Hyve Group's privacy notice

 
 

Our notice at a glance

The Controller responsible for processing your personal information is Hyve Group Plc, which you can contact by post at:
Hyve Group Plc, The Studios, 2 Kingdom Street, London W2 6JG

Hyve is made up of different legal entities. This privacy notice is issued on behalf of the Hyve Group so when we mention “Hyve Group”, “Hyve”, “we”, “us” or “our” in this privacy notice, we are referring to the relevant company in the Hyve Group responsible for processing your data.

  • The data we collect about you includes identity and contact data (such as name, username or identifier, postal and email address, telephone), financial data and transaction data (such as bank account and payment card details, details of payments to and from you), targeting data (such as data relating to your behaviours, interests and preferences), technical data and usage data (such as IP address, login data, browser type and other technical data, information on how you use our services and websites) and recruitment data (such as eligibility to work, skills and qualifications).

  • The main ways we use your data are:

    • when you browse our Websites
    • if you use our Apps
    • to register you as a customer, visitor or exhibitor
    • to process your orders including managing payment
    • to manage our relationship with you
    • to manage our events
    • for health and safety purposes
    • to deal with customer services and enquires
    • to carry out surveys and obtain feedback
    • to carry out prize draws, prize competitions and other promotions
    • to engage with third party Data Brokers
    • to deliver relevant website content and provide advertisement to you
    • to carry out insight, analysis and retargeting through cookies
    • to carry out our marketing practices via email, SMS and online marketing
    • to receive products and services from you 
    • for business administration and legal compliance 
    • to manage our recruitment process

  • We share your personal data with carefully selected third parties such as other companies in the Hyve Group, third party sales agents acting on Hyve's behalf, venue providers, data brokers and providers of event services or IT services who need to process your personal data in order to fulfil our contracts with you to provide services at or in connection with our events.

  • ​You can exercise your rights to access the information we hold about you, to correct or delete information from our records, to object to processing of your information or exercise any other of your legal rights by contacting us.

Introduction

Hyve is committed to protecting and respecting your privacy and personal data. This privacy notice will explain how we look after your personal data; please read it carefully.

For ease of use this document is provided in a structured format so you can click through to the specific sections using the links below.  

Purpose of this privacy notice

This privacy notice provides you with information on how Hyve collects and processes your personal data through your use of any of our websites (“Websites”), our Meetup apps (including our Shoptalk (e.g. Shoptalk Meetup for Women), and Groceryshop apps) (“Apps”) (collectively “Platforms”) and the products and services we offer, including through our Platforms and at any of our events (“Products and Services”).

Please take a moment to read and understand it. It should be read in conjunction with our Website Terms of Use the relevant App Terms of Use and our Cookies Policy.

This privacy notice supplements any more specific privacy notices we may provide to you when collecting specific information from you and is not intended to override them.
 

Third-party links  

This privacy notice only applies to the use of your personal data obtained by us, whether from you directly or from a third party. It does not apply to personal data collected by third parties during your communications with those third parties or your use of their products or services. Our Websites may include links to third-party websites, plug-ins and applications. For example, our Websites invite you to connect with us on social media platforms such as Facebook and Instagram. When you click on the links we provide to such third-party platforms, you will be transferred from our website to the relevant third-party platform and the privacy notice (and other terms and conditions) of that platform will apply to you.

Clicking on those links or enabling those connections to third parties may allow these third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements or their terms and conditions of use. When you leave our Website, we encourage you to read the privacy notice of every website you visit and to contact them if you have any questions about their respective privacy notices and practices.
 

The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be directly or indirectly identified. It does not include data where the identity has been removed (anonymised  data).

We collect, use, store and transfer different kinds of personal data about you, as described below.  In some cases, the data may not be personal data by itself but where it is associated with other data from which you can be identified, we treat it as personal data:
 
  • Identity Data includes first name, last name, username or similar identifier, title and gender, job title and organisation you represent.

  • Contact Data includes billing address, delivery address, email address and telephone numbers.

  • Financial Data includes bank account and payment card details.

  • Transaction Data includes details about payments to and from you and other details of services you have purchased from us.

  • Targeting Data includes data relating to your behaviours, interests and preferences, including data collected as a result of your browsing activity and/or interaction with our Websites and/or our emails which is obtained through the use of cookies, pixel tags and other similar technologies; information about when your current or previous sessions started.

  • Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

  • Profile Data includes your username and password, enquiries or orders made by you, your interests, preferences, feedback and survey responses.

