Privacy policy
Effective as of 09/12/2025
Purpose of this policy
This Privacy Policy explains how Pluxee UK Ltd (“Pluxee”, “we”, “us”, or “our”) collects and processes your Personal Data when delivering contracted services and/or use our websites, portals, applications, and platforms (“Sites”). It complements any other privacy notices which we may provide and does not override them.
Who we are
We are the data controller
Pluxee UK Ltd (Company No. 02680629) whose registered address is at Enigma, The Park MK, Ortensia Drive, Wavendon, Milton Keynes, MK17 8LX, is the Data Controller responsible for your Personal Data. It follows that we determine the purposes and the means of the processing of Personal Data.
We are committed to protecting your Personal Data and complying with all applicable data protection laws, including the (i) the General Data Protection Regulation (EU) 2016/679 (GDPR); (ii) any legislation ratifying, implementing adopting, supplementing or replacing (a) the GDPR (including, in the United Kingdom, the Data Protection Act 2018 and the applied GDPR as defined in therein); (b) Privacy and Electronic Communications Directive 2002/58/EC (including, in the United Kingdom, the Privacy and Electronic Communications (EC Directive) Regulations 2003). Trust and confidentiality are central to our relationship with customers, partners, and users.
We are experts in the provision of employee benefits, rewards and recognition, and we use a number of third parties to provide the best range of benefits, discounts, offers, products and services (referred to as “Supplier” in this Privacy Policy) as described below.
You may have access to our Sites because:
- We have a contract your employer or rewards provider who has shared your Personal Data with us to enable access to our Services; or
- You are a member of programmes such as the Health Service Discounts, Discounts for Carers, Discounts for Teachers or Charity Worker Discounts (“Cashback Card”), run and managed jointly by Network Digital Marketing Ltd (“Network” formerly trading as We Are Discounts) and Pluxee UK LTD under a data sharing agreement.
- You have registered onto our Sites and/or use our Services as offered in our Sites.
Our contact details
We have appointed a data protection officer (DPO) who is responsible for overseeing our data protection policies. If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact the DPO using the details set out below:
- General Privacy Queries: privacy.uk@pluxeegroup.com
- Data Rights & Access Requests: data@care.pluxee.uk
- Postal Address: Data Protection Officer, Pluxee UK Ltd, Enigma, The Park MK, Ortensia Drive, Wavendon, Milton Keynes, MK17 8LX
Key definitions
“Data Controller” Means the natural or legal person, public authority, agency or other body which, alone or jointly with others determines the purposes and means of the Processing of your Personal Data on the Sites. In this Policy “Data Controller” means Pluxee UK Ltd.
“Personal Data” Means any information relating to an identified natural person or one that can be directly or indirectly identified by reference to an identification number or to one or more factors specific to this person, such as your name, email address or IP address.
“Processing” Any operation or set of operations that is performed on Personal Data or on sets of Personal Data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination, or otherwise making available, alignment or combination, restriction, erasure, or destruction.
“Processor” Means a legal or natural person, public authority, agency or other body which processes Personal Data on behalf of the Data Controller.
“Services” Employee Benefits, Rewards and Recognition programmes and any other services provided by Pluxee UK Ltd, and any other services, programme and/or products it may offer on its Site.
“us” “we” or “our” Pluxee UK Ltd acting as Data Controller.
“you” or “Users” Any Site user/visitor or beneficiary of the Services
The data we collect about you
We collect various types of Personal Data to provide our Services and improve your experience. This includes:
- “Identity Data” Name, username, job title, employee/payroll number, date of birth, National Insurance number, and profile photo (where relevant).
- “Contact Data” includes your address, email and telephone numbers.
- “Transaction Data” includes details about payments and purchase made on our Sites. We may also refer to this as Spending Data, which are aggregated Transaction Data.
- “Technical Data” includes notably IP address, login details, browser type, time zone, device information, and operating system.
- “Profile Data” includes orders and purchases made by you, your interests, preferences - includes your preferences in receiving marketing from us and our third parties and your communication preferences, feedback and survey responses when non anonymous.
- “Usage Data” includes information about how you use our Sites, products and services.
