Hivedome Privacy Policy

Hivedome Limited ("Hivedome") is a provider of integrated trading and accounting solutions ("ITAS") together with its associated ITAS Services, to an ITAS Client (“Licensee”). As part of the Licensee entering into an ITAS Licence Agreement (“Licence Agreement”), the Licensee is expected to enter into an Enhanced Support Agreement with Hivedome Consultancy Services Limited (“HDMCS”) (the “Enhanced Support Agreement”), and together (the “Agreements”). HDMCS is an affiliate of Hivedome.

This privacy policy ("Privacy Policy") is issued on behalf of both entities so when we mention "Hivedome", "we", "us" or "our" in this Privacy Policy, we are referring to Hivedome or  HDMCS depending which entity is responsible for processing and/or transferring limited personal data or any other data which we receive in connection with a ITAS project or an ITAS contractual relationship involving performance of the ITAS Software Support Services by Hivedome and/or the Consultancy Support Services by HDMCS (the “Support Services”).

Scope

Under the Agreements, the Licensee agrees that we may process limited personal data or any other data received in connection with performing the Support Services under the Agreements, including personal data of the Licensee's customers, employees or representatives, as reasonably necessary in order to provide the Support Services to the Licensee. Furthermore, the Licensee accepts that we do not exercise responsibility for or control over the Licensee's personal data that the Licensee may process through ITAS.

For our ITAS clients, both Hivedome and HDMCS are data processors, for the purposes of the Data Protection Legislation, as we may process personal data on their behalf and operate under their written instructions. Any limited personal data that we may process for our Licensees is outside the scope of this Privacy Policy.

A Licensee’s use of our website https://www.hivedome.net including an individual who obtains information on ITAS and/or the Support Services or contacts us via our website or otherwise in respect of ITAS and/or the Support Services is outside the scope of this Privacy Policy.  

With regard to the personal data of individuals other than Licensees whose personal data we handle in the course of carrying on our commercial activities ("You"), Hivedome and HDMCS are data controllers. Those individuals could be the Licensee's or prospective Licensee's representatives, agents or appointees, employees, directors, officers or representatives of another organisation with which we have a business relationship.

This Privacy Policy only applies to personal data of which we are a data controller and not to the personal data which we process on behalf of our Licensee. As set out below under section 10, ‘Your Rights’, if we process your personal data as a processor on behalf of our Licensee, your rights will be honoured by the Licensee, as data controller.  

 

  1. Introduction

We are committed to protecting and respecting your privacy and handling your information in an open and transparent manner.

This Privacy Policy explains what information Hivedome collects from you, or that you provide to us, what we will use it for and with whom we share that information.  The Privacy Policy also sets out your rights and who you can contact for more information. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

In this Privacy Policy: a) your personal information is sometimes called "personal data"; b) we may also sometimes collectively refer to handling, collecting, protecting and storing your personal data as "processing" such personal data; and c) "Data Protection Legislation" means the EU General Data Protection Regulation 2016/679, together with all other applicable legislation relating to privacy or data protection.

 

  1. What personal data do we collect and process?

We may collect, record and use information about you in physical and electronic form and will hold, use and otherwise process the data in accordance with the Data Protection Legislation and as set out in this Privacy Policy.

The personal data we collect and process may include:

  • your name and job title;
  • your contact information such as your email address and telephone number (or any telephone number (excluding a conference call number) used to call Hivedome);
  • voluntarily provided by a relevant individual such as personal data relating to orders placed, payments made, requests, and project milestones;
  • your postings on any other social media applications and services that we provide;
  • your IP address, your browser type and language preferences;
  • information about your visit to our website, including the full Uniform Resource Locators (URL) clickstream to, through and from our site (including date and time), length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs) and methods used to browse away from the page;
  • if you are applying for a job at Hivedome, your date of birth, personal characteristics such as gender, your right to work, visa status educational and professional qualifications and previous employment history and any other personal data you disclose during your application;
  • personal data collected from publicly available resources, integrity data bases and credit agencies; and
  • contact history i.e. a record of what you have said to us, for example, over the phone, through the Hivedome website, by email or on social media.

 

  1. How we collect your personal data

We collect information from you when you submit personal data via the Hivedome website (e.g. the contact us section) or by corresponding with us by phone, e-mail or otherwise or when you submit a job application to Hivedome.

We also collect and store personal data that you otherwise provide to us in the course of any business relationship you may have with us.

Depending on your settings or the privacy policies for social media and messaging services such as Facebook, LinkedIn and Instagram, you might give us permission to access information from those accounts or services.