  • Usage Data includes information about how you use our Websites, Apps products and services.

  • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

  • Recruitment Data includes date of birth; gender; country of residence; nationality; details of your eligibility to work (including documents and information that we may collect to verify this); your work preferences (including areas and dates where you are available for work); skills, qualifications, training and work history; photographs of you; any personal data which appears in your curriculum vitae or application; and any personal data that you volunteer during an interview or your interactions with us.
We may also utilise the above information to create Aggregated Data such as statistical or demographic data.  Whilst Aggregated Data may be derived from your personal data, it is not considered personal data under data protection law as this data does not directly or indirectly reveal your identity.

We may collect dietary and/or access requirements (i.e. data relating to a disability) to ensure that you have the best experience at our events.

This information may allow inferences regarding your religion or health but is not shared with any third parties in a specifically identifiable way, unless it is necessary for a seated event. Please only provide this information if you need to and are happy for it be used for the intended purpose.  

We otherwise do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
 

How is your personal data collected?

We use different methods to collect data from and about you including through:
 
  • Direct interactions. You may give us your Identity, Contact and Financial Data by filling in forms, providing us with your business card or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you (or where relevant your organisation):

    • apply for or enquire about one of our services;
    • register to attend one of our events;
    • are involved in an incident at one of our events;
    • create an account on one of our Websites;
    • register and participate in activities using our Apps;
    • subscribe to a service provided by us;
    • request marketing information to be sent to you;
    • enter a competition, promotion or survey;
    • give us some feedback;
    • provide us with products and services;
    • interact with us on a social media platform (for example, LinkedIn ); and/or
    • apply for formal employment with us or other type of permanent or semi-permanent position with us, whether through our Websites or otherwise.

    •  
  • Automated technologies or interactions. As you interact with our Website, or our Apps we may automatically collect Technical Data and Targeting Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our Cookies Policy for further details.

  • In our Apps. In relation to our Meetup Apps, we will also collect your device id, username, password, other registration information, personal description and photograph. For example, this will also include the details of the event for which you have registered.

  • Third parties or publicly available sources. We may receive personal data about you from publicly available sources such as Companies House, or from third parties (examples of which are set out below), who may be based outside of the United Kingdom. Once we receive such data we will look after it in accordance with the terms of this privacy notice.
    • Examples of third-party sources:

      1. Analytics providers, Search information providers, social media providers and advertising networks who provide Technical Data about your use of websites and social media platforms.
      2. Providers of technical, visitor registration, payment and delivery services who provide us with Contact, Financial and Transaction Data relevant to services provided to you.
      3. Data brokers, aggregators or third-party sales agents (“Data brokers”) who provide us with Identity and Contact Data of individuals likely to be interested in our services.
      4. Our event partners who provide us with Identity and Contact Data when you have interactions during an event (actions such as using a messaging or meeting service, or scanning a QR code, sharing online or physical business cards or having your badge scanned).
      5. Third-party recruitment agencies who submit your Recruitment Data on your behalf.

How we use your personal data  

We will only use your personal data when the law allows us to. We use your personal data for the purposes set out in this section and we rely on the legal basis as described. If we wish to make any changes to these purposes, or if we wish to use your personal data for any purpose that is not listed in this section, we will notify you using the contact details we hold for you.

Generally, we do not rely on obtaining your consent as a legal basis for processing your personal data unless you have gone through a specific consent process for a particular service. 
 

Use of our websites

If you browse our Websites When you browse our Websites, we collect and process

(a)       Targeting Data and

(b)       Technical Data

to help us understand how you are using and navigating our Websites. We do this so that we can better understand which parts of our Websites are more or less popular and to improve the structure and navigation of our Websites.

Our legal basis for processing

Necessary for our legitimate interest to use personal data to ensure that we provide access to our Websites in a secure and effective way and so that we can make improvements to our Websites.
Operating our websites When we operate our Websites, we collect and process:

(a)       Identity Data

(b)       Contact Data

(c)       Technical Data

to administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).

Our legal basis for processing

(a)       Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise).

(b)       Necessary to comply with a legal obligation.
 


Ensuring the proper functioning of our Apps and providing you with our in-App features and notifications

Use of our Apps and associated features and functionality We will process your:
   
   (a) Identity Data
   
   (b) Contact Data
   
   (c) Technical Data
   
   (d) Usage Data; and
   
   (e) app data: (i) device name (e.g. “Apple iPhone” or “Samsung Galaxy” or any other name that you have given your device); (ii) operating system and version; (iii) system language; (iv) general device data, such as voice and regional settings; (vi) date and time of use; and (vii) application ID to identify your installation of the App.

