Privacy Notice

Your privacy and confidentiality are really important to us and we are committed to protecting your personal data.

Welcome to the Hive HR Limited Privacy Notice. 

Your privacy and confidentiality are really important to us and we are committed to protecting your personal information. This privacy notice applies to how we generally collect and use data. If you want to know how we collect and use data when you use the Hive application to complete Hive surveys for example, please read this notice

Just so that you know, whenever we use the words “Hive”, “we”, “us”, or “our”, we mean HiveHR Limited. 

Please note that this notice supplements the other notices we may issue from time to time, and is not intended to override them. We’ve tried to make this as jargon-free as possible, but if you have any questions, please contact us.

In this information notice, we’re going to share with you (click to expand):

General information

We’re a UK based company who provide an employee feedback platform and strategic HR partnership. We give our customers the tech, the insight and the coaching to manage change and amplify employee voice.

Our accessible, cloud-based platform has four flagship features—Hive Surveying with flexible question sets, Hive Open Door for always-on listening, Hive Messenger to engage in two-way conversations and Hive Fives to cultivate coworker recognition.

But it takes the perfect blend of technology and people to drive change, so our People Scientists are on hand to help HR teams and managers harness employee feedback and uncover the real story behind the data.

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • You have requested further information about the Hive platform.
  • You have requested one of our downloadable resources from our website
  • You wish to attend, or have attended, an event.
  • You have created an account in Hive+.
  • You have applied for a job or secondment with us.
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We also receive personal information indirectly, in the following scenarios:

  • You are representing your organisation, which is using the Hive platform and your organisation provides us with your details to help manage the service. 
  • Where you have made your contact information publicly available and we use this to contact you about our services.

Hive is ISO27001 accredited. This is a recognised international standard for information security, and our accreditation shows we have appropriate measures in place to protect your information from being lost, used, altered, or seen by someone it shouldn’t. 

Where we rely on third parties to help provide services, we ensure that there’s an adequate level of security and data protection in place, such as checking security certifications, ensuring Data Protection Agreements or EU approved Standard Contractual Clauses are in place.

You have the ability to exercise the following rights over your personal data:

  • To request access to a copy of the personal data we have about you, to check that it’s accurate, and that our processing of it is lawful. 

 

It’s free to do this, but we may charge a reasonable fee, or refuse to provide a copy, if your request is repetitive or excessive. 

 

  • To complete or correct any information about you, but we may need to verify the new data is accurate.  
  • To ask us to delete or remove your personal data. However, we may not always be able to do this, due to specific legal reasons. If there are reasons why we can’t delete some of your personal data, we will tell you.
  • To object to the processing of your personal data. You also have the right to object if we are processing your personal data for direct marketing purposes. Or you can simply unsubscribe from marketing emails.
  • To ask us to temporarily stop processing your personal data (a) if you want us to show the information is accurate; (b) where our use of the data is unlawful but you don’t want us to delete it; (c) where you need us to hold the data because you need it for a legal claim; or (d) you have objected to our use of your data but we need to work out whether we have legitimate grounds to use it.
  • To Withdraw consent at any time where we’re relying on consent to process your data. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you at the time, if this is the case.

 

Exercising your rights: 

If you want to exercise any of your rights, please contact us. We may need further information about your request, or to confirm your identity, before we take action. 

We try to respond to all legitimate requests within one month. Sometimes it may take longer than a month, if your request is complex or you have made a number of requests. In this case, we will notify you and keep you updated. 

 

The right to complain 

You have the right to complain to the Information Commissioner’s Office (“ICO”), the UK’s supervisory authority for data protection issues (www.ico.org.uk). However, we’d appreciate the chance to deal with any concerns before involving the ICO, so please contact us.

VeraSafe has been appointed as Hive’s representative in the European Union for data protection matters, pursuant to Article 27 of the General Data Protection Regulation of the European Union. If you are in the European Economic Area, VeraSafe can be contacted in addition to privacy@hive.hr only on matters related to the processing of personal data. To make such an inquiry, please contact VeraSafe via their website or via telephone at: +420 228 881 031.

Alternatively, VeraSafe can be contacted at:

VeraSafe Ireland Ltd.

Unit 3D North Point House

North Point Business Park

New Mallow Road

Cork T23AT2P

Ireland

This version was last updated on 11th January 2022. 

This Privacy Notice may be updated occasionally, in line with changes to the law or our practices. Please ensure you check this notice for changes, as we will only directly notify you, via email, when we want to make significant changes to the way we collect, store or process your data.