Like most websites, we use "cookies" to help us make our website – and the way you use it – better. Cookies mean that a website will remember you. They are small text files that websites transfer to your computer (or phone / tablet). They improve website use and speed – for example by automatically filling your name and address in text fields. There are more details in our section on Cookies below.

 

  1. How we use your information

Our primary purpose in collecting user information is to administer the day to day running of our company and to administer our business relationships. 

We use your information for the following specific purposes:

  1. to ensure compliance with legal obligations (such as record keeping obligations), export control and customs, compliance screening obligations (to prevent white-collar or money laundering crimes), and Hivedome policies or industry standards;
  2. to contact you by email, phone, fax or mail in the context of our business relationship;
  3. to ensure that content from our website is presented in the most effective manner for you and for your computer;
  4. to administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
  5. as part of our efforts to keep our website safe and secure;
  6. to consider your application where you have applied for a position with us;
  7. for internal record keeping;
  8. to send you our newsletter or updates about new products, special offers or other information which we think you may find interesting using the email address which you have provided;
  9. to solve disputes, enforce our contractual agreements and to establish, exercise or defend legal claims; and
  10. for market research purposes.

 

  1. Legal grounds for using your personal information

The law permits us to process your personal data in the way that we do because the processing is:

  • necessary for the purposes of the legitimate interests that we pursue, which are to primarily run and administer our principal business as provider of ITAS together with its associated ITAS Components and ITAS Services;   
  • to discharge our legal obligations to store and disclose information where necessary and to evaluate, develop and improve our Services and for the purposes set out in this Policy; and/or
  • necessary in connection with  performing the Support Services for existing ITAS licensees and potential ITAS licensees,; and/or
  • necessary in order to comply with a legal obligation to which we are subject.
  1. Sharing your information

The following categories of recipients may receive your personal information and process it for the purposes outlined in this Privacy Policy:

  • other employees, officers, agents, consultants or sub-contractors ("Representatives") companies involved in provision of ITAS together with its associated ITAS Components and ITAS Services and who need to know such information for the purposes of carrying out the Services;
  • third parties which provide services to Hivedome and any entity involved in the provision of ITAS together with its associated ITAS Components and ITAS Services, which process personal data for the purpose of providing such services;
  • analytics and search engine providers that may assist us in the improvement and optimisation of the Hivedome website;
  • courts, arbitration bodies, law enforcement authorities, tax authorities, regulators or attorneys if necessary to comply with the law or for the establishment, exercise or defence of rights or legal claims;
  • other business entities should we plan to merge with or be acquired by that business entity, or if we undergo a re-organisation with that entity; and
  • any successor in interest, in the event of a liquidation or administration of Hivedome.

Your personal data may be transferred to, and stored at, a destination outside the European Economic Area ("EEA") to a country not deemed to provide adequate protection of your information by the European Commission, and may also be processed by our contractors operating outside the EEA who assist us in performing our Services with existing ITAS licensees, potential ITAS licensees, or for one of our service providers, related companies, or agents.

When we, or our permitted third parties, transfer your information outside the EEA, we or they will ensure that such transfer is done in accordance with Data Protection Legislation, e.g. by putting in appropriate contractual safeguards, to protect your information to the standard required in the EEA.

We do not generally rely on your consent as the legal basis for transferring your personal data to outside the EEA, however where we feel it is necessary or appropriate we may seek to rely on your consent as the legal basis for such processing. Where we do, you may withdraw your consent at any time in the manner described below.

 

  1. How long we keep your information

We will only keep the information we collect about you for as long as required for the purposes set out in this Privacy Policy or as required to comply with any legal obligations to which we are subject being the longest of the following periods:

  • a minimum of six years;
  • as long as is necessary for the purpose for which we are using it (described in this Privacy Policy);
  • the length of time it is reasonable to keep records to demonstrate compliance with professional or legal obligations;
  • any retention period that is required by law; or
  • the end of the period in which litigation or investigations might arise.

This will involve us regularly reviewing our files to check that information is accurate, up-to-date and still required.

 

  1. How we protect your information

We take your online security seriously and have implemented generally accepted standards of technology and operational security to protect your personal information from loss, misuse, alteration or destruction. Once we have received your information we will ensure that the collection and use of your information is in accordance with Data Protection Legislation. All personnel of Hivedome are required to keep personal information confidential and only authorised persons have access to such information.

Please note, however, that the transmission of information via the Internet is not completely secure and we cannot guarantee the security of your personal information transmitted to us or provided though the Hivedome website.

 

  1. Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our website, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such websites and such websites are not governed by this Privacy Policy. You should exercise caution and look at the Privacy Policy applicable to the website in question.

