Talent Pool — Privacy Notice

How we collect, use, and protect your personal data. Effective date: 28 June 2026.

1. Who we are

Heat Geek Ltd ("Heat Geek", "we", "us", "our") operates the Heat Geek Talent Pool at talentpool.heatgeek.com. We are the data controller for personal data processed through this platform.

Registered office: Heat Geek Ltd, [Registered Address]. Company number: [Company Number].

For data protection enquiries, contact us at: privacy@heatgeek.com

2. What data we collect

When you create a Talent Pool profile or use the platform as an Employer, we may collect:

Full name and contact details (email address, phone number)
Professional information: qualifications, certifications, trade skills, years of experience
Location (town/city or postcode — used for matching purposes)
Employment preferences: availability, day rate, travel radius, preferred work types
Links to any Heat Geek Learn account or training records
Communications sent through the platform
Technical data: IP address, browser type, device, and usage logs

We also collect and store ratings and feedback submitted by Employers about Talent Pool Members following a period of work. This data forms part of a Talent Pool Member's profile and is visible to other Employers on the platform. See section 3.4 for more detail.

We do not collect sensitive personal data (such as health data, race, or religion) through this platform. Please do not include such information in your profile.

3. How we use your data

We process your personal data for the following purposes and on the following legal bases:

3.1 Providing the Talent Pool service

Legal basis: Legitimate interests (Article 6(1)(f) UK GDPR) — necessary to operate a professional matching platform.

Creating and maintaining your profile
Making your profile visible to verified Heat Geek network installers searching for workers
Allowing Heat Geek network members to contact you regarding work opportunities
Matching workers with appropriate installer businesses

3.2 Platform administration

Legal basis: Legitimate interests.

Verifying that you hold or have held a valid Heat Geek Learn account
Managing access, preventing fraud or misuse, and maintaining platform security
Sending service-related communications (e.g. profile expiry notices, platform updates)

3.3 With your consent

Legal basis: Consent (Article 6(1)(a) UK GDPR).

Sending you marketing communications about Heat Geek training, products, or services

You may withdraw consent at any time by clicking unsubscribe in any email or contacting us directly. Withdrawal does not affect the lawfulness of prior processing.

3.4 Ratings and feedback

Legal basis: Legitimate interests — operating a transparent, quality-assured professional network.

Employers may submit a rating and written feedback about a Talent Pool Member after working with them. This feedback is personal data and is processed as follows:

Ratings and feedback are stored on your profile and visible to other verified Employers on the platform
You have the right to see all ratings and feedback submitted about you — contact us at privacy@heatgeek.com to request this
If you believe a rating is inaccurate, unfair, or defamatory, you may report it to us. We will review the report and may remove the rating at our discretion
Heat Geek does not guarantee the accuracy or fairness of any rating submitted by an Employer
A pattern of consistently poor ratings may result in your removal from the Talent Pool (see Terms of Use, section 9)

4. Who we share your data with

Your Talent Pool profile — including your name, professional details, location, availability, and any ratings — is visible to verified members of the Heat Geek installer network who are logged in to the platform. This is the core function of the service.

We do not sell your personal data. We may share data with:

Third-party service providers who support the platform (e.g. hosting, email delivery, analytics) — bound by data processing agreements
Heat Geek's Learn platform, to verify account status
Regulatory bodies or law enforcement where legally required

We do not transfer your data outside the UK or European Economic Area without appropriate safeguards in place.

5. How long we keep your data

We retain your Talent Pool profile for as long as your account is active. If you have not logged in or updated your profile for 24 months, we will notify you and delete your profile unless you confirm you wish to remain listed.

Ratings and feedback submitted about you are retained as part of your profile for the same period. Where a rating is removed following a dispute, we may retain a record of the removal for audit purposes.

Account and transaction logs are retained for up to 7 years for legal and compliance purposes.

6. Your rights

Under UK GDPR, you have the right to:

Access the personal data we hold about you — including all ratings and feedback on your profile
Correct inaccurate or incomplete data
Request deletion of your data (where no legal obligation requires retention)
Restrict or object to certain processing
Portability — receive your data in a structured, machine-readable format
Withdraw consent at any time (where processing is based on consent)

To exercise any of these rights, contact us at privacy@heatgeek.com. We will respond within one month.

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

7. Cookies and tracking

The Talent Pool platform uses cookies and similar technologies to maintain your session, remember preferences, and understand how the platform is used. You will be presented with a cookie banner on first visit where you can manage your preferences. Strictly necessary cookies cannot be disabled as they are required for the platform to function.

8. Changes to this notice

We may update this Privacy Notice from time to time. Material changes will be communicated by email or by a prominent notice on the platform. The current version is always available at talentpool.heatgeek.com/privacy.

Last updated: 28 June 2026