We will process this data for the following purposes:
 
  • To ensure that our Apps can operate properly and provide you with the features you want.

  • Our Apps may send us (or our IT suppliers) an error message in the event of a crash or other error (e.g. after the App has unexpectedly quit because of a program error or has stopped responding to your input). The error message contains Technical Data and information about which part of the App’s software code has caused the error. This information helps us understand the cause of the error so that we can develop a fix to prevent that error from reoccurring and therefore improve the App for all users.

  • When you open the Apps for the first time, you may be asked for permission to send you push notifications. If you allow this feature, our Apps will send you push notifications, for example, reminders, alerts, updates and other information. You can configure and turn off push notifications via your device settings at any time.

  • In relation to our Meetup apps:

    • to enable user-to-user communications including Meetup meetings, Tabletalks, chat functionality. We may use your information in order to enable user-to-user communications with each user's consent.

    • to deliver and facilitate delivery of Meetup services to the user via the Meetup apps. We may use your information to provide you with the requested service 
 
  • To respond to user inquiries/offer support to users. We may use your information to respond to your inquiries and solve any potential issues you might have with the use of our Apps.

  • To manage user accounts. We may use your information for the purposes of managing your account and keeping it in working order.

  • To send administrative information to you. We may use your personal information to send you product, service and new feature information and/or information about changes to our terms, conditions, and policies.

  • Request feedback. We may use your information to request feedback and to contact you about your use of our Apps.

  • To protect our Apps and services. We may use your information as part of our efforts to keep our App safe and secure (for example, for fraud monitoring and prevention).

  • Mobile Device Access for certain features. We may request access or permission to certain features from your mobile device, including your mobile device's camera, microphone, calendar and other features. If you wish to change our access or permissions, you may do so in your device's settings-- however this may reduce the functionality of the App.
Please note, this section does not apply to Customer content, including for example any personal data about you that may be shared during Meetup meetings, Tabletalks or via the chat functionality on the App. See Customer Content section below for more information.


Fulfilment of our Services

Fulfilment of our Services We collect and maintain personal data that you submit to us for the purpose of supplying our Services. We may collect and process your personal data whether you are interacting with us on your own behalf or on behalf of any organisation you represent.

The personal data we process may include your Contact Data, Registration Data, and Financial Data, Transaction Data and Marketing and Communications Data (where applicable).

We process this information so that:

  • we can register you as a new customer;

  • fulfil the supply of our Services;

  • process and deliver your order including:

    • Manage payments, fees and charges
    • Collect and recover money owed to us 

  • maintain our user databases; and

  • to keep a record of how our services are being used.
Our legal basis for processing 

   
(a) Necessary to perform our obligations in accordance with any contract that we may have with you.

   (b) Necessary for our legitimate interest or a third party’s legitimate interest to use personal data in such a way to ensure (i) that we provide the services in an effective, safe and efficient way; and (ii) recover debts due to us.
To manage our relationship with you If you are an existing or potential client, we will process your personal data in order to manage our relationship with you, for example in order to:
 
  • Notify you about changes to our terms or privacy notice;

  • Notify you about changes to event dates, locations or related services; and

  • Communicate with our clients and potential clients
The personal data we process will include:

   (a) Identity Data

   (b) Contact Data

   (c) Profile Data

   (d) Marketing and Communications Data

Our legal basis for processing:

   (a) Performance of a contract with you

   (b) Necessary to comply with a legal obligation

   (c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)
 

Event management

If you sign up for and/or attend one of our events Where we organize and host events, we will process your personal data to register you as a visitor or exhibitor at one of our events. If you are a speaker at our event, we will publish your name in association with the event.

The personal data we process will include your:

   (a) Identity Data

   (b) Contact Data

   (c)  Where required for entry into a country where an event is being hosted:
         - All event registered attendees: personal data will include country of residence, nationality and attendance

         - Event speakers: personal data will include passport number

   (d)  Where support on travel exemption permits is  required, passport copy, flight ticket copy, visa copy.

