Privacy Policy
At HIVO (HIVO, we, us), 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.
What Personal Information do we collect
To provide the Service to You, HIVO will collect Your name, email address and telephone number to create a user account for You. If You provide other personal information as part of the account creation process, HIVO may also collect this information where appropriate.
We may collect sensitive information when You use our optional features, such as the facial-recognition and auto-tagging tool. In such circumstances, we only collect sensitive information with the individual’s consent, or as otherwise permitted or required by law.
When will we collect your Personal Information
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.
You can choose not to provide Your personal information to HIVO, but it may mean that we are unable to provide You with various services.
We may collect Personal Information about You from third parties
Where HIVO collects personal information about you from a third party, we will only do so when it is unreasonable or impracticable to collect it from you directly.
We recommend you inform individuals that you are providing their personal information to HIVO and direct them to this policy.
Why do we collect your Personal Information
HIVO collects Your personal information so that we can provide You with the Service and any related services You may request. Specifically, HIVO may use the personal information 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.
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 access, aggregate and use non-personally identifiable data to track 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) that does not identify You personally.
All personal information you provide to us through surveys will be treated in accordance with our Privacy Policy. 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.
Your personal details will not be published on the site or sold to any third party.
How we use AI 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. All use of AI models is done in accordance with HIVO’s AI Policy.
HIVO 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. We currently use a range of AI tools including AWS Rekognition, Hugging Face and Bedrock, Remove.bg, Open AI, Cursor, Code Rabbit and Github Copilot.
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 would be ring fenced. For example - data from one client will not be used to train models that will be used with other clients.
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:
- Identify You while you are on our website.
- Enable You to have HIVO remember your password.
- Determine if a user has responded to a marketing campaign.
- Measure visits to the website by third party providers.
- Track how users are navigating the website so we can provide a better product experience.
Who we may disclose Personal Information to
To provide the Services to You, we may disclose Your personal information to the following third parties:
- 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.
- 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.
- 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.
- 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.
- 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.
- Where required by law or to comply with a Court or Tribunal order. Where possible and appropriate, we will notify You if we are required by law to disclose Your personal information. Personal Information may be processed by the above third parties outside of Australia. Before we disclose personal information to any overseas recipient, we take reasonable steps to ensure that recipient does not breach the Australian Privacy Principles in relation to that information.
How we protect your personal information
HIVO is committed to protecting the security of Your personal information and we take all reasonable steps to protect it from misuse, interference and loss, and unauthorised 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. We use top tier, third party data hosting providers (AWS) to host our Services which are ISO27001 and SOC 2 compliant.
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.
If Your personal information is lost, stolen, accessed, used, disclosed, copied, modified, or disposed of by any unauthorised person(s) or in any unauthorised manner in circumstances that amount to an 'eligible data breach' under the Privacy Act 1988 (Cth), we will conduct an assessment (using reasonable efforts to complete it within 30 days of becoming aware of the suspected breach). If appropriate, will notify the Office of the Australian Information Commissioner (OAIC) and affected individuals as soon as practicable after we conclude that an eligible data breach has occurred.
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:
- Aggregated usage data will be retained indefinitely for the purpose of monitoring the historical performance of our website and Service, provided this data is de-identified to the extent that no individual is reasonably identifiable or re-identifiable.
- Personal information will be retained for as long is necessary to provide the Services to you and as required or authorised by law. We periodically review the personal information we hold and destroy or de-identify that personal information which is no longer necessary for the purpose in this privacy policy.
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 sending out Your request in writing and sending it to us at:
Email: info@hivo.com.au.
Postal Address: HIVO Pty Ltd, 608 Stirling Highway, Mosman Park, WA 6012
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).
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.
How you can make a complaint
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.
If You are not satisfied with our response, You may also lodge a complaint with the OAIC: www.oaic.gov.au, GPO Box 5288, Sydney NSW 2001, or 1300 363 992.
Google Limited Use Policy
HIVO may request access to scopes categorised 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, and this privacy policy.
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.