 

  1. Your rights

If we process your personal data as a processor for the Licensee, your rights will be honoured by the Licensee, as data controller.  

When we are acting as a controller, at any time, you have the right:

  • to be informed about the processing of your personal data (i.e. for what purposes, what types, to what recipients it is disclosed, storage periods, any third party sources from it was obtained, confirmation of whether we undertake automated decision-making, including profiling, and the logic, significance and envisaged consequences);
  • to request access to or a copy of any personal data which we hold about you;
  • to rectification of your personal data, if you consider that it is inaccurate;
  • to ask us to delete your personal data, if you consider that we do not have the right to hold it;
  • to withdraw consent to our processing of your personal data (to the extent such processing is based on previously obtained consent);
  • to ask us to stop or start sending you marketing messages [(e.g. our newsletter)] at any time by using the below contact details;
  • to restrict processing of your personal data;
  • to data portability (moving some of your personal data elsewhere) in certain circumstances;
  • to object to your personal data being processed in certain circumstances; and
  • to not to be subject to a decision based on automated processing and to have safeguards put in place if you are being profiled based on your personal data.

If you wish to exercise one of the rights detailed above please do so in writing to [insert position]  Hivedome Limited, 17 Thorpe Esplanade, Southend-On-Sea, England, SS1 3BB or by email to [insert email address].

Any request for access to or a copy of your personal data must be in writing to the address or email address above marked "Urgent – Subject Access Request". We will endeavour to respond within a reasonable period and in any event within one month in compliance with Data Protection Legislation. We will comply with our legal obligations as regards your rights as a data subject.

We will correct any incorrect or incomplete information and will stop processing your personal data, or erase it, where there is no legal reason for us to continue to hold or use that information.

We aim to ensure that the information we hold about you is accurate at all times. To assist us in ensuring that your information is up to date, do let us know if any of your personal details change.

 

  1. Our use of cookies

Hivedome set and access cookies and similar technology on your device to obtain information about how you access and use our website. This helps us to provide you with a good experience and allows us to improve our website. Unless you have adjusted your browser settings so that it will refuse cookies, our website will set cookies when you load and navigate them.

What are cookies?

Cookies are text files containing small amounts of information which are downloaded to your device when you visit our website. Cookies are then sent back to our website during your browsing session or on each subsequent visit, or to another website that recognises that cookie. The cookies we set do lots of different jobs, like help us to improve our website and deliver a better and more personalised service, remember your preferences and generally improve the user experience. You can find more information about cookies at http://www.allaboutcookies.org/.

Cookies can be categorised in accordance with the categories found in the ICC UK cookie guide as set out below:

  • Strictly necessary cookies – these cookies are essential in order to enable you to move around a website and use its features and enable services you have specifically asked for. Consent is not generally required for these cookies.
  • Performance cookies – these cookies collect information about how visitors use a website (for example, by recording which pages or features visitors use most often (usually on an anonymous basis)).
  • Functionality cookies - these cookies allow a website to remember the choices a user makes, such as a user name or language preference.
  • Targeting or advertising cookies - these cookies collect information about a user's browsing habits and are usually placed by advertising networks with the website operator’s permission.

Cookies can also be categorised in accordance with how long they are saved on your device: "session cookies" are short-term cookies that are only saved on the device's memory for the duration of a user's visit to our website, whereas "persistent cookies" remain saved in the device's memory for a set period of time, even after the browser session has ended.

Refusing or restricting cookies

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. The "Help" or "Internet Settings" functions within your browser should tell you how. Alternatively, you may wish to visit http://www.allaboutcookies.org/ which contains detailed information on cookies and how to delete, restrict or block them on a wide variety of browsers. For information on how to do this on the browser of your mobile phone you will need to refer to your handset manual.

Please be aware that if you select to refuse or restrict cookies you may be unable to access certain parts of our website.  

 

  1. Changes to this Privacy Policy

Any changes we make to our Privacy Policy in the future will be posted on the Hivedome website. If our Privacy Policy changes in any way, we will place an updated version on this page. Regularly reviewing this page ensures that you are always aware of what information we collect, how we use it and under what circumstances, if any, we will share it with other parties. 

 

  1. Contacting us

Questions, comments and requests regarding this Privacy Policy are welcomed and should be addressed to [insert email address]. You may also use these contact details if you wish to make a complaint to us relating to your privacy.

If you have any concerns about our use of your information, you also have the right (as a UK resident) to make a complaint to the Information Commissioner's Office, which regulates and supervises the use of personal data in the UK, via their helpline on 0303 123 1113.

 

Version: November 2018

 

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