Our legal basis for processing:
   
   (a)       Performance of a contract with you

   (b)       Necessary to comply with a legal obligation

   (c)       Necessary for our legitimate interest to provide information about speakers at an event.
Logistical arrangements for our events Where we organize and host events, we will process your personal data if you are an exhibitor at one of our events, in order to make logistical arrangements with you in connection with your exhibitor space at the event. The personal data we process will include your:

   (a)       Identity Data

   (b)       Contact Data

   (c)       Financial Data

   (d)       Transaction Data ,

   (e)       Profile Data

Our legal basis for processing:

Performance of a contract with you
 

Health and Safety at an event

Health and safety incident report If there is an incident at one of our events and you are involved as either the injured party or a witness, we may need to collect your personal data in order to fill out an incident report. If you have provided first aid in relation to the incident, we will also collect your personal data.

We will collect and process:

   (a)       Identity Data

   (b)       Contact Data

   (c)       your capacity at the event, i.e. whether you are staff, a contractor, exhibitor, attendee/conference delegate, speaker, venue staff or other

   (d)       date of birth

   (e)       any personal data you provide in your (i) factual description of the incident/actions taken where you are the injured party or (ii) observations where you are a witness

   (f)        severity of your injury (first aid only, onsite paramedic/paramedic technician, advised to visit hospital, hospitalized, fatality)

   (g)       if first aid is provided, the type of medical assistance provided, the medical report number and details of treatment;

and any other personal data collected during the process of completing the incident report. We will not collect any information relating to your health where this is not related to the incident.

Our legal basis for processing

   (a)       Necessary to comply with a legal obligation

   (b)       Necessary for our legitimate interests (to manage an incident, for analysis purposes and to help us improve our event/incident management processes)


Customer service and enquiries

If you have a general question or need help with any issue concerning our There are various ways in which you can contact us (see the Contact Us section below). Our Website features a Contact Us page, which invites you to submit general enquiries. From time to time, you may also be able to submit specific enquiries on other pages of our Website, including in secure account areas.
Websites or our Products and Services When you make an enquiry, we will collect and process your:

   (a) Identity Data

   (b) Contact Data; and

   (c) if applicable, certain Profile Data and Transaction Data, as well as any other personal data you volunteer that is relevant to your enquiry.

   (d) If you have a technical issue concerning our Website, we may also collect and process Technical Data to help us diagnose the technical issues you are experiencing and to help us resolve them in an efficient way.

We use this information to manage and respond to your enquiry.

Our legal basis for processing

Necessary for our legitimate interest so that we can help you with your enquiry, provide a good standard of service and improve our customer services.
 

Surveys and feedback

If you complete our surveys or provide feedback on your experience of our Websites and/or our products and services From time to time, we will invite you to provide feedback about us, our Websites and our products and services in the form of online surveys or reviews. We will collect and process your:

   (a) Identity Data

   (b) Contact Data

   (c) Marketing and Communications Data

   (d) if applicable, certain Profile Data

as well as any other personal data you choose to volunteer in your survey response or other feedback.

We use this information to help us to monitor and improve our Websites and our products and services, to assist with the selection of future product and service lines and to train our personnel.

You can also voluntarily provide feedback by email. Please see the Customer service and enquiries section above for more information.

Our legal basis for processing

Necessary for our legitimate interest:

   (a) so that we can improve our Website and our products and services and provide them in an effective way; and

   (b) to study how customers use our products/services, to develop them and grow our business.
 

Prize draws, prize competitions and other promotions

If you participate in one of our promotions From time to time, we may run prize draws, prize competitions and other promotions on our Websites and/or on our social media accounts.

For the purposes of administering such promotions, we may process your:

   (a) Identity Data

   (b) Contact Data

   (c) Registration Data

   (d) Profile Data

   (e) Targeting Data and/or Technical Data

and any other personal data volunteered by you in relation to your promotion entry.

Our promotions are subject to separate terms and conditions, which you may be required to accept as a condition of entry.

Our legal basis for processing

   (a) necessary to perform our obligations in accordance with any contract that we may have with you (e.g. the promotion terms and conditions)

   (b) necessary for our legitimate interest to enable us to administer our promotion fairly and effectively and to ensure that we comply with self-regulatory codes governing the operation of promotions.
 

Use of third party Data Brokers

Our use of third party Data Brokers We may engage Data Brokers to provide us with information about individuals in order to:

   (a) Enrich your existing profile that we have about you;

   (b) Match your data with our existing datasets;

   (c) carry out data cleansing in order to ensure the data we hold is accurate; and

   (d) carry out audience segmenting using data provided by Data Brokers in order to send you relevant suggestions and recommendations.

