Privacy Policy

Hive Software Solutions
Last updated: 2 October 2026

Hive Software Solutions respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, request information, book a demonstration, become a customer or otherwise interact with Hive Software Solutions.

It also explains how we may use business contact information for relevant business-to-business marketing.

1. Who we are

Hive Software Solutions provides customer management, communication and business automation solutions to trades and service businesses.

For the purposes of UK data protection law, Hive Software Solutions is the data controller for personal information that we collect and use for our own business purposes.

Business: Hive Software Solutions
Website: www.hivesoftwaresolutions.co.uk
Email: [email protected]

If you have any questions about this Privacy Policy or how we use your personal information, please contact us using the email address above.

2. Information we may collect

Depending on how you interact with us, we may collect information including:

your name and job title;

business or company name;

business email address;

telephone or mobile number;

business address and location;

information you provide through our website forms, surveys or questionnaires;

information provided when booking a demonstration or appointment;

details about your business, services and requirements;

communications between you and Hive Software Solutions;

proposal, agreement and subscription information;

appointment and calendar information;

technical information relating to your use of our website, where applicable; and

marketing preferences and records of whether you have opted out of communications.

We aim to collect only the information reasonably necessary for the relevant purpose.

3. Information we obtain from other sources

As part of our business development activities, we may obtain business contact information from publicly available sources.

These may include company websites, business directories, Companies House, professional networking platforms and other legitimate public business sources.

Information obtained may include your name, business name, job title, business email address, business telephone number, website and other publicly available information relating to your professional role.

We may use this information to identify businesses that may have a legitimate interest in the services provided by Hive Software Solutions.

Where this information constitutes personal data, we process it in accordance with applicable UK data protection law.

4. How we use your information

We may use personal information to:

respond to enquiries;

arrange and manage demonstrations and appointments;

provide quotations and proposals;

provide and manage Hive Software Solutions services;

create and manage customer accounts;

communicate with customers about their service;

provide customer support;

configure software, workflows and automations;

manage contracts, subscriptions and billing;

improve our website, services and customer experience;

maintain appropriate business and accounting records;

protect our systems and prevent misuse;

comply with legal and regulatory obligations; and

carry out appropriate business-to-business marketing and business development.

We will not use personal information in ways that are incompatible with the purposes for which it was collected unless permitted or required by law.

5. Our lawful bases for using personal information

Under UK data protection law, we need a lawful basis for processing personal information.

Depending upon the circumstances, we may rely on:

Contract – where processing is necessary to provide services you have requested or to take steps at your request before entering into a contract.

Legitimate interests – where processing is reasonably necessary for our legitimate business interests or those of another organisation, provided those interests are not overridden by your rights and interests.

This may include managing customer relationships, improving our services, preventing fraud, maintaining business records and conducting proportionate business-to-business marketing.

Where we rely on legitimate interests for direct marketing, we consider the nature of the information, the context in which it was obtained, your reasonable expectations, the relevance of our services to your professional role and the potential impact upon you.

Consent – where you have specifically agreed to particular processing or marketing activities where consent is required.

Legal obligation – where we need to process information to comply with a legal or regulatory requirement.

The ICO confirms that legitimate interests can potentially be appropriate for B2B direct marketing where PECR does not require consent, but businesses must apply the purpose, necessity and balancing tests rather than assuming that legitimate interests automatically applies.

6. Marketing communications

We may contact businesses and business representatives about Hive Software Solutions where we believe our services are relevant to their business or professional role and where permitted by law.

We comply with the UK GDPR, Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003 (PECR), as amended, when carrying out direct marketing.

The rules that apply can differ depending on whether the recipient is a corporate subscriber, such as a limited company, or an individual subscriber, such as a sole trader or certain partnerships.

We will obtain consent where consent is required.

Every person has the right to object to the use of their personal information for direct marketing at any time.

You can ask us to stop marketing communications by:

using the unsubscribe option contained within an applicable marketing email; or

emailing [email protected].

We will honour valid opt-out requests and may retain limited information on a suppression list to ensure that we do not inadvertently contact you again for marketing purposes.

The ICO specifically recommends suppression lists for people who object to marketing, rather than simply deleting their details and risking re-contacting them later.

7. Automated communications

Hive Software Solutions uses technology to automate certain communications and administrative processes.

This may include enquiry acknowledgements, appointment confirmations and reminders, quote follow-ups, customer communications and other workflow-based messages.

Where applicable, automated communications will be configured and used in accordance with relevant data protection and electronic communications requirements.

We do not intend to make solely automated decisions that produce legal or similarly significant effects on individuals unless we have an appropriate lawful basis and safeguards in place.

8. How we share information

We may use trusted third-party service providers to help us operate our business and deliver our services.

These may include providers of:

customer relationship management and automation software;

email and SMS communication services;

website hosting;

calendar and appointment services;

payment processing;

accounting and administration;

cloud storage; and

IT and technical support.

Where a supplier processes personal information on our behalf, we take appropriate steps to ensure that suitable contractual and data protection arrangements are in place.

We do not sell personal information to third parties.

9. International transfers

Some of the technology providers we use may process or store personal information outside the United Kingdom.

Where personal information is transferred internationally, we take reasonable steps to ensure that appropriate safeguards recognised under UK data protection law are in place where required.

10. How long we keep information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including satisfying legal, accounting and contractual requirements.

Retention periods may vary depending on the nature of the information and our relationship with you.

Prospect information that is no longer relevant will be periodically reviewed and deleted or anonymised where appropriate.

Where somebody has opted out of marketing, we may retain limited information on a suppression list so that we can continue to respect that preference.

11. Keeping your information secure

We take reasonable technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, loss or misuse.

Access to personal information is limited to people and service providers who reasonably require it for legitimate business purposes.

12. Your data protection rights

Depending on the circumstances, UK data protection law may give you rights including the right to:

request access to personal information we hold about you;

ask us to correct inaccurate or incomplete information;

ask us to erase personal information in certain circumstances;

ask us to restrict how we use your information;

object to certain processing;

object at any time to the use of your information for direct marketing;

withdraw consent where processing is based on consent; and

request transfer of certain information where the right to data portability applies.

These rights are subject to certain legal conditions and exemptions.

To exercise a right, please contact:

[email protected]

We may need to verify your identity before fulfilling certain requests.

13. Cookies and website technology

Our website may use cookies and similar technologies to operate correctly, understand how visitors use the website and improve our services.

Where cookies or similar technologies require consent, we will ask for your permission before using them.

Further information about the cookies used on our website should be provided through our cookie notice or cookie settings.

14. Links to other websites

Our website may contain links to third-party websites.

Hive Software Solutions is not responsible for the privacy practices of third-party websites. We recommend reviewing the privacy information provided by those organisations when visiting their websites.

15. Children's information

Hive Software Solutions provides business services and our website and services are not intended for children.

We do not knowingly collect personal information from children for marketing purposes.

16. Complaints

If you have concerns about how we use your personal information, please contact us first at:

[email protected]

You also have the right to complain to the UK Information Commissioner's Office (ICO).

Information Commissioner's Office

17. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, business practices or legal requirements.

The latest version will be published on our website and the date at the top of this policy will show when it was last updated.