Privacy Statement

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

Welcome to the Hive HR Limited Application privacy statement. Just so that you know, whenever we use the words “Hive”, “we”, “us”, or “our”, we mean HiveHR Limited.

Your privacy and confidentiality are really important to us and we are committed to protecting your personal data. This information notice will inform you as to how we look after your personal data, tell you about your privacy rights and how the law protects you. This information notice aims to give you insight into on how Hive collects and processes your personal data in a lawful, secure and confidential way.

We may collect and process your personal data when using our website or software application, including any data you may provide (i.e. when you fill in survey forms) and when you correspond with us, by email, LiveChat or by telephone.

It is important that you read this information notice so that you are fully aware of how and why we are using your data. This information notice supplements the other notices we may issue from time to time and is not intended to override them.

In this information notice, we’re going to share with you:
  • Who we are
  • What data we collect about you
  • What your data is used for
  • How your data is collected
  • How we keep it safe and confidential

We’ve tried to make this as jargon-free as possible and have a plain English explanation beneath each section.

Who are we?

We’re a UK software company that helps organisations to measure, understand and improve engagement in the workforce. Simply put, in order to become an even better employer, organisations need to understand how the workforce thinks and feels. We act as the middle-man by providing a surveying software application that gives employees the opportunity to share their views in a confidential way.

We provide surveying software to organisations that want to be even better at being a great employer. Employers use the feedback to better understand what the workforce thinks. 

Employees can respond to surveys, knowing that their thoughts and feedback are confidential.

The data do we collect about you and why:

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

Information we collect directly from you or your employer:

This includes personal data you provide when:

  • you enquire about or enter into a contract with us to deliver our Services;
  • you request marketing to be sent to you;
  • you contact us via live chat, email or telephone;
  • you or your employer share data with us to fulfil our Services;
  • you complete an employee survey, as a user.

Basic User Details – This is your name and surname.

Sometimes, basic user details include your DoB or gender, depending on whether your employer wants to be able to see whether there is a variation of views and thoughts across different demographics.

Basic User Details are a minimum requirement so that you can be a registered Hive user and take part in surveys. If additional details, such as Gender are included, they might be used if your employer wants to understand the workforce’s opinion on equal pay and understand how feedback from men and women differs.

Notification Information

Your email address or mobile number, so that we can let you know about new surveys to take part in or notify you if you’ve received a Hive-Five from one of your co-workers.

Just so that you know, we’d never sell or use your contact details for anything other than surveying on behalf of your employer.

Survey Data

We store your feedback, scores and comments from surveys.

Surveys wouldn’t be surveys without feedback, scores and comments.

Profile Data

Includes your password (if you have a login) or preferences when using our software (such as preferred language).

So that you can log in to see reports.

Billing Details

Such as name, surname, contact details, company address and company number; so that we can send invoices and receipts to the right people.

Where we send invoices to.

Marketing & Communications Data

Includes your name, surname, contact details and preferences in receiving marketing from us. For example, if you sign up for our newsletter.

We don’t send marketing communications to website visitors or application users unless they’ve specifically consented to receive them.

Information we collect from other 3rd parties and other sources:

As you interact with our website or application, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, and other similar technologies. Please see our cookie policy for further details.

Technical Data – This includes IP address and browser plug-ins.

Device Data – We collect data on the device you use when accessing our website or software application, browser, screen size and operating system.

Usage Data – Includes data we collect to help us understand how users interact with our software application and how visitors interact with our website.

We use this information because we need to make sure we continue to develop a product that looks great and works well for as many users and website visitors as possible. 

For example, by looking at how the website or applications is being used, we can spot usability problems or bugs.

Aggregated data:

We also collect, use and share Aggregated Data such as statistical or demographic data. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity.

To help organisations make sense of survey results, we aggregate the data. For example, to compare the results across a demographic.

How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Where we have consent to do so.

When you sign-up to receive our newsletter, for example.

Where we need to perform the contract we are about to enter into or have entered into with you or your employer.

For example, when we’re surveying employees on behalf of an employer.

Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

Conducting and managing our business to enable us to give you the best service/product and the best and most secure experience.

Generally, we do not rely on consent as a legal basis for processing your personal data other than in relation to sending direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

We only need your consent to send marketing communications to you.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with our Services). In this case, we may have to cancel a service you have with us but we will notify you if this is the case at the time.

For example, if we didn’t have any Billing Information, an organisation would be unable to pay for the Services.

Change of purpose

We will only use your personal data for the purposes for which it was collected unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

If, within reason, we need to use your data for another purpose, it will be related to the original purpose.

How long will we use your personal data for?

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances you can ask us to delete your data: see Request Erasure below for further information.

In some circumstances, we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

 

We only keep personal data for as long as we have to. 

By anonymising all of the feedback and scores provided, we can benchmark and spot trends, for example.

Changes to the Privacy Statement and your duty to inform us of changes

This version was last updated on 11th of May, 2018.

It is important 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.

Your Legal Rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data.

Request access to your personal data. This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to the processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you. We will advise you if this is the case at the time you withdraw your consent.

If you wish to exercise any of the rights set out above, please contact us.

How to Contact Us

You can contact our Privacy Officer by post or by email:

Privacy Officer
HiveHR Limited
2nd Floor, The Old Casino, Forth Lane,
Newcastle upon Tyne,
NE15HX

privacy@hive.hr

You have the right to make a complaint at any time to the Information Commissioner’s Office (“ICO”), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may 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 access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

This is a security measure so that we don’t share personal data with someone pretending to be you.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it may 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.

Data Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

In addition, we limit access to your personal data to Hive 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 put in place procedures 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.

 

Did you know, we are ISO27001 accredited? It’s a recognised international standard for information security.

Disclosure of your personal data

We may have to share your personal data with the parties set out below for the purposes of processing your personal data that are set out above:

  • Service providers acting as processors based in and outside of the EU who provide IT and system administration services.
  • Professional advisers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.
  • HM Revenue & Customs, regulators and other authorities based in the United Kingdom who require reporting of processing activities in certain circumstances.
  • 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 notice.

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.

 

Our email partner, for example, is SendGrid, based in the US.

International transfers

Sharing your personal data with third-parties will not normally involve transferring your data outside the European Economic Area (EEA).

However many of our external third parties are based is the US, so their processing of your personal data will involve a transfer of data outside the EEA.

Whenever we transfer your personal data out of the EEA, 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 by the European Commission.
Where we use certain service providers, we may use specific contracts approved by the European Commission which give personal data the same protection it has in Europe.
Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar protection to personal data shared between Europe and the US.
Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the EEA.

Third-party links

When using our website or software application it may 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. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

If you use our LiveChat feature, for example, which is provided by Intercom.

Marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We have established the following personal data control mechanisms:

Promotional offers from us

We may use your Marketing & Communications Data, Technical, Usage and Device Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, insights, news, features, services and offers may be relevant for you (we call this marketing).

You will receive marketing communications from us if you have requested information from us or purchased goods or services from us and, in each case, you have not opted out of receiving that marketing.

We like to tell our customers about new features. We share insights and good practice with website users who have given us consent. 

All of our marketing emails include the ability to remove content.

Opting out

You can ask us to stop sending you marketing messages at any time by contacting us.

Cookies

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