- “User Content” includes your comments, reactions, and recognitions shared on our Recognition and Reward Platform.
Please note:
We sometimes use aggregated data (e.g., statistics), which does not identify individuals unless combined with Personal Data, to analyse and understand how our Services are used.We do not collect sensitive or special categories of Personal Data (e.g., health, ethnicity, political views) or data relating to criminal convictions, unless explicitly required and if so, always with your consent.If we are unable to process your Personal Data in accordance with this Privacy Policy, we may not be able to provide you with access to our Services.
How is your data collected
We collect your Personal Data including through:
- Direct interactions. You may give us your Identity and Contact Data by filling in forms or by corresponding with us. This includes but is not limited to Personal Data you provide when you, complete forms on our Sites; make a purchase or redeem products or services, rewards or benefits on our Sites; create an account on our Sites; request marketing to be sent to you; request information about our services be sent to you; enter a competition, promotion or survey; subscribe to publications; give us feedback or contact us.
- Automated technologies or interactions. As you interact with our Sites, we may automatically collect Technical Data about your device, browsing behaviour and usage patterns. This data is gathered through cookies, server logs, similar technologies, or when you visit other websites employing our cookies. You can disable cookies by managing your preferences in our Sites. Please see our Cookie Policy found at www.pluxee.uk/privacy-cookies for further details.
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Third-parties or publicly available sources. Not all personal data we hold originates directly from you. We may receive data within and outside of the UK from the following sources
- Identity and Contact Data from your employer or rewards provider
- Contact and Transaction Data from providers of technical, payment and delivery services.
- Technical Data from:
▪ Analytics providers such as Google;
▪ Advertising networks; and
▪Search information providers.
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If you are a member of Network, we may receive Technical Data (limited to IP address and/or an ID no.) from Network, as further explained below. Network will be acting as a data controller, and their privacy policies can be found here:
- https://healthservicediscounts.com/privacy-policy
- https://www.discountsforteachers.co.uk/privacy-policy
- Identity and Contact Data from credit reference agencies, publicly available sources such as Companies House and the Electoral Register and other similar agencies, where applicable, for the purposes of ‘know your business’ and ‘know your client’ checks.
- Social Media. We may also collect personal information from your social media accounts if you connect with us or our services using your social media accounts, including LinkedIn, Twitter, Facebook, TikTok and Instagram
How we use your personal data
We will only use your Personal Data in one or more of the following circumstances:
- You have given us your specific consent to do so.
- We need to perform a contract with your employer or reward provider and/or yourself when you register onto the site
- We have a legitimate interest to do so, such as conducting our business in an efficient, and compliant manner, promoting our business, properly administering our Sites, and/or managing our operations. We will always ensure that we are transparent and that our legitimate interest does not override your interests and fundamental rights.
- Where we need to comply with a legal obligation.
Purposes for which we will use your personal data
We have set out below a description of our processing. This table notably explains the purpose of the processing and details its legal basis.
Please contact us at data@care.pluxee.uk if you need details about the specific legal ground, we are relying on to process your Personal Data.