Please see the ‘Sharing your personal data’ section below for more information about the data we share with Data Brokers.

We will process your:

   (e) Identity Data

   (f) Contact Data

   (g) Profile Data

Our legal basis for processing

Necessary for our legitimate interests in order to develop our Products and Services and grow our business.
 

Insight, analysis and retargeting through Cookies

Our use of cookies to help us understand more about you and your use of our Websites and our Products and Services We and our third-party partners use cookies, web beacons, pixel tags and other similar technologies (which we generically refer to as “Cookies”) to collect data from the devices that you use to access our Websites, our Products and Services and any emails that you receive from us.

The data that is collected includes:

   (a) Targeting Data

   (b) Technical Data

   (c) Usage Data; and

   (d) certain Profile Data.

Please see our Cookies Policy for further information, including details of our third-party partners.

We and our third-party partners use this data to analyse how you use our Websites and our Products and Services and the effectiveness of our Websites and our Products and Services, including:
  • for the purposes described in the “Marketing” section below where we describe personalised marketing;

  • to analyse how you use, and the effectiveness of, our Websites and our Products and Services;

  • to count users who have visited our Websites or opened an email and collect other types of information, including insights about visitor browsing habits, which helps us to improve our Websites, our Products and Services and the effectiveness of our emails;

  • to measure the effectiveness of our content;

  • to learn what parts of our Websites are most attractive to our users, which parts of our Websites are the most interesting and what kind of features and functionalities our visitors like to see;

  • to help us understand the type of marketing content that is most likely to appeal to our visitors and customers; and

  • to help us with the selection of future product and service lines, website design and to remember your preferences.
In some of our email messages, we use a “click-through URL” linked to certain websites administered by us or on our behalf. We may track click-through data to assist in determining interest in particular topics and measure the effectiveness of these communications.

Our legal basis for processing

Where your data is collected through the use of non-essential cookies, we rely on consent to collect your personal data and for the onward processing purpose.

You can set your preferences as to how cookies are used on Hyve’s website. We make every effort to ensure your experience is not impacted if you choose to limit the cookies which are allowed, but some functionality may not be available.

Please see our Cookies Policy for further details.
 

Marketing

If we send you marketing communications by email or SMS We may use your Identity, Contact and Marketing and Communications Data to send you marketing communications via email or SMS about products and services where we have a lawful basis to do so.

Our marketing communications will include personalised and non-personalised marketing. Personalised marketing has been specifically tailored to you and will include content that we think is most relevant to you, based on what we know about you. We will use your personal data to make suggestions and recommendations to you about goods or services that may be of interest to you. Non-personalised marketing is marketing that is not tailored to you.

Where we are sending you personalised marketing, we may also use Profile Data, and Usage Data to help us decide what sort of personalised marketing to send you.

Our legal basis for processing

It is in our legitimate interest to use your personal data for marketing purposes, for example to decide what marketing content we think may appeal to you. Unless you opt-out, you will receive marketing communications from us if you have requested information from us, registered to attend one of our events or purchased services from us. You have the right to opt-out of these communications at any time by following the unsubscribe links on any marketing message sent to you or by Contacting us.
If we carry out any online personalised advertising We and our third-party partners may use your Targeting Data, Usage Data and Technical Data and other data that is collected through your interactions with third party websites and services to provide you with, and analyse the effectiveness of, personalised ads when you visit other websites and/or use other services.

By “personalised ads”, we mean advertisements for products and services that you have shown an interest in when you have used our Websites or which we or our partners otherwise think you might be interested in based on your browsing habits. Note, our third-party partners may also use the data that is collected to show personalised ads for products and services offered by third parties.

Our legal basis for processing

Please see the Insight, analysis and retargeting through Cookies section to learn about the legal basis that we rely on to collect data via the use of Cookies.

Where we use your personal data to display online personal advertising to you, we rely on the consent that you have provided in respect of the collection of such data, or it is otherwise in our legitimate interests to promote our Websites and our Products and Services to you.

Third-party marketing

Where we have your consent to do so, we may share your personal data with trusted companies outside the Hyve Group for marketing purposes.

Our third-party partners may rely on a different lawful basis in respect of their use of your personal data. Please read the privacy notice of the relevant third-party provider, as set out in our Cookie Policy.
 

