1. Who We Are

Hive Mechanics is a UK-based consultancy that helps organizations leverage AI, automation, and operational expertise to solve business challenges. We collaborate with our partners to design, implement, and optimize technology solutions that drive efficiency and enhance capabilities without complex code.

2. Information We Collect

We only collect personal data that is essential for providing our services. This may include:

• Client Contact Information: Names, email addresses, and other details provided during communication, stored in our CRM system (Notion).

• Client Credentials: Securely processed and stored login credentials for client-specified software platforms, held in an encrypted cloud vault.

3. Purpose of Data Collection

We use collected data for:

• Service Delivery: Managing client relationships and ensuring effective communication.

• Accessing Client Systems: Using credentials to access the tools and software required to deliver consultancy services.

4. Legal Basis for Processing

We process personal data under:

• Contractual Necessity: To fulfill obligations under client agreements.

• Legitimate Interests: To ensure smooth service delivery and maintain business relationships.

5. Data Storage and Security

We prioritize data security using:

• Encrypted Credential Storage: Access restricted to authorized personnel. Credentials deleted promptly after engagement ends.

• CRM Management: Client data stored in Notion, which may involve international transfers in compliance with data protection laws.

• Email Communication: Communications stored indefinitely via Gmail for continuity.

6. Data Sharing

Hive Mechanics does not sell, trade, or share personal data for marketing. Data may be shared only when required to deliver services, such as accessing third-party software on behalf of clients.

7. Data Retention

• Client Credentials: Deleted immediately at the end of a contractual relationship.

• Email Communications: Retained indefinitely for reference, unless deletion is requested (see Section 8).

8. Your Data Rights

You have the right to:

• Access: Request a copy of your personal data.

• Rectification: Request correction of inaccurate or incomplete data.

• Erasure: Request deletion of your data, unless retention is required by law.

• Object: Object to data processing in certain circumstances.

Requests can be made via: privacy@hivemechanics.io.

9. Data Transfers

Data may be transferred outside the UK or EU, particularly by providers such as Notion, Slack, or Google Workspace. We ensure adequate safeguards, including Standard Contractual Clauses (SCCs), are in place.

10. Security Measures

We employ:

• Encryption: All sensitive data stored in encrypted form.

• Limited Access: Data access restricted to authorized personnel.

• Data Minimization: Only essential data collected and stored.

11. No Cookies or Tracking

We do not use cookies or tracking technologies. Our website functions as an informational resource and does not collect visitor data.

12. Updates to this Policy

We may update this Privacy Policy to reflect changes in practice or to meet legal requirements. Significant changes will be communicated via our website or directly to affected parties.

13. Contact Information

For questions about this Privacy Policy or data protection practices:

• Email: privacy@hivemechanics.io

• Company: Hive Mechanics

• Address: 6th Floor, One London Wall, London, United Kingdom, EC2Y 5EB