Privacy
What we collect, why, who sees it, how long we keep it and how to have it deleted. Last updated 3 October 2026.
Who we are
Role Reward (rolereward.com) is run by Modern Labs Ltd, which decides how your details are used. Email hello@rolereward.com about anything on this page.
What we collect
- Your account: your email address, name, headline, LinkedIn link, mobile number if you give it (only Role Reward sees it; if you tick "Send me new roles on WhatsApp", we add you to our WhatsApp announcements group, where other members can't see it), location and the fields you work in.
- Recommendations: the name, email and LinkedIn of the person you recommend, their mobile number if you give it, and what you write about them.
- If someone recommends you: the details they gave us, your answer, any changes you make to them, your CV if you add one, and the fields you tell us you know.
- Companies: the roles you post or manage, the terms you agree to, and invoices.
- Applications and role alerts: what you send us when you apply or sign up.
- How the site is used: pages visited, buttons used, the site that sent you, and your browser and rough location, through Google Analytics.
- Errors: technical reports when something breaks, through Sentry.
Why we use it
- To run the service you signed up for: accounts, recommendations, passing a candidate to a company, paying rewards and invoicing fees.
- Because the candidate agrees: a company sees a candidate's details only after the candidate says yes.
- Our legitimate interests: emailing someone once (plus one reminder) when they are recommended, contacting them by phone or message if the person who recommended them gave us their number and they haven't answered, listing roles that companies have advertised publicly, keeping the site secure, and understanding how it is used so we can improve it.
- The law: keeping financial records.
We never sell your details or use them for advertising.
Who we share it with
- Companies, only for candidates who said yes: their name, email, LinkedIn, mobile number and CV if they gave them, and the note from the person who recommended them.
- The person who recommended you sees whether you said yes and how far you got.
- Services we use to run the site: Supabase (database and sign-in, London), Netlify (hosting), Brevo (sending email), ImprovMX (forwarding replies), Google Analytics and Google Tag Manager (site analytics) and Sentry (error reports, EU). Some are US companies; where your details leave the UK they are protected by the UK's approved safeguards.
Analytics, cookies and your browser
We do not show a cookie banner. We use a small amount of analytics so we know which pages work, and you can switch it off in one click.
- Google Analytics sets cookies (named
_ga) that last up to two years. It does not store your IP address. Private links (such as the yes/no link sent to a candidate) and email addresses are removed from page addresses before anything is sent. - If you are signed in, we also send Google Analytics your account's internal ID, a random code, so it counts you once across your devices. It never receives your name or email address.
- Signing in keeps your session in your browser's storage. We also remember a referral code if you arrive through someone's link.
How long we keep it
| What | How long |
|---|---|
| Your account and profile | Until you delete it or ask us to. We delete it within 30 days of your request. |
| A recommendation the candidate said no to | Their email, mobile number, LinkedIn and the note about them are deleted after 30 days. |
| A recommendation nobody answered | It closes after 90 days, and the candidate's email, mobile number, LinkedIn and note are deleted. |
| A candidate the company did not take forward | Their email, mobile number, LinkedIn, CV and note are deleted after 12 months. |
| Hires, rewards and invoices | Six years, for tax records. |
| Terms a company agreed to | As long as the role is listed, then six years. |
| Applications we turned down | 12 months. |
| Role alerts | Until you unsubscribe; deleted 30 days after. |
| Invitations nobody accepted | The invitee's details are deleted 90 days after the invitation expires. |
| Emails we sent you (our copy) | 90 days. |
| Sign-in requests | 30 days. |
| Clicks on shared role links | 14 months. |
| Google Analytics data | 14 months. |
| Error reports | Up to 90 days. |
In each case the candidate's name stays on the record so the person who recommended them can see what happened.
Your rights
You can ask to see, correct, download or delete your details, or object to how we use them. Email hello@rolereward.com and we will reply within a month. If you are unhappy with our answer, you can complain to the Information Commissioner's Office at ico.org.uk.
Changes
If we change how we use your details, we will update this page and its date. If the change matters, we will email members too.