Privacy Policy

Hive Minds Virtual Limited
Company No. 12123434
Last updated: 15th February 2026

1. Who We Are

Hive Minds Virtual Limited (“Hive Minds”, “we”, “us”, “our”) is a company registered in England and Wales (Company No. 12123434).

We provide virtual assistant, executive support, administrative and business support services to corporate and individual clients.

For the purposes of UK data protection law, including the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018:

  • We act as a Data Controller in relation to personal data collected through our website, enquiries, marketing, and contractor onboarding.

  • We act as a Data Processor when delivering services to clients and processing personal data strictly on their behalf.

If you have any questions about this Privacy Policy, please contact:

Email: hello@the-hive-minds.com
Address: 3rd Floor, 86-90 Paul Street, London, EC2A 4NE

2. The Personal Data We Collect

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

A. Website Visitors & Enquiries

  • Name

  • Email address

  • Telephone number

  • Company name

  • Information submitted via contact forms

  • Marketing preferences

B. Clients

  • Contact details

  • Billing information

  • Correspondence

  • Contract details

  • Instructions and task-related information

C. Contractors (Independent Virtual Assistants)

  • Contact details

  • CV and employment history

  • Identification and right to work documentation

  • Bank details

  • Insurance information

  • References

  • Professional qualifications

D. Data Processed on Behalf of Clients

When providing services, our independent contractors may process personal data on behalf of clients, which may include:

  • Employee information

  • Customer information

  • Supplier data

  • Business contacts

  • Diary, travel, financial or operational data

In these circumstances, Hive Minds acts as a Data Processor and processes data only in accordance with the client’s instructions.

E. Technical Data

  • IP address

  • Browser type

  • Device information

  • Pages visited

  • Date and time of visit

This data is collected via cookies and website analytics tools.

3. Lawful Bases for Processing

We process personal data under the following lawful bases:

  • Contract – where processing is necessary to perform a contract with you.

  • Legitimate Interests – where processing is necessary for our legitimate business interests and does not override your rights.

  • Consent – where you have provided clear consent (e.g. marketing communications).

  • Legal Obligation – where we must comply with regulatory or legal requirements.

Where we rely on legitimate interests, we carry out appropriate balancing assessments.

4. How We Use Personal Data

We use personal data to:

  • Respond to enquiries

  • Deliver contracted services

  • Manage client relationships

  • Recruit and manage contractors

  • Process payments

  • Comply with legal obligations

  • Improve our website and services

  • Send business communications where appropriate

We do not sell personal data to third parties.

5. Data Sharing

We may share personal data with:

  • Independent contractors engaged to deliver services

  • Professional advisers (legal, tax, insurance)

  • IT providers and hosting providers

  • Payment processors (e.g., Stripe)

  • Regulatory bodies where legally required

All third parties are required to maintain appropriate security and confidentiality measures.

6. International Transfers

If personal data is transferred outside the UK, we ensure appropriate safeguards are in place, including:

  • UK International Data Transfer Agreements (IDTAs)

  • Standard Contractual Clauses

  • Transfers to countries deemed adequate by UK authorities

Clients will be informed where international processing is material to service delivery.

7. Data Security

We implement appropriate technical and organisational measures to protect personal data, including:

  • Access controls

  • Confidentiality agreements

  • Contractor data protection obligations

  • Secure cloud-based systems

  • Encryption where appropriate

However, no data transmission over the internet can be guaranteed 100% secure.

8. Data Retention

We retain personal data only as long as necessary to fulfil the purposes for which it was collected, including:

  • To satisfy legal, accounting and reporting requirements

  • To defend potential legal claims

Financial and contractual records are typically retained for a minimum of six (6) years in accordance with UK tax law.

Where retention periods differ, we apply proportionate and lawful retention practices.

9. Your Data Protection Rights

Under UK GDPR, you have the right to:

  • Be informed about how your data is used

  • Request access to your personal data

  • Request rectification of inaccurate data

  • Request erasure (where legally applicable)

  • Restrict processing

  • Request data portability

  • Object to processing based on legitimate interests

  • Withdraw consent at any time (where processing is based on consent)

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

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

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

We will respond within the statutory timeframe.

10. Cookies

Our website uses cookies and similar technologies to:

  • Enable site functionality

  • Analyse website performance

  • Improve user experience

Details of the cookies used and how to manage your preferences are set out in our separate Cookie Policy.

11. Children’s Data

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal data from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time.

Any material changes will be published on this page with an updated effective date.