You can contact us by emailing privacy@hive.hr, or by posting to:

Privacy at HiveHR Limited
4th Floor Broadacre House,
Market Street,
Newcastle upon Tyne,
Tyne and Wear,
NE1 6HQ

Why and how we use your information

When you visit our website, we use the following third-party services, to collect standard internet log information and details of visitor behaviour patterns. This includes IP address, browser plug-ins and data on the device you use to access our website. We do this to help maintain, develop and monitor the performance and usage of our website.


Third-party links

When using our website there may be 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. We don’t control these third-parties, so if you leave our website, we encourage you to read their privacy notices.

Cookies

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. Please note that if you disable or refuse cookies,  some parts of our website may become inaccessible or may not function properly. For more information about the cookies we use, please see our Cookie Policy.

Lawful basis for processing

The lawful basis we rely on to process your personal data is either:

  • Consent
  • It’s necessary for our legitimate interests. For example in order to maintain the integrity of our IT systems and the continuity of our business.

To provide potential and existing customers with useful and relevant information about our services our Sales and Marketing Teams may process information such as name, role, contact details and preferences in receiving marketing information from us. 

You’ll receive marketing from us if you have signed up to receive it, have requested information, or you are a customer, and have not opted out.  You may also receive highly-targeted marketing from us if we identify there is a legitimate interest to contact you and we have access to publicly available information. We may use a combination of data to deliver communications which contain insights, news, and offers we think may interest you. 

You can ask us to stop sending you marketing at any time by clicking unsubscribe in our marketing communications, or by contacting us.

We use the following partners to help us manage sales and marketing: 

  • We use Hubspot, which is based in the USA to collect and handle information provided to us for sales, marketing and customer relationship purposes.  https://legal.hubspot.com/privacy-policy
  • Prospect Global Ltd (trading as Sopro) has offices based in the EU.  Sopro are digital marketing agents and conduct business to business marketing activity on our behalf (acting as GDPR joint controllers).  Their Data Protection Officer can be emailed at: dpo@sopro.io. Privacy Policy & GDPR Compliance

 

How long we’ll keep your data for

We will only keep this information for as long as it is relevant and necessary for sales and marketing purposes.

Lawful basis for processing

The lawful basis we rely on to process your personal data is either:

  • Consent
  • It’s necessary for our legitimate interests. For example, in order for us to provide relevant information about our services that we think will be of interest to you.

To help us manage our contracts and relationship with customers we may process information such as your name, role, organisation and contact details. This information may be provided to Hive by your employer.

We use Hubspot, which is based in the USA to collect and handle information provided to us for customer relationship purposes.  https://legal.hubspot.com/privacy-policy

We also use Skalin, which is based within the EU, for customer relationship and customer success management purposes. https://www.skalin.io/privacy


How long we’ll keep your data for

We will only keep this information for as long as it is relevant and necessary to enable us to fulfil our contractual obligations with your employer.

Lawful basis for processing

The lawful basis we rely on to process your personal data is:

  • It’s necessary for our legitimate interests. For example, in order for us to provide services to your employer.

If you apply for a role, we will use your information to assess your suitability for a role you have applied for and to help us develop and improve our recruitment process.

How long we’ll keep your data for

We will only keep this information for as long as it is relevant and necessary to help us manage our recruitment processes. Typically information about unsuccessful candidates will be destroyed after 12 months.

Lawful basis for processing

The lawful basis we rely on to process your personal data is:

  • The processing is necessary to perform a contract or to take steps at your request, before entering a contract.


If you provide us with any information about reasonable adjustments you require under the Equality Act 2010 we would rely on our legal obligations under the Act to process it.

The lawful basis we rely on to process any information you provide as part of your application which is special category data, such as health, religious or ethnicity information is our obligations in employment law and the safeguarding of your fundamental rights. And Schedule 1 part 1(1) of the Data Protection Act 2018 which again relates to processing for employment purposes.

We use your profile information, such as your name, job title and company, to help manage our Hive+ community, which is hosted in Ireland.

We will never sell your personal data to anyone. [will we ever take profile info and add it to sales and marketing lists?]

How long we’ll keep your data for

We will only keep your information for as long as it is relevant and necessary to enable us to manage the Hive+ community.

Lawful basis for processing

The lawful basis we rely on to process your personal data is either:

  • Consent
  • It’s necessary for our legitimate interests. For example in order to manage the community and maintain the integrity of our IT systems.