Data Processing Activities & Purposes |
Categories of Personal Data |
Legal basis |
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1. Managing the Sites for you Includes notably troubleshooting, data analysis, testing; maintenance, reporting; hosting of data; ensuing compliance to legal obligation; |
Identity Contact Technical |
Consent Legitimate interest in implementing the technical measures necessary for the operation of our website Legal obligations |
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2. Communications with you Includes notably, communications to invite you to register; services notification, changes of this policy our general terms or our Services; Responding to any requests and/or complaints. |
Identity Contact Profile, Usage and Transaction |
Consent Legitimate interest to promote our Services, improve and personalise our Site Contractual Obligations |
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3. Managing your Programme Includes registration and creation of an account; assess eligibility and routine checks including KYB and KYC, providing our Sites; enable the use of Single Sign On (SSO) credential with some of our Suppliers on our Sites by enabling a minimal transfer of data and enabling the login and creation of an account on the Supplier portal ; process and deliver our Services; managing payment, fees and charges, collecting and recovering fees owed to us |
Identity Contact |
Contractual Obligations Legitimate Interest to help provide and keep track of our Sites access, ensure only eligible user access our Sites and receive our Services, to recover debts Legal Obligation for in relation to know your Business (KYB), Know your Customer (KYC) checks. |
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4. Engaging with you Enabling you to leave reviews, partake in prize draw or competitions, webinar and request for a demo |
Identity Contact Profile Usage |
Consent Contractual Obligations Legitimate Interest study how customers use our products/services, to develop them, make more relevant to you, and grow our business Legal Obligation to publish prize winners. |
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5. Market our Services Includes: The delivery of relevant Sites content; The understanding you and the effectiveness of our advertising; The use data analytics to improve our Sites, Services, offer and experience; The suggestion and recommendation of offer or deals that may be of an interest to you; The understanding of your motivations, values and needs to tailor our content and marketing communications Please see use of aggregated data above and also refer to the “Profiling” section below this table. |
Identity Contact Profile Usage Spending Technical User Content |
Consent Legitimate Interest to study how customers use our Services and our Suppliers’ products and; to grow our business and to develop our marketing strategy; to understand our customers choices to develop our products and grow our business; and to promote our business, brand, products and services and that of our Suppliers. |
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6. Communication with your Employer/Reward Provider Including to inform them as to how you are using our Sites and services; notify your employer or rewards partner if there is any suspected fraud or improper behaviour |
Identity Contact Usage Spending |
Contractual Obligation Legitimate Interest to evidence how our Sites and Services on our Sites are being used and promote and further develop our Services and Sites. |
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7. Network Members If you are a member of Network, you may register for Cashback Card from us directly. If you do, we will share data with Network as part of your membership with them. Both Pluxee and Network will be acting as Data Controller of the personal data it receives and processes. Network’s Privacy Policy is available in section 4 “How your Data is Collected” above. You can decide that you do not want us to share this information with Network by contacting us at: data@care.pluxee.uk Point 1 to 6 of this table also apply |
Identity includes any additional card issued at your request, Cashback earned and transaction date Transaction includes information about, your card status, how you use your Cashback Card including purchases, retailer details, purchase amount (including Top- ups), and your account balance Spending data Usage data (App) |
Contractual Obligation Legitimate Interest to promote and provide our Cashback Card Services |
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8. Cookies Personalisation of the Site and enhancement of the experience. A more detailed description of how and why cookies might be used on the Sites is at your disposal on our web page |
IP address Cookies Statistical data |
Consent Legitimate interest to implement the technical measures necessary for the operation of our website |
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9. Recognitions and Rewards Programme To provide and administer the Recognition and Reward Platform, such as enabling you to create and share reactions and comments to feeds; and use the functionalities to recognise, reward and/or nominate your colleague, to ensure we comply with all legal obligations. Please note that information such as your ID, Name and Picture (if uploaded) will be available for view by other users across the platform in your organisation. You can amend and manage your profile information in the Recognition and Reward Programme “Profile” section. Point 1 to 6 of this table also apply |
Identity Contact User content |
Consent Contractual Obligation Legitimate Interest to analyse the use and maintain our Sites to properly administer the Site. Legal Obligation |
| 10. Pluxee Card Programme |
Identity Data may include your child(ren) data if you enable them to obtain a secondary card Sharing your personal data with credit reference agencies and similar agencies for the purposes of carrying out necessary checks including KYB and KYC and will be required Point 1 to 6 of this table also apply |
|
| 11. Childcare Voucher Programme |
Point 1 to 6 of this table apply We may also process your child’s name and date of birth in order to provide the programme. |
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Profiling
When you visit our Site(s), we may use tools such Google Analytics to collect non-identifiable Technical Data with a view to improve performance and user experience.
We may also profile your Personal Data to better understand your interests and tailor our communications. This includes using Identity, Contact, Spending, and Profile. Further to this and if you have not opted out of marketing communications, we may also contact you to support the promotion of our benefits platform within your organisation.
You can object to profiling at any time by contacting us at data@care.pluxee.uk. Unless otherwise stated, we do not share your Personal Data with third parties.
