
Children's data
Most of the people who take our assessments are school students under 18, who are "children" under the DPDP Act. For them:
- We process a child's data only with the verifiable consent of a parent or lawful guardian. When students are enrolled through their school, the school obtains this consent from parents before sharing the student's details with us. When a family registers directly, the parent or guardian gives consent at registration.
- We do not track children's behaviour, monitor them for advertising, or show them targeted advertising.
- A child's reports are shared only with the child, the parent or guardian, and the school, agent or counsellor the child is enrolled through.
- A parent or guardian can ask to see, correct, download or delete their child's data at any time (see "Your rights").
Who we share data with
- The school, agent or counsellor a student is enrolled through, to support that student.
- Service providers who work for us under contract and only on our instructions:
- DigitalOcean, which hosts our servers and database in Bengaluru, India;
- Zoho, which sends our service emails;
- Brevo, which sends blog emails to subscribers (it may process the email address outside India);
- Razorpay, which processes payments;
- Google Fonts and public content-delivery networks, which supply the website's fonts and page styles (your browser's address reaches them, but no personal details).
- Authorities, when the law requires us to.
Where data is stored
Our servers and database are in India (Bengaluru). Copies of backups are kept securely by Pollenminds. The only data processed outside India is described under "Who we share data with" above.
How long we keep data
- Assessment records (student details, answers and results) are kept while the student's school, agent or counsellor account is active and for up to five years after our services end, unless you ask us to delete them sooner or the law requires us to keep them longer.
- Report files (PDFs) are removed from the server after 7 days; a report can be produced again from the saved answers when needed.
- Enquiries are kept until they have been dealt with and are no longer needed, and are deleted on request.
- Blog subscriptions last until you unsubscribe. After that we keep only the fact that this address unsubscribed, so it is never emailed again.
- Backups may contain deleted data until they are replaced by newer backups.
How we protect data
All pages use encrypted connections (https). Passwords are stored only in scrambled (hashed) form. Administrator logins need a one-time code sent by email. Access is limited to the people who need it, and staff actions are recorded. Uploaded files are checked and stored under random names. No method is completely secure; if a personal data breach happens, we will inform the people affected and the Data Protection Board of India as the law requires.
Your rights
You (or, for a child, the parent or guardian) can:
- ask for a summary of the personal data we hold and how it is used, and a downloadable copy of a student's data;
- ask us to correct, complete or update it;
- ask us to delete it, unless we must keep it by law;
- withdraw consent at any time (this does not affect what was done before; some services may then stop);
- nominate another person to exercise these rights if you die or become unable to;
- raise a complaint with our Grievance Officer (below).
Email us from the address we hold for you, or tell us how to confirm who you are. We reply as soon as possible and within 30 days. If you are not satisfied with our answer, you can complain to the Data Protection Board of India.
Emails from us
Service emails (login codes, report notices, replies to your enquiries) are part of using our services. Blog emails are sent only after you confirm a subscription, and every one has an unsubscribe link.
Cookies
We use only the cookies needed for the site and platform to work: one that keeps you logged in, one that protects forms from misuse, and (for administrators) one that remembers a trusted browser. Your browser also remembers that you have seen our cookie notice and which visitor type you chose on the home page (or that you skipped the question), so you are not asked again. We count how often each visitor type is chosen, without recording who chose it. We use no analytics, advertising or tracking cookies.
Links to other sites
Our pages may link to other websites. We are not responsible for their content or privacy practices; please read their policies.
Changes to this policy
We may update this policy, for example when the law or our services change. The date at the top shows the latest version. If a change is important, we will tell registered users by email.
Grievance Officer and contact
For questions about this policy, to use your rights, or to make a complaint, contact:
Grievance Officer, Pollenminds
Mindcraft Edtech Services (OPC) Pvt. Ltd.
754, Sec-10, Plot-8, Dwarka, New Delhi
Email: info@pollenminds.com