Website Privacy

Version 1.1 | Last updated: June 2025

This Privacy Policy outlines how The Hive Collaborative collects, uses, and protects any information that you provide when using our website or services. We are committed to ensuring that your privacy is protected in accordance with the UK GDPR and the Data Protection Act 2018. If you are based in the European Union, we will also adhere to the applicable obligations under the EU GDPR.

Who We Are

The Hive Collaborative
PDQ Workspace, Glendale Avenue,
Sandycroft, CH5 2QP
Email: hello@hivecollaborative.co.uk
Phone: 01352 781965

What Data We Collect

  • Personal identification information (name, email address, phone number)
  • Employment-related details (job title, company name)
  • Health-related information (for Occupational Health services)
  • Website usage data through cookies and analytics

How We Collect Data

  • When you fill in forms on our website
  • Through email or phone contact
  • Via third-party booking systems (e.g. Checkfront)
  • Through cookies and Google Analytics

Legal Basis for Processing

We process your data on the following legal bases under the UK GDPR:

  • Consent: When you voluntarily provide information (e.g. submitting a contact form)
  • Contract: To perform obligations under a contract (e.g. booking a course)
  • Legal obligation: For compliance with legal requirements (e.g. record keeping)
  • Legitimate interests: For operational and service improvement purposes
  • Article 9(2)(h): For the provision of preventive or occupational medicine, including medical diagnosis and the management of health or social care systems

How We Use Your Data

  • To respond to enquiries or provide requested services
  • To manage bookings and deliver training/consultancy
  • To issue course certificates and register learners with awarding organisations
  • To improve our website and services
  • To comply with regulatory and legal obligations
  • To manage customer records and communications via third-party CRM and service portals

Occupational Health Data

If you are referred to our Occupational Health services, we may collect and process sensitive health information. This includes pre-employment screening, fitness-for-work assessments, or medical referrals.

Where appropriate and lawful, we may share this data with your registered GP, medical professionals, or the referring employer — but only when necessary for medical or occupational reasons. This is done under UK GDPR Article 9(2)(h), which allows processing for preventive or occupational medicine, medical diagnosis, or the management of health or social care systems. We ensure appropriate safeguards are in place.

All such data is handled with the highest level of confidentiality and processed only by trained, registered professionals bound by a duty of confidentiality (e.g. GMC-registered doctors).

Who We Share Your Data With

  • Internal team members and consultants working on your project
  • Third-party service providers (e.g. Checkfront for bookings)
  • Healthcare professionals for Occupational Health referrals
  • Accrediting or certification bodies for issuing training certificates
  • Legal or regulatory bodies where required
  • Third-party companies who issue certificates or manage course registrations (e.g. learner name and email)
  • CRM and service platforms including Hubspot, Mailgun, Zapier, Xero, and Stripe, for the purposes of communication, invoicing, record keeping, and operational efficiency

Data Security

We have implemented appropriate physical, technical, and organisational measures to protect your personal data from unauthorised access, disclosure, alteration, or destruction.

Your Rights

You have the right to:

  • Access the data we hold about you
  • Request correction or deletion of your data
  • Withdraw consent at any time (where applicable)
  • Object to processing or request restriction
  • Lodge a complaint with the UK Information Commissioner’s Office (ICO)

If you believe we are not handling your data in accordance with the law, you have the right to complain to the UK supervisory authority for data protection:

Information Commissioner’s Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Website: https://ico.org.uk
Telephone: 0303 123 1113

Cookies and Analytics

We use cookies to enhance user experience and Google Analytics to understand website traffic. You can manage your cookie preferences via your browser settings.

How Long We Keep Your Data

We only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including legal, accounting, or reporting requirements. Specific retention periods include:

  • General customer data: up to 6 years after the end of our relationship
  • Occupational Health records: typically 6–8 years, or longer where required by law (e.g. Control of Substances Hazardous to Health Regulations)
  • Training and certification data: at least 3 years or as required by the awarding body

Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date.

Contact Us

If you have any questions about this policy or how we handle your data, please contact us at hello@hivecollaborative.co.uk.

To learn more about our other services, visit our pages on HR Consultancy, Health & Safety, and Occupational Health.

Privacy Policy | The Hive Collaborative