Receipt of products and services from our suppliers

If we have engaged you or the organisation you represent to provide us with products or services If we have engaged you or the organisation you represent to provide us with products or services (for example, if you or the organisation you represent provide us with services such as IT support or financial advice), we will collect and process your personal data in order to manage our relationship with you or the organisation you represent, to receive products and services from you or the organisation you represent and, where relevant, to provide our Products and Services to others. The personal data we collect from you may include your Identity Data, Contact Data, Financial Data and any other personal data you volunteer which is relevant to our relationship with you or the organisation you represent.

Our legal basis for processing

   (a) Performance of a contract with you

   (b) Necessary for our legitimate interests (to ensure that we have an effective working relationship with you or the organisation you represent and can receive the services that you or your organisation provides, and provide our services to others, in an effective way)
 

Business administration and legal compliance

Our use of your personal data to comply with our legal obligations or in connection with the administration of our business We may use your personal data: (i) to comply with our legal obligations; (ii) to enforce our legal rights or defend potential legal claims; (iii) to protect the rights of third parties; and (iv) in connection with a business transition such as a merger, reorganisation, acquisition by another company, or sale of any of our assets.

Our legal basis for processing

   (a) Business transition, to enforce our legal rights or to protect the rights of third parties: Necessary for our legitimate interests (in order to operate our business in an effective manner)

   (b) All other purposes described in this section: Necessary to comply with a legal obligation

We will not process any special (or sensitive) categories of personal data or personal data relating to criminal convictions or offences except where we are able to do so under applicable legislation or with your explicit consent.
 


Recruitment

Our use of your personal data in connection with our recruitment activities We use your personal data for recruitment purposes in particular:

  •  to assess your suitability for any of our positions that you apply for, whether such application has been received by us online, by email or by hard copy and whether submitted directly by you or by a third-party recruitment agency on your behalf.

  • To communicate with you about the recruitment process, to keep records about our recruitment process and to comply with our legal and regulatory obligations in relation to recruitment.
We will process any personal data about you that you volunteer, including during any interview, when you apply for a position with us. We may also process your personal data obtained from any third parties we work with in relation to our recruitment activities, including without limitation, recruitment agencies, background check providers, credit reference agencies and your referees. We also use your personal data for the purposes of reviewing our equal opportunity profile in accordance with applicable legislation. We do not discriminate on the grounds of gender, race, ethnic origin, age, religion, sexual orientation, disability or any other basis covered by local legislation. All employment-related decisions are made entirely on merit.

Our legal basis for processing

Where we use your personal data in connection with recruitment, it will be in connection with us taking steps at your request to enter into a contract we may have with you or it is in our legitimate interest to use personal data in such a way to ensure that we can make the best recruitment decisions.

We will not process any special (or sensitive) categories of personal data or personal data relating to criminal convictions or offences except where we are able to do so under applicable legislation or with your explicit consent.
 

Customer content (on our Apps)

Customer content is the “in-session” information you give us directly through your use of our Apps (including the Shoptalk Meetup for Women app), such as:

  • meeting data,

  • chat logs,

  • files and

  • any other information uploaded while using the App.
Hyve uses customer content only in connection with providing our services--we do not monitor, sell or use customer content for any other purposes.

We do not control the actions of anyone other Controllers with whom you or any other App user may choose to share information. Therefore, we cannot and do not guarantee that any customer content you or any user provides to the App will not be viewed by unauthorised persons. Nor can Hyve control the information a user may choose to share during a meeting. You should be cautious about the access you provide to others when using the App, and the information you choose to share when using the app. The Shoptalk Meetup for Women app includes networking features, including video meetings and chat functionality. Ensure when using these features that you do not submit any personal data that you do not want to be seen, collected or used by other users.

 

Change of purpose

We will only use your personal data for the purposes for which we collected it or for a compatible purpose, if we reasonably consider that we need to use it for that purpose and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. This privacy notice will be updated to reflect any change in processing.

If you fail to provide your personal data

Where we are required by law to collect your personal data, or we need to collect your personal data under the terms of a contract we have with you, and you fail to provide that personal data when we request it, we may not be able to perform the contract we have or are trying to enter into with you. This may apply where you do not provide the personal data that we need in order to provide the services you have requested from us. In this case, we may have to cancel the provision of the relevant services to you, in which case we will notify you.

Sharing your personal data  

We may share your personal data with selected third parties, including:

  • Other companies in the Hyve Group who may be acting as joint controllers or independent controllers, for example for sales or marketing purposes, or processors and/or provide IT and system administration services and internal reporting activities.