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Promotional offers / Marketing from us
On the basis of our legitimate interest in keeping you informed and engaged with our products, you may receive marketing communication after registering onto our Site, and/or requesting or purchasing our products or services. You can unsubscribe from these marketing communications at any time. You will always be given the opportunity to opt out of marketing communications, and we will also remind you of this option each time we contact you (further information in our “Opt-out” section below). If you have signed up to receiving marketing communications, you may unsubscribe at any time (further information in our “Opt-out” section below). Where we hold your business contact details (i.e., your work email address), we rely on the legitimate interests to send you communications, but you will also always have the option to opt out from future messages.
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Opting out
You can opt out of receiving marketing communications from us at any time by contacting us, using the unsubscribe link in any marketing message sent to you, or by updating your preferences in the relevant section of our Sites.
Please note that when you use our unsubscribe link our update your preference, it can take up to 7 days for your request to be implemented, you may receive marketing communication in the lead time.
Please also note that unsubscribing from marketing communications will not affect services related communication, such as those related to your order(s) or important updates about the Services, such as any downtime in our Sites.
If you are a Network member registered for and using our Cashback Card, you will continue to receive service emails from Pluxee and marketing communications from Network. To unsubscribe from Network’s marketing messages, you can update your membership profile preferences on their website. For more details, please refer to Network’s Privacy Policy, as referenced in the section “How is your Personal Data collected” above.
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Cookies
You can configure your browser settings to block or be notified of all or certain type of cookies. Please note that disabling or rejecting cookies may affect the functionality of some areas of our Sites, potentially making them inaccessible or less responsive. For detailed information about the cookies we use, please refer to our Cookie Policy at www.pluxee.uk/privacy-cookies.
Disclosure of personal data
We do not sell or share your Personal Data with third parties for them to use for marketing purposes. However, we may share your Personal Data with the parties set out below for the purposes set out in the table in section 7 “Purposes For Which We Will Use Your Personal Data”, above.
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Within the Pluxee Group:
Other companies in the Pluxee Group, based in the UK and EU only. The security and confidentiality of your Personal Data is of great importance to us and the other entities of the Pluxee group. This is why we strictly restrict access to your Personal Data to members of our staff and only to the extent strictly necessary to process your Personal Data or provide the services necessary for the Site. We ensure that the persons authorized to process the Personal Data have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality.
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Outside of the Pluxee Group
This would include:
- Service providers acting as processors for IT systems, administration services, hosting, maintenance and support.
- Payment providers to process payments and make any refunds that may be due to you
- Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
- HM Revenue & Customs, regulators and other authorities who require reporting of processing activities in certain circumstances.
- Digital analytics companies, such as Google Analytics, for website analytics and reporting in respect of our analytics and marketing.
- Police or other such regulatory authority as part of an investigation or otherwise for legal or regulatory purposes.
- UK law enforcement agencies and third-party security companies for the purpose of ensuring that we comply with the law and have adequate security measures in place.
- Credit reference agencies and other similar agencies, where applicable, for the purposes of conducting ‘know your business’ and ‘know your client’ checks.
- We will disclose your personal information to other third parties if we are under a duty to disclose or share your Personal Data to comply with any legal or regulatory obligation or request. This includes exchanging information with other companies for the purposes of fraud protection and credit risk reduction.
- Suppliers for the purposes set out in the table above, including fulfilling your order/ providing products or services to you.
- Some of our Suppliers will be acting as Data Controllers when they process your Personal Data and, on some occasions, you may be disclosing Personal Data directly to them. We will make this clear to you on the relevant pages, where a link to their privacy policy will be provided. We encourage you to read with attention such privacy policy.
- Where you are a member of Network and obtain a Cashback Card directly from us as part of your membership, we will share data with Network as set out in the table above.
- Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your Personal Data in the same way as set out in this Privacy Policy, provided it is in full compliance with the law
We require all third parties to respect the security of your Personal Data and to treat it in accordance with the law. We do not allow our third-party service providers to use your Personal Data for their own purposes and only permit them to process your Personal Data for specified purposes and in accordance with our instructions.
International transfer
We may share your Personal Data within the Pluxee Group. As Pluxee is part of an international group of companies, this may involve transferring your data outside the UK to the EU.
