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Privacy Policy

At HIVO, we take privacy very seriously. We’ve updated our privacy policy (Policy) to ensure that we communicate to You, in the clearest way possible, how we treat personal information and other data stored within the HIVO Service (Service). We encourage You to read this Policy carefully as it will help You make informed decisions about sharing Your personal information with us. If you do not agree with this Policy, you are advised to not use the Service.

Overview of data stored within the Service

HIVO is a provider of easy to use, digital asset management software that’s simple, smart, and secure and gives you a better way of managing digital content. There are two types of data we manage: data that we process only and data that we process, collect and control.

Service Data we process, but do not control nor collect

The Service involves the storage of “Service Data” in the form of files, records, email alerts, user email addresses and names, comments and posts and other items that you upload into our software. It is up to each Customer to determine the types of data it can store within the Service according to their own data protection policies, and relevant legislation. HIVO does not govern the type of data Customers upload, and per our Terms of Service, Customers agree to upload data that is not illegal in nature.

In providing our Service, we do not own, control nor direct the use of the personal information or other information stored or processed on our platform by customers, and in fact we are largely unaware of what information is being stored on our platform and only access such information as authorized by our customers or as required by law.  As such, we are only the “data processors” and not the “data controllers” of the information uploaded to our Service.   As a data processor, we implement appropriate technical, physical and administrative measures against unauthorized processing of such information and against loss, destruction of, or damage to, and unauthorized access to personal information.

Our Customers, who control their customer data and upload it to HIVO for processing, are the “controllers” of that data and are responsible for compliance with various directives pending jurisdiction and location.

Data we collect, process and control

To provide the Service, HIVO processes, collects and controls a range of data sets, including “Personal information” including an individual’s name, email address, telephone number and other details you nominate. 

HIVO may collect personal information directly from You when You:

  • register for a free trial and create an account,
  • download a resource,
  • become a customer,
  • use the Service,
  • post to the HIVO Community forum or on our blog,
  • become a customer,
  • contact the HIVO support team, and
  • visit our Website.

By engaging with the activities mentioned above, when possible You will be asked to agree with our Privacy Policy. You can always choose not to provide Your personal information to HIVO, but it may mean that we are unable to provide You with various services.

At a minimum, HIVO requires a name and email address to provide any of the above requests or use cases.

HIVO collects, holds, and uses Your personal information for limited purposes

HIVO collects Your personal information so that we can provide You with the Service and any related services You may request. In doing so, HIVO may use the personal information we have collected from You for purposes related to the Services including to:

  • verify Your identity,
  • administer the Service,
  • understand usage of the Service,
  • notify You of new or changed services offered in relation to the Service,
  • carry out marketing, product planning or training relating to the Service,
  • assist with the resolution of technical support issues or other issues relating to the Service,
  • comply with laws and regulations in applicable jurisdictions, and
  • communicate with You.

By using the Service, You consent to Your personal information being collected, held and used in this way and for any other use You authorize. HIVO will only use Your personal information for the purposes described in this Policy.

You may have noted customer testimonials that have been posted on the HIVO Website which may contain personal information. Prior to posting any testimonial, we obtain the customer’s consent to post their names along with their comments about the Service.

HIVO may receive personal information from You about others

If You provide HIVO with personal information about someone else, You must ensure that You are authorized to disclose that information to HIVO and that, without HIVO taking any further steps required by applicable data protection or privacy laws, HIVO may collect, use and disclose such information for the purposes described in this Policy.

This means that You must take reasonable steps to ensure the individual concerned is aware of and/or consents to the various matters detailed in this Policy, including the fact that their personal information is being collected, the purposes for which that information is being collected, the intended recipients of that information, the individual's right to obtain access to that information, HIVO’s identity, and how to contact HIVO.

Where requested to do so by HIVO, You must also assist HIVO with any requests by the individual to access or update the personal information You have collected from them and entered into the Service

HIVO can aggregate Your data and track individual usage of the Service

By using the Service, You agree that HIVO can access, aggregate and use non-personally identifiable data HIVO has collected from You.

As a feature within the Service, HIVO tracks individual usage details by file or record and by user to provide Main Administrators with detailed usage analytics. If you do not agree to this, you must ask the Administrator of Your Service to remove You from the system or to assign You a username (email address) and User Name that does not identify You personally.

All personal information you provide to us through surveys will be treated in accordance with our Privacy Policy. Your personal details will not be published on the site or sold to any third party. All data that is collected from the survey is both aggregated and anonymized, therefore individual data will remain anonymous.

