Privacy Policy
Last Updated: January 2025
The Short Version
Right, let's keep this simple. At Visual Hive, we build brilliant tools for businesses. We only collect what we need, we protect it properly, and we never flog your data to anyone. Ever.
This policy covers how we handle data across our products: Erleah (our intelligent event operating system) and DataHive (our data visualisation platform).
Who We Are
Visual Hive is a UK company building next-generation business tools. For data protection purposes, we're the "data controller" for information you provide directly to us, and often a "data processor" when handling data on behalf of your organisation.
Company: Visual Hive Ltd
Data Protection Officer: dpo@visualhive.com
What We Collect
Information You Give Us
- Account details: Name, email address, company name, password (properly hashed)
- Profile information: Job title, phone number, timezone (if you fancy sharing)
- Your content: Events you create, data visualisations, and any files you upload
- Communications: Support tickets, feedback, emails you send us
Information We Collect Automatically
- Usage data: Features you use, actions you take, performance metrics
- Technical data: IP address, browser type, operating system, device information
- Cookies: For keeping you logged in, remembering preferences, and understanding usage
Information From Your Organisation
If your company admin adds you to their workspace, we'll receive your work email and name to set up your account.
Our Legal Basis for Processing (The UK GDPR Bit)
We only process your data when we have a legal reason:
- Contract: To provide the services you've signed up for
- Legitimate interests: To improve our products, ensure security, and run our business
- Consent: For marketing communications and optional features
- Legal obligations: When the law requires it
- Vital interests: In the rare case of protecting someone's life
How We Use Your Information
We're builders, not data brokers. Here's what we actually do:
- Deliver our services: Run Erleah events, create DataHive visualisations
- Improve our products: Understand what works and what needs sorting
- Keep things secure: Spot dodgy activity, prevent abuse
- Communicate: Send important updates, respond to support queries
- Comply with UK law: Including HMRC requirements and legal obligations
Data Storage & Security
Your data is encrypted in transit (TLS 1.2+) and at rest (AES-256). We use UK and EU data centres where possible, with appropriate safeguards for any international transfers.
Who We Share With
We don't sell your data. Full stop. We only share when:
- You ask us to: Integrations you connect, team members you invite
- Our suppliers need access: Cloud hosting, email delivery, payment processing (all under strict contracts)
- Legal requirements: Valid UK court orders or regulatory requests
- Business transfers: If we're acquired (you'll be notified first)
Your Rights Under UK GDPR
You have proper rights over your data:
- Access: Get a copy of your personal data
- Rectification: Fix anything that's wrong
- Erasure: Delete your account and data ("right to be forgotten")
- Portability: Export your data in a machine-readable format
- Object: Say no to certain processing
- Restriction: Limit how we use your data
- Automated decisions: Request human review of algorithmic decisions
Email privacy@visualhive.com and we'll sort it within 30 days. If you're not happy with our response, you can complain to the ICO (ico.org.uk).
International Transfers
As a UK company, we primarily use UK and European data centres. When data goes further afield, we ensure protection through:
- UK-approved standard contractual clauses
- Adequacy decisions
- Your explicit consent for specific transfers
Post-Brexit, we comply with both UK GDPR and EU GDPR where applicable.
Data Retention
- Active accounts: We keep your data whilst you're using our services
- After account closure: Most data deleted within 30 days, backups cleared within 90 days
- Legal requirements: Some records kept for UK tax/legal requirements (typically 6 years)
- Aggregated analytics: Anonymised data may be kept indefinitely
Security Measures
We take security seriously:
- ISO 27001 aligned practices
- Regular penetration testing
- Incident response procedures
- Staff training and access controls
- Vulnerability disclosure programme
If there's a breach affecting your rights and freedoms, we'll notify you within 72 hours as required by UK GDPR.
Cookies & Analytics
We use cookies for:
- Essential: Authentication, security, load balancing
- Functional: Language preferences, user settings
- Analytics: Understanding usage patterns (anonymised where possible)
We respect "Do Not Track" signals and you can manage cookies in your browser settings.
Product-Specific Bits
Erleah
As an Event Operating System, Erleah processes attendee data on your behalf. We act as a data processor for this information, following your instructions and data processing agreements.
DataHive
Visualisations can be public, private, or team-restricted based on your settings. We don't analyse your underlying data for any purpose beyond providing the service.
Marketing Communications
We'll only send marketing emails if you've opted in. Every email has an unsubscribe link, and you can update preferences in your account settings or by emailing us.
Children's Privacy
Our services are for businesses and professionals. We don't knowingly collect data from anyone under 16. If we discover we have, we'll delete it promptly.
Changes to This Policy
We'll notify you of significant changes via email or in-app notification at least 30 days before they take effect. Continued use after changes means acceptance.
Contact Us
Got questions? Privacy concerns? Just fancy a chat about data protection?
Email: privacy@visualhive.com
Post: [Your Company Address]
Data Protection Officer: dpo@visualhive.com
Complaints
If you're not happy with how we handle your data:
- Contact us first - we'll try to sort it
- If still unhappy, contact the Information Commissioner's Office:
- Web: ico.org.uk
- Phone: 0303 123 1113
- Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Thanks for trusting us with your data. We take that responsibility seriously.
Visual Hive - Building smarter business tools, respecting privacy always.