  • Companies outside of the Hyve Group who act as sales agents on behalf of Hyve in certain countries.

  • Service providers who provide IT systems, payment systems, customer management systems, visitor registration systems, event management systems and administration services and who will process your data in accordance with the terms of our data processing agreements with them. These include providers such as Coditas, Personatech, Hubspot, Google, Amazon Web Services, Microsoft Azure, Stripe, Aventri, Marketo and N200.

  • Venue providers or providers of event services who need to process your personal data in order to fulfil their contracts with you or with Hyve to provide services at our events or to offer you facility services at an event.

  • Event sponsors so that they can better plan their sponsorship to enhance attendee experience and, where applicable, to choose invitees to private briefings, meetings or dinners. These sponsors shall agree to confidentiality restrictions and to use any personal information we share with them solely for this purpose.

  • Exhibitors when you have interactions during an event (actions such as using a messaging or meeting service, or scanning a QR code, sharing online or physical business cards or having your badge scanned) in order for exhibitors to provide you with marketing communications.

  • We may also share your data with Data Brokers in order to enhance the data we hold and to provide our exhibitors with aggregated reports which provide a profile of the attendees at an event (e.g. type of organization, seniority within an organization, etc.). These aggregated reports which are shared with our exhibitors will not contain your personal data.

  • If you have signed into our Apps, your data may be shared in the following ways:

    • Editorial media and equity analysts that are attending our events, where you have given appropriate permission for your details to be shared.

    • Other attendees of our events for specific purposes related to their presence at those events.

    • In relation to the Meetup apps, to allow participants to interact with each other via the App, web browser or email.

    • Other delegates on the Website and official Event App (if applicable) to allow delegates to contact each other and facilitate networking. No email addresses and telephone numbers will be made public through the delegate listing or otherwise. You may opt out of delegate communications through this medium at any time.

    •  
  • Regulatory bodies in accordance with our health and safety obligations when running an event.

  • Government authorities where required by local governments in locations where we are hosting/organising our events. Specifically, where we organise an event in Dubai we are required to collect and share the following information with the Dubai Department of Tourism and Commerce Marketing (DTCM);

    • All event registered attendees: personal data will include country of residence, nationality and attendance

    • Event speakers: personal data will include passport number

    • Where support on travel exemption permits to Dubai is required: You may be asked to share Identity Data, Contact Data, passport information, flight ticket information and visa copy directly with the DTCM. Your personal data will be processed by the DTCM in accordance with the DTCM’s privacy notice.
We may share your information with law enforcement agencies, public authorities or other organisations if legally required to do so, or if we have a good faith belief that such use is reasonably necessary to:
 
  • comply with legal obligation, process or request;

  • enforce our terms and conditions and other agreements, including investigation of any potential violation thereof;

  • detect, prevent or otherwise address security, fraud or technical issues; or

  • protect the rights, property or safety of us, our users, a third party or the public as required or permitted by law (including exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction).
We may also disclose your information to third parties:

  • if we sell or buy any business or assets, in which case we may disclose your data to the prospective seller or buyer of such business or assets; or

  • if we or substantially all our assets are acquired by a third party, in which case information held by us about our users will be one of the transferred assets.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

Data transfers outside the United Kingdom/EEA

Sometimes we may transfer your details to third parties outside of the United Kingdom to support the delivery of our events either within the European Economic Area (EEA) or our events in other territories, including the USA, Brazil, Russia, Turkey, Ukraine, China, UAE, South Africa, and India. If this happens, we remain responsible to you for the transfer, processing and storage of your information.

Non-EEA countries do not have the same data protection laws as the UK and the EEA. In particular, non-EEA countries may not provide the same degree of protection for your personal data, may not give you the same rights in relation to your personal data and may not have a data protection supervisory authority to help you if you have any concerns about the processing of your personal data. However, when transferring your personal data outside the UK or the EEA, we will comply with our legal and regulatory obligations in relation to your personal data, including having a lawful basis for transferring personal data and putting appropriate safeguards in place to ensure an adequate level of protection for the personal data. We will take reasonable steps to ensure the security of your personal data in accordance with applicable data protection laws.

When transferring your personal data outside the UK or the EEA, we will, where required by applicable law, implement at least one of the safeguards set out below. Please contact us if you would like further information on the specific mechanisms used by us when transferring your personal data outside the UK or the EEA.