HIVO may use aggregated and personal data to:

  • provide our customers with further information by participating in publicly available marketing surveys
  • assist us to better understand how our customers are using the Service
  • provide our customers with further information regarding the uses and benefits of the Service
  • otherwise to improve the Service.

HIVO holds Your Service data and personal information on servers located in Sydney, Australia.

We use top tier, third party data hosting providers (AWS) to host our Services which are ISO27001 and SOC 2 compliant.

While your personal information will be stored on servers specified in geographic regions as noted in your contract, it will remain within HIVO’s effective control at all times. Our data hosting provider’s role is limited to providing a hosting and storage service to HIVO, and we have taken steps to ensure that our data hosting providers do not have access to, and use the necessary level of protection for, Your personal information. They do not control, and are not permitted to access or use your personal information, except for the limited purpose of storing the information. This means that HIVO always keeps your personal data in the country/region specified on your contract.

HIVO and use of AI training models

HIVO is committed to abiding by all relevant regulations and ethical standards that apply to using AI or AI models to process Data that you share with HIVO.  We will only use AI methods to process Service Data we process, but do not control nor collect. 

HVIO may choose to use external services to perform AI processing on data that we collect and in such cases will only use services that do not use such data to train publicly available models. Further we will only use services that do not store the data we send to the external services for analysis.

In the future HIVO may choose to develop its own AI capabilities in which case we may use such data to train our own models with the clients’ permission. In such cases training models will be ring fenced. For example - data from one client will not be used to train models that will be used with other clients.

HIVO takes steps to protect your personal information

HIVO is committed to protecting the security of Your personal information and we take all reasonable precautions to protect it from unauthorized access, modification or disclosure. Your personal information is stored on secure servers that have SSL Certificates and all Data transferred between You and the Service is encrypted.
However, the Internet is not in itself a secure environment and we cannot give an absolute assurance that Your information will be secure at all times. Transmission of personal information over the Internet is at Your own risk and You should only enter, or instruct the entering of, personal information to the Service within a secure environment.

We will advise You at the first reasonable opportunity upon discovering or being advised of a security breach, within 72 hours of the event, where Your personal information is lost, stolen, accessed, used, disclosed, copied, modified, or disposed of by any unauthorized person(s) or in any unauthorized manner.

HIVO only discloses Your Personal Information in limited circumstances

HIVO discloses personal information

You have provided to select third-party entities, in order to provide the Service to you:
1. Hubspot – CRM and Marketing systems, Website to Google Analytics/CRM Connector to track sales requirements of potential customers and existing customers, as well as to manage our opt-in/opt-out mailing lists.
2. Google Products – Software we use to run our business, including Google Docs for proposals, which may store your work email address so we can email proposals to you.
3. Xero/Stripe – Accounting and billing software is used to track financial transactions between You and HIVO, and if used, to securely process credit card information.
4. Product Integrations – Depending on your Subscription to the Service, you may use a variety of ‘out of the box’ plugins, some of which can securely pass your username and login details to third party providers. If you do not wish for third parties to have your personal details, please do not use the plugins available within HIVO.
We may disclose Your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.
You should be aware that HIVO may be required to disclose Your personal information without Your consent in order to comply with any court orders, subpoenas, or other legal process or investigation including by tax authorities, if such disclosure is required by law. Where possible and appropriate, we will notify You if we are required by law to disclose Your personal information.

HIVO does not store Your credit card details

If You choose to pay for the Service by credit card, Your credit card details are not stored by the Service and cannot be accessed by HIVO staff. Your credit card details are encrypted and securely stored by an accredited, third party payment facility, to enable HIVO to automatically bill your credit card on a recurring basis.

HIVO’s data retention and deletion parameters

We will retain and delete your personal data as follows:

1. Aggregated usage data will be retained indefinitely for the purpose of monitoring the historical performance of our website and Service.

2. Account data (Company Name, Purchase Data, Opt In Email Data, Contact History) will be retained indefinitely unless directed by You to anonymize Your related personal information (i.e. Your name and work email address).

3. Service data for paid accounts will be retained for up to 90 days after our last transaction with You, after which it will be deleted unless required for auditing or legal reasons. Service data for free trial accounts will be retained for up to 30 days after the end of the trial.

4. Enquiry data will be deleted on request or within five years of Your last communication with us, after which it will be deleted unless required for auditing or legal reasons.

5. Correspondence data will be retained for up to 5 years after our last transaction with You from an opt out request, after which it will be deleted unless required for auditing or legal reasons.

