PRIVACY POLICY

 

1. Introduction

Hive 25 Limited is committed to protecting and respecting your privacy.

This policy describes the personal data that we collect, how that data is processed, and your rights and choices in relation to it.

We may change this policy from time to time, due to changes in our business, technology, applicable laws, or any other reason. Please check this page from time to time to be informed of the latest changes. We may also communicate them to you using any reasonable method.

2. Our Role

We are a provider of a freelancer management and rostering platform and associated services. We help organizations such as broadcasters and media companies and agencies to access, book and manage freelancers, and make it easier for freelancers to secure work. This may involve the collection of certain personal data from freelancers, clients, or our other business contacts.

For most processing activities we are a “data controller”, that is to say that we decide on the ways the data is processed and for what purposes.

Sometimes, agencies or clients may add freelancer data to our platform, which case, the relevant data controller is our client, and we are a data processor that processes that data on their behalf and on their instructions. For those cases, you should consult the organisation with whom you are working for further details.

For any question or request relating to personal data processing, we can be contacted as set out in section 7.

 

3. Categories of data, sources of data, purposes of the processing and legal basis for the processing

Data	Categories	Source	Purpose of Processing	Legal Basis	Comments
Data of freelancers who sign up on our platform.	Email Password Name Job Title Location Calendar Bookings Interactions with clients Optional survey responses.	From you directly or from your interactions with our clients.	To allow you to be found by our clients and to provide our services to you.	Necessary for the performance of our contract with you.	You can login to the Hive 25 platform in order to access and manage your profile and details.
Data of freelancers whose data is entered by our clients/agencies	Name Contact details Calendar Bookings Interactions with clients.	From our clients who enter this data into our platform	To provide rostering and management services to our clients	The legal basis for this processing will be decided by each client – the most frequent legal basis may be that the processing is necessary for the performance of their contract with you or for their legitimate interests in managing your work with them	The client/agency that who you are working with can provide additional information about their data processing and how you can exercise your legal rights
Data of our clients’ authorised users	User name Email address Password System access records (login, logout) General system usage, screens visited, reports run)	From you (or your organisation) From server logs From administrator devices	To provide secure access to our platform and services. To provide client services, training, and support and maintenance in relation to our services. To support development of our platform and services.	Necessary for our legitimate interests in operating and improving our platform and services	This data relates to secure access to and usage of our platform and services
Business Contacts Data	We process data about the representatives of our clients or suppliers (or potential clients or suppliers) and/or other business contacts (e.g. media or PR): -Name -Employer -Work address -Work email -Work phone -Title -Qualifications / business interests -Contractual information	From you or from your organisation, or in some cases (such as for business development) from public sources such as trade shows or professional networking	To provide our platform, services and support, and information to interested parties To evaluate, obtain and pay for supplies. To carry out our obligations and enforce our rights arising from our client or supplier contracts. To invoice and collect fees. To promote and develop our business. To notify interested parties about changes to our services. - To keep records for accounting, tax, or compliance purposes. - To analyse usage and trends (using aggregated / anonymized data) - To protect our legal position and comply with applicable laws e.g. relating to tax, accounting and recordkeeping	Necessary for the performance of our contracts with our clients and suppliers Necessary for our legitimate business interests in managing and developing our business, and/or to comply with our legal obligations.	This information relates to your business life and business data and so should have no adverse privacy impact
Visitors to our Website	Pages Visited Clicks Searches made Device Operating System Approximate Location IP Address Browser Type and ID Browsing activity name and contacts (e.g. on contact forms or inquiries) details of vistits to our site, including, but not limited to, traffic data, location data, weblogs and other communication data, and the resources that you access.	From visitors browsers or devices. From website contact forms or communications received through our public contact addresses.	To help improve the website. To monitor performance of our website and services. To respond to inquiries or questions. To promote our services to website visitors.	Necessary for our legitimate interests in operating and promoting our business	This data processing is typical for almost all websites, does not allow us to identify or contact you (except where you voluntarily provide details or request a contact). You can change your cookie consents relating to optional cookies at any time as set out in our cookie policy below.

 

4. Recipients and International Transfers of Personal Data

 

Your personal information may be stored and processed in any country where we have facilities or have engaged data processors who work on our behalf, e.g. for data storage or analytics.