Adequacy decisions We may transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by UK and/or European Union authorities. For further details, see https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/adequacy-protection-personal-data-non-eu-countries_en.
Model clauses Where we use certain service providers, we may use specific contracts approved by UK and/or European Authorities which give personal data the same protection it has in the UK and the EEA. For further details, see https://ec.europa.eu/info/law/law-topic/data-protection/data-transfers-outside-eu/model-contracts-transfer-personal-data-third-countries_en.
Necessary for a contract Where an event is held abroad, the transfer may be necessary for the performance of a contract between you and us or for the implementation of pre-contractual measures taken at your request;

 

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need. They will only process your personal data on our written instructions and they are also subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breaches and will notify you and any applicable regulator of a breach where we are legally required to do so. 

Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements and for no longer than six years (unless a longer period is required by law).

In certain circumstances you can ask us to delete your data: see Your rights below for further information.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

Personal data of children

We do not specifically target our website or our services at children. However, due to the nature of our organisation and the services we provide, we may from time to time collect and process personal data relating to individuals under the age of 18. For example, children may attend educational events which we host, and we will receive some Identity Data (first name, last name and school) relating to child attendees from schools who have signed up to an event. This will either be provided in person at an event or online. Where we do process personal data of children, we will comply with all applicable laws and regulations relating to the processing of personal data of minors. However, if you are under the age of 18, you must ask a parent or guardian for permission before using our websites and our products and services. If you are a parent or guardian, please supervise your child’s use of our websites and our services.

Your rights

You have the following rights in relation to the personal data we hold about you: 

  • Ask for a copy of any information we hold about you

  • Withdraw any consents you have given.

  • Ask us to correct any inaccurate or incomplete information we have about you.

  • Ask us to delete your information from our records.

  • Ask us to send a copy of your information to a third party in a data portable format.

  • Object to the processing of your information when we process it for direct marketing purposes on the basis of our legitimate interest.

  • Ask us to suspend the processing of your information.

  • Lodge a complaint with us or the Information Commissioner’s Office or with any other relevant supervisory authority about how we handle your personal data.

If you wish to exercise any of the rights set out above, please complete our online form. You can also contact us directly at the address below. A fee is not usually payable to exercise your rights (although we reserve the right to charge you a reasonable fee if your request is unfounded, repetitive or excessive). We will ask you to provide identification to ensure that we are providing information to the correct person.  We will respond to your requests within the timescales prescribed in relevant data protection legislation.

Data Subjects' Rights in California

If you are a resident of California (as defined under the California Consumer Privacy Act 2018) you may have a right pursuant to Section 1798.83 of the California Civil Code to obtain certain information about the types of personal data that we have shared with third parties for direct marketing purposes during the preceding calendar year, including the names and addresses of those third parties, and examples of the types of services or products marketed by those third parties.

Please contact us at data.privacy@hyve.group if you would like to exercise any of your rights explained above in relation to your personal data. Please allow 30 days for a response.

Contact us

Controller

Hyve is made up of different legal entities. This privacy notice is issued on behalf of the Hyve Group so when we mention “Hyve Group”, “Hyve”, “we”, “us” or “our” in this privacy notice, we are referring to the relevant company in the Hyve Group responsible for processing your data.

Hyve Group plc is the Controller in respect of and responsible for this website.

Contact details  

Full name of legal entity: Hyve Group plc
Contact: Kiran Mistry, Group Data Protection Officer
Email address: data.privacy@hyve.group
Postal address: Hyve Group plc, 2 Kingdom Street, London W2 6JG, United Kingdom

Telephone number: +44 20 3545 9400
 
Any requests to exercise your rights, can be made using our online application form.
 
If you have any questions about this privacy notice please contact us at data.privacy@hyve.group.
 
Hyve has appointed Ametros Group Limited (“Ametros”) to be its representative for the purposes of Article 27 of Regulation (EU) 2016/679, the GDPR. Ametros’ registered address is at Unit 3D, North Point House, North Point Business Park, New Mallow Road, Cork, Republic of Ireland.
 
You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please Contact us in the first instance. 

Updates

This privacy notice was last updated on 27th October 2021. Any changes we may make to this privacy notice in the future will be posted on this page. Please check back frequently to see any updates or changes to this privacy notice.
 
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please Contact us if you need details about the specific legal ground, we are relying on to process your personal data.

Glossary of Terms

Controller means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of personal data.
 
Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
 
Performance of a Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
 
Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.