Last Updated: May 14, 2024
Hive Mechanics is committed to maintaining the privacy and security of the personal data we collect. This privacy policy explains how we handle the information provided to us by our clients and business partners during our engagements.
1. Who We Are
Hive Mechanics is a UK-based consultancy that helps organizations leverage AI, automation, and real-life operational expertise to solve core business challenges. We collaborate closely with our partners to design, implement, and optimize technology solutions that drive efficiency and enhance capabilities without the need for complex code.
2. Information We Collect
We only collect personal data that is essential for providing our consultancy services.
This may include:
- Client Contact Information: Basic details such as names, email addresses, and other information provided during communication, which is stored in our Customer Relationship Management (CRM) system, currently powered by Notion.
- Client Credentials: For accessing client-specified software platforms, we process and store login credentials securely in an encrypted cloud vault.
3. Purpose of Data Collection
We use the collected data for:
- Service Delivery: Managing client relationships and ensuring smooth communication throughout our projects.
- Accessing Client Systems: Credentials provided by clients are necessary for us to access the tools and software required to deliver consultancy services.
4. Legal Basis for Processing
We process personal data on the basis of:
- Contractual Necessity: To fulfill our obligations under client agreements.
- Legitimate Interests: To ensure smooth service delivery and maintain business relationships through network-based sales and communications.
5. Data Storage and Security
We prioritize the security of the personal data we process. Our storage and security measures include:
- Encrypted Credential Storage: Client credentials are stored in a secure, encrypted cloud vault, and access is strictly limited to authorized personnel. Credentials are deleted promptly once our engagement concludes.
- CRM Management: We utilize Notion for CRM purposes, and Notion’s data handling practices may involve international data transfers outside of the UK or EU, in compliance with applicable data protection laws.
- Email Communication: Client communications are stored indefinitely via Gmail’s standard retention practices for project continuity.
6. Data Sharing
Hive Mechanics does not sell, trade, or share personal data for marketing purposes. Any sharing of data is strictly for service delivery purposes, such as accessing third-party software on behalf of our clients.
7. Data Retention
- Client Credentials: All client credentials are deleted immediately upon the end of our contractual relationship.
- Email Communications: These are retained indefinitely for reference and project continuity, but we can delete them upon request (see Section 8 for Data Rights).
8. Your Data Rights
We respect your rights under applicable data protection laws. You have the right to:
- Access: Request a copy of the personal data we hold about you.
- Rectification: Request correction of inaccurate or incomplete information.
- Erasure: Request deletion of your data, except where we are required to retain it (e.g., for legal obligations).
- Object: Object to the processing of your data in certain circumstances.For any requests or questions about your data, please contact us at privacy@hivemechanics.io.
9. Data Transfers
Data may be transferred to countries outside the UK or EU if necessary to deliver our services, particularly if such transfers are made by third-party providers like Notion, Slack, or Google Workspace. These providers may process data in compliance with their own data protection policies. We ensure that adequate safeguards, such as Standard Contractual Clauses (SCCs), are in place to protect your data during these transfers.
10. Security Measures
We employ industry-standard security protocols, including:
- Encryption: All sensitive data, including client credentials, is stored in encrypted form.
- Limited Access: Access to personal data is restricted to authorized personnel who require it to deliver services.
- Data Minimization: We only collect and store the minimum amount of data necessary for the performance of our services.
11. No Cookies or Tracking
We do not use cookies or other tracking technologies on our website, reflecting our commitment to privacy. Our website serves primarily as a business card and does not collect personal data from visitors.
12. Updates to this Policy
We may update this privacy policy to reflect changes in our practices or to comply with legal or regulatory requirements. Any significant changes will be communicated via our website or directly to affected parties. We encourage regular review of this policy for any updates.
13. Contact Information
If you have any questions regarding this privacy policy or our data protection practices, please contact us at:
Email: privacy@hivemechanics.io
Company Name: Hive Mechanics
Address: 6th Floor One London Wall, London, United Kingdom, EC2Y 5EB