You may request access to Your personal information

It is Your responsibility to ensure that the personal information You provide to us is accurate, complete and up-to-date.You may request access to the information we hold about You, or request that we update or correct any personal information we hold about You, by setting out Your request in writing and sending it to us at info@hivo.com.au. You can also contact HIVO at the following address:  HIVO Pty Ltd, 608 Stirling Highway, Mosman Park.

HIVO will process Your request as soon as reasonably practicable, provided we are not otherwise prevented from doing so on legal grounds. If we are unable to meet Your request, we will let You know why. For example, it may be necessary for us to deny Your request if it would have an unreasonable impact on the privacy or affairs of other individuals, or if it is not reasonable and practicable for us to process Your request in the manner You have requested. In some circumstances, it may be necessary for us to seek to arrange access to Your personal information through a mutually agreed intermediary (for example, the Subscriber).

We’ll only keep Your personal information for as long as we require it for the purposes of providing You with the Service. However, we may also be required to keep some of Your personal information for specified periods of time.

HIVO uses cookies

In providing the Service, HIVO utilizes "cookies". A cookie is a small text file that is stored on Your computer for record-keeping purposes. A cookie does not identify You personally or contain any other information about You but it does identify Your computer and location.

We and some of our affiliates and third-party service providers may use a combination of “persistent cookies” (cookies that remain on Your hard drive for an extended period of time) and “session ID cookies” (cookies that expire when You close Your browser) on the Website to, for example, track overall site usage, and track and report on Your use and interaction with ad impressions and ad services.

You can set Your browser to notify You when You receive a cookie so that You will have an opportunity to either accept or reject it in each instance. However, You should note that refusing cookies may have a negative impact on the functionality and usability of the HIVO Website. Specifically, cookies are used to:

1. Identify You while you are on our website.

2. Enable You to have HIVO remember your password.

3. Determine if a user has responded to a marketing campaign.

4. Measure visits to the website by third party providers.

5. Track how users are navigating the website so we can provide a better product experience.

You can opt-out of any email communications

HIVO sends billing information, marketing communications, product information, Service updates and Service notifications to You via email. Our emails will contain clear and obvious instructions describing how You can choose to be removed from any mailing list not essential to the Service. HIVO will remove You at Your request.

You are responsible for transfer of Your data to third-party applications

The Service may allow You, a user of the Service, or another Invited User within the relevant Subscription to the Service to transfer Data, including Your personal information, electronically to and from third-party applications. HIVO has no control over, and takes no responsibility for, the privacy practices or content of these applications. You are responsible for checking the privacy policy of any such applications so that You can be informed of how they will handle personal information.

HIVO has a privacy complaints process

If You wish to complain about how we have handled Your personal information, please provide our Privacy Officer with full details of Your complaint and any supporting documentation by email to info@hivo.com.au.

Our Privacy Officer will:

  • provide an initial response to Your query or complaint within 10 business days; and
  • investigate and attempt to resolve Your query or complaint within 30 business days or such longer period as is necessary and notified to You by our Privacy Officer.

Your rights

Below is a high-level summary of the rights You have under data protection law. You should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights. Your principal rights under data protection law are below and at any time, You may exercise any of Your rights in relation to Your personal data by emailing info@hivo.com.au.

(a) the right to access;

(b) the right to rectification;

(c) the right to erasure;

(d) the right to restrict processing;

(e) the right to object to processing;

(f) the right to data portability;

(g) the right to complain to a supervisory authority; and

(h) the right to withdraw consent.

Google Limited Use Policy

HIVO may request access to scopes categorized as sensitive or restricted from your Google Account. Any information received from Google APIs via sensitive or restricted scopes will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

The current sensitive or restricted scopes that may be requested are as follows:

  • calendar.readonly - used to display calendar items from Google Calendar in the HIVO calendar page.
  • calendar.events - used to create calendar events in Google Calendar from the HIVO calendar page.

Google Privacy Policy

This section applies to accounts opting in to Google services (Single Sign On, Google Calendar, etc in account configuration.)

HIVO does not share any information from your Google Account with any third parties. Your information from Google is stored in a secure manner to protect the confidentiality of your data. Your Google information is retained only for the duration of your use of the HIVO service. This information may be deleted at any time by emailing a request to delete the information at info@hivo.com.au.

This Policy may be updated from time to time

HIVO reserves the right to change this Policy at any time, and any amended Policy is effective upon posting to this website. HIVO will make every effort to communicate any significant changes to You via email or notification via the Service. Your continued use of the Service will be deemed acceptance of any amended Policy.