Draft for legal review. This page shows the planned wording and layout. A solicitor must check it before launch.
The short version
We collect only what’s needed to run your building’s space.
Neighbours see your first name and initial, never your flat number or whether you own or rent.
Managing agents only see what your building sends them.
No ads, and we never sell your data.
You can download or delete your data at any time.
1. Who we are
Hive United Ltd is the controller of your personal data (ICO registration number to be added). Contact us at hello@hiveunited.co.uk. If your building’s RTM company uses Hive United to run the building, it may also be a controller for its own records, and we process that data for it.
2. What we collect
TypeExamples
AccountName, email address and sign-in details. We never store your password itself.
Building membershipYour building and flat (kept private), how you joined and whether you’re an admin.
VerificationA code posted to your flat or a document you upload. Documents are deleted once checked.
What you postIssues, photos, posts, messages, documents, reviews and event replies.
Figures you choose to shareRent or service charge amounts. Only shown as anonymous building totals.
TechnicalDevice and browser type, and logs used to keep the service secure.
3. How we use it, and our lawful basis
PurposeLawful basis
Run your account and building spaceContract
Check that members live in or own a flatLegitimate interests: keeping spaces safe
Send letters you approve to your managing agentContract
Rent and service charge insightsConsent, which you can withdraw at any time
Security, fraud prevention and moderationLegitimate interests and legal obligation (Online Safety Act 2023)
Marketing emailsConsent only. Service emails are not marketing.
4. Who can see what
WhoWhat they see
Neighbours in your spaceYour first name and initial, and what you post in shared areas
Other ownersOwners’ room discussions and documents, if you are an owner
Building adminsYour name and membership. Never verification documents or individual rent figures.
Managing agents and professionalsOnly the reports and letters your building sends them
Hive United staffOnly when needed for support, safety or legal reasons. Access is logged.
5. Who we share it with
We use service providers for hosting, email delivery and error monitoring, under contracts that protect your data. We share details with a partner solicitor only if you ask for an introduction, and with the police or regulators when the law requires it. We never sell personal data or use it for advertising.
6. International transfers
We aim to keep data in the UK. If a provider processes data outside the UK, we rely on UK adequacy regulations or the ICO’s International Data Transfer Agreement.
7. How long we keep it
DataHow long
Account detailsWhile your account is open, then 30 days
Posts in a building spaceWhile the space exists. If you leave, your name is removed.
Verification documentsDeleted once checked, and within 30 days at most
Rent figures you shareUntil you delete them or leave the building
Security logs12 months
8. Your rights
You can ask to access, correct or delete your data, to restrict or object to how we use it, and to take a copy with you. You can withdraw consent at any time. We don’t make decisions about you by automated means alone. Download or delete your data from your profile, or email us. We reply within one month, free of charge.
9. Cookies and local storage
We only use what the service needs: keeping you signed in, security, and remembering light or dark mode on your device. We don’t use advertising or tracking cookies. If we add analytics, we’ll ask you first.
10. Children
Hive United is for people aged 18 and over. If you think a child has an account, tell us and we’ll remove it.
11. Keeping your data secure
Data is encrypted in transit and at rest. Staff use multi-factor sign-in and only get the access they need, and we test our security regularly.
12. Complaints
Please contact us first. You can also complain to the Information Commissioner’s Office (ICO) at ico.org.uk or on 0303 123 1113.
13. Changes to this policy
We’ll tell you by email or in the app before we make an important change.
Questions? Contact us or email hello@hiveunited.co.uk.