Some of our external third parties are based outside the UK, such as suppliers providing services for our Sites, so their processing of your Personal Data will involve a transfer of data outside the UK.
Whenever we transfer your Personal Data outside of the UK, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
• We will only transfer your Personal Data to countries that have been deemed to provide an adequate level of protection for Personal Data.
• Where we use certain service providers, we may use specific contracts approved for use in the UK which give Personal Data the same protection it has in the UK.
Please contact us at privacy.uk@pluxeegroup.com if you want further information on the specific mechanism used by us when transferring your Personal Data out of the UK.
Data security
We have appropriate security measures in place to prevent your Personal Data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed, such as the encryption of data where relevant . In addition, we limit access to your Personal Data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your Personal Data on our instructions, and they are subject to a duty of confidentiality.
We have procedures in place to deal with any suspected Personal Data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
Nevertheless, you also have a responsibility to ensure the security and confidentiality of your Personal Data, so we invite you to remain vigilant, by notably using strong passwords, especially when using an open system such as the Internet.
Data retention
We will only retain your Personal Data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements.
The specific retention periods listed below are non-exhaustive – please contact us for further details:
| Type of data | Retention period |
| IP address statistical data | The data related to your use of the Site, will be kept for as long as necessary for the Processing. |
| Cookies | A maximum of 24 months. For more details, please refer to the Cookie Policy. |
| Identification, usage, profile, transactional and technical data | As long as necessary for the Processing. |
| Financial information and accounting records |
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| Know your business/customer (KYB/KYC) information |
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| Website analytics reports from cookies and other similar technology |
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Your legal rights
We are committed to ensuring the protection of your rights under applicable laws.
You can exercise your legal rights at any time.
You have the following rights under data protection laws in relation to your personal data rights:
| Right of access and rectification | You, as a Data Subjects can request a copy of the Personal Data we hold about you. You may also request rectification of inaccurate Personal Data, or have incomplete Personal Data completed. |
| Right to erasure |
Your right to be forgotten entitles you to request the erasure of your Personal Data in cases where:
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| Right to restriction of processing |
You may request that processing of your Personal Data be restricted in the cases where:
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| Right to data portability |
You can request, where applicable, the portability of your Personal Data that you have provided to Pluxee, in a structured, commonly used, and machine-readable format you have the right to transmit this data to another Controller without hindrance from Pluxee where:
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| Right to object to processing | You may object (i.e. exercise your right to “opt-out”) to the processing of your Personal Data particularly in relation to profiling or to marketing communications. When we process Personal Data on the basis of your consent, you can withdraw your consent at any time. |
| Right not to be subject to automated decisions | You have the right not to be subject to a decision based solely on automated processing, including profiling, which has a legal effect upon you or significantly affects you. |
| Right to lodge a complaint |
You can write to us for any complaint at data@care.pluxee.uk or by filling on the Complaint/Data Subjects’ Request Form available at PLUXEE UK Complaint Data Subjects’ Request Form - V1.2 - 18.12.2024 - FINAL.pdf. You may also choose to lodge a Complaint with the ICO, which is the UK Data Protection Supervisory Authority. Information Commissioner’s Office ICO website: https://www.ico.org.uk You have also the right to lodge your complaint before the courts of England and Wales. |
- Fees
You will not have to pay a fee to exercise any of your rights. However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we can refuse to comply with your request in these circumstances. - What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to exercise any of your rights. This security measure is designed to prevent unauthorised disclosure of your Personal Data. We may also contact you for additional information to help expedite our response. - Time limit to respond
We try to respond to all requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Third party links
Note that we occasionally include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. These platforms operate independently from our Sites and are not under our control. These platforms have their own Privacy Policy or terms of use which we strongly advise you to read. We do not accept any liability with regards to the content of such third-party websites, plug-ins and applications.
Update
We keep our Privacy Policy under regular review, and this policy may be amended and updated, notably to comply with any legal or technical developments that may arise. This version was last updated on 14/10/2025.
It is important also that the Personal Data we hold about you is accurate and current. Please keep us informed if your Personal Data changes during your relationship with us.
Next review:
October 2026
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