We may disclose personal information to the following categories of third parties:

• our offices involved with the provision of the platform or associated services (e.g. training, support);
• our clients as part of our services (e.g. we may provide analyses and insights, and access to raw data collected);
• in the event of merger, acquisition, or any form of sale of some or all of our assets, in which case personal information held by us may be transferred to the buyer;
• other organizations that provide services in support of our services and business such as:

providers of IT-related services (e.g. data storage, website development, hosting, management, or maintenance);

data analytics providers;

marketing, advertising, and communications service providers; or

accounting, legal, compliance, insurance, or banking service providers.

These organizations process personal data on our behalf, but our contracts with them oblige them to meet data protection standards as strict as those that apply to us, and not to use your data for any other purpose.

 

Examples of our principal subprocessors are:

 

Name	Description	Location
Postmark	Transactional Emails	USA
Sentry	Error Tracking	USA

 

Where such disclosures result in a transfer of personal information to places outside the UK/EU/EEA, or to countries that are not officially regarded by UK or EU authorities as having adequate data protection laws, then this will be done only on the basis of legal safeguards aimed at ensuring that your data is kept as secure as under applicable laws. These may include standard contractual clauses for data exports as issued by the UK ICO, the European Commission, or another supervisory authority. A copy of such safeguards may be available from us if we receive a valid request.

If we receive a request for personal information from a government, national security or law enforcement agency, or other regulator, we will normally comply with such request without having to notify you or other users.

 

5. Storage period

We only retain data for as long as necessary for the purpose for which the data was collected.

Personal data within our services is stored for as long as you have a relationship with us, e.g. as a freelancer with an account or as a representative of a client.

Where we receive personal data from our clients/agencies then we store it for as long as they instruct us to do so in line with their own retention rules.

We may retain business contact data for at least the time that you or your organization has an account or agreement or other relationship with us. If you have subscribed for a newsletter or other information, we will keep your contact details until you unsubscribe.

We keep data relating to client or supplier contracts for at least the applicable legal limitation period in order to be in a position to resolve any claims. We may also keep data for longer periods where required for accounting, tax or legal reasons (in which case data use will be limited to such purposes).

 

6. Your rights

If you are located in the UK/EU/EEA, the General Data Protection Regulation and national implementing laws grant you various rights including the following:

• to access your personal data;
• to require us to correct mistakes in your personal data;
• to have personal data concerning you erased (“the right to be forgotten”);
• to receive personal data which you have provided to us (“portability”);
• to object to processing of your personal data for direct marketing or for certain other purposes;
• to restrict our processing of your personal data in certain circumstances.

If our data processing is based on your consent, then you can always withdraw that consent (but any processing that took place before withdrawal will still be legal).

If you wish to exercise any of your legal rights, please contact we using the contact information in Section 7 below. If we have received your data from one of our clients, you should in the first instance contact that client. If you believe that we or any client have not respected your rights, then you also have a right to make a complaint to the Supervisory Authority in your country.

The services are not intended for children. We do not knowingly collect personal information from or about children. If you believe that we might have any information from or about a child, please contact us as indicated below.

 

7. Contacting us

If you wish to exercise any of your legal rights or have any other inquiry in relation to this policy, please contact us using the contact information below:

Hive 25 Limited

The Old Stables

North Weston

Thame

Oxfordshire OX9 2HA

UK

support@hive25.com

 

8. Cookies Policy

A cookie is a small piece of data sent from a website and stored in a user’s web browser while the user is browsing that website. Every time the user loads the website, the browser sends cookie information back to the server to notify the website that it recognizes the user.

You can find more information about different types of cookies here.

Use of cookies helps us to improve our services and our website and to deliver a better and more personalized service by enabling us to:

• Keep you logged in
• Remember your preferences;
• Recognize you when you use the services or our website
• Estimate our audience size and usage patterns for future development of the services or our website.

You may refuse to accept optional cookies by activating the appropriate setting on your device. You can also remove cookies from your web browser by following the directions provided in your browser’s “help” section. Some cookies are essential for securing access to and using features of our services, platform, or website, so if you block or clear all cookies, you will not be able to log in or use Hive 25’s services.

 

 

Last updated: February 2024