HIVE MINDS VIRTUAL LIMITED

Company No. 12123434
England & Wales

CONTRACTOR DATA PRIVACY NOTICE & CONSENT ACKNOWLEDGEMENT

Last updated: 15th February 2026

1. Introduction

Hive Minds Virtual Limited (“Hive Minds”, “we”, “us”, “our”) provides virtual assistant, executive and operational support services to corporate and individual clients.

In order to onboard and allocate independent contractors (“Contractors”) to clients and projects, we must process personal data.

For the purposes of UK data protection law (including the UK GDPR and Data Protection Act 2018), Hive Minds acts as a Data Controller in respect of Contractor personal data.

This Notice explains how we collect, use and protect your personal data.

2. Personal Data We Collect

We may collect and process the following categories of personal data:

A. Standard Personal Data

  • Full name

  • Date of birth

  • Contact details (telephone, email, postal address)

  • CV, professional experience, qualifications and training

  • Right to work information

  • Banking details (for payment)

  • Professional insurance details

  • References

B. Special Category Data (Where Relevant)

We may collect limited sensitive data only where relevant and lawful, including:

  • Health or disability information relevant to role performance

  • Criminal conviction information (where legally permitted and necessary)

We do not collect sensitive personal data unless strictly necessary and lawful.

3. Purpose of Processing

We process your personal data for the following purposes:

  • Assessing suitability for client assignments

  • Matching you with appropriate client projects

  • Entering into and managing contractor agreements

  • Processing payments

  • Regulatory compliance

  • Maintaining internal records and secure databases

  • Protecting our legitimate business interests

4. Lawful Basis for Processing

We rely on the following lawful bases:

  • Contractual necessity – where processing is required to enter into or perform a contract with you.

  • Legitimate interests – to operate and grow our business responsibly.

  • Legal obligation – to comply with tax, regulatory or legal duties.

  • Explicit consent – where required for special category data.

Where we rely on legitimate interests, we ensure your rights are not overridden.

5. Data Sharing

We may share your personal data with:

  • Clients for the purpose of placement or service delivery

  • Professional advisers (legal, insurance, tax)

  • Payment providers

  • IT and secure database providers

We do not sell personal data.

Where your data is shared with a client, it will be limited to what is reasonably necessary.

6. Automated Processing

Hive Minds may use digital systems and databases to:

  • Store contractor information

  • Match skills to client requirements

We do not use automated decision-making that produces legal or similarly significant effects.

7. International Transfers

Where personal data is transferred outside the UK, appropriate safeguards will be implemented, including:

  • UK-approved International Data Transfer Agreements

  • Standard Contractual Clauses

8. Data Retention

We retain Contractor personal data only for as long as necessary, including:

  • The duration of our working relationship

  • Up to 6 years following termination (for tax and legal purposes)

  • Longer where required by law

Where consent is the basis of processing, you may withdraw consent at any time.

9. Your Rights

You have the right to:

  • Request access to your personal data

  • Request correction of inaccurate data

  • Request deletion (subject to legal limits)

  • Object to processing based on legitimate interests

  • Request data portability

  • Withdraw consent (where applicable)

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

ICO website: https://ico.org.uk

Requests may be sent to:
📧 hello@the-hive-minds.com

10. Security

Hive Minds implements appropriate technical and organisational measures to safeguard personal data, including:

  • Secure cloud systems

  • Access controls

  • Confidentiality obligations

  • Encryption where appropriate

11. Consent Acknowledgement

By engaging with Hive Minds as a Contractor, you acknowledge that:

  • You have read and understood this Privacy Notice.

  • You understand the lawful bases upon which your data is processed.

  • You understand your rights under UK data protection law.

Where special category data is processed, explicit consent will be requested separately where legally required.