1. Who We Are
HiveBots PTY LTD ("HiveBots," "we," "us," or "our") is an Australian company that provides digital workforce software and related services. This Privacy Policy explains what personal data we collect, how we use it, how we protect it, and the choices available to our users.
Contact: privacy@hivebots.ai
2. Scope of This Policy
This policy applies to our website, our hosted services, and any Google integrations a user chooses to connect to HiveBots through Google OAuth.
If a user connects a Google account to HiveBots, this policy also explains how we access, use, store, and share Google user data in line with the Google API Services User Data Policy and the Google APIs Terms of Service.
3. Data We Collect
3.1 Contact Form and Direct Enquiries
When you contact us through our website or by email, we may collect:
- Name
- Email address
- Company name, if provided
- Message content and any other information you choose to include
3.2 Account and Service Data
When you use HiveBots, we may collect service related information needed to operate the product, such as account identifiers, workspace settings, service configuration data, task history, user prompts, outputs, and operational logs.
3.3 Google User Data
HiveBots only accesses Google user data when the user explicitly authorises it through Google's consent screen and actively uses a feature that requires that access.
Depending on the scopes granted by the user, this may include:
- Basic Google account information, such as account email address and profile details
- Gmail data, such as messages, subject lines, thread data, sender and recipient details, and draft content
- Google Drive data, including selected files, folders, file metadata, and file contents
- Google Calendar data, including calendar events, dates, times, attendees, locations, reminders, and meeting links
- Google Contacts data, including names, email addresses, phone numbers, and related contact details
- Google Docs and Google Sheets data, including document text, spreadsheet data, structure, titles, and related metadata
We do not access Google user data unless the user has granted the relevant permissions and triggered the relevant feature.
3.4 Microsoft 365 User Data
HiveBots only accesses Microsoft 365 user data when the user explicitly authorises it through Microsoft's consent screen and actively uses a feature that requires that access. Access uses Microsoft Graph delegated permissions, acting on behalf of the signed-in user, never application-level tenant-wide access.
Depending on the permissions granted by the user and their organisation, this may include Outlook mail and calendar data, OneDrive and SharePoint files, Teams messages, and contact details. Organisational controls such as Entra ID Conditional Access, MFA, and security-group assignment apply unchanged, and access can be revoked at any time from Entra ID or the user's panel.
3.5 Website and Technical Data
When users visit our website or use our services, we may collect limited technical data such as IP address, browser type, device information, approximate geographic region, pages visited, referring URLs, timestamps, and service diagnostics. We use this information for security, performance monitoring, abuse prevention, troubleshooting, and product improvement.
4. How We Use Data
We use personal data and service data to operate HiveBots, respond to enquiries, provide support, maintain security, improve service reliability, and comply with legal obligations.
We use Google user data solely to provide the specific features requested by the user. This may include reading or summarising emails, drafting replies, managing calendar events, searching contacts, or analysing selected documents, spreadsheets, and files.
Access to Google user data only occurs when the user actively triggers a feature that requires it.
We do not use Google user data for advertising.
We do not sell Google user data.
We do not use Google Workspace API data to develop, improve, or train general purpose artificial intelligence or machine learning models. Our use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
5. Legal Basis and User Control
Where required by applicable law, we process personal data based on user consent, performance of a contract, legitimate business interests, and compliance with legal obligations.
Users control whether they connect a Google account to HiveBots. Users can revoke HiveBots access to Google data at any time through their Google account security settings. Users may also stop using connected features or request deletion of stored data by contacting us.
6. Data Sharing
We do not sell Google user data.
We do not share Google user data with third parties except in the following limited circumstances:
- Necessary service providers: We may use trusted hosting, infrastructure, logging, storage, and security providers that support operation of HiveBots under appropriate contractual and technical safeguards.
- User directed actions: If a user explicitly asks HiveBots to send an email, create an event, share a file, or perform another action involving a third party system, the necessary data will be transmitted to complete that request.
- Legal requirements: We may disclose data where required by law or where reasonably necessary to protect rights, safety, and security.
7. Data Storage and Security
We do not store Google or Microsoft 365 user data such as email messages, files, calendar events, contacts, document contents, or spreadsheet contents as part of long term application storage. Company files remain in the customer's own Google or Microsoft environment; HiveNet processes what a live request needs.
We only store the OAuth credentials needed to maintain the authorised connections. These credentials are encrypted at rest with AES-256-GCM and protected by access controls appropriate to their sensitivity.
Critical platform data, including team memories, skills, and connector logs, is stored in our Australian data centre for data residency. Chat services are served from Singapore-region infrastructure for availability and low latency. Our Security Overview has the full picture.
We use safeguards designed to protect personal data and credentials from unauthorised access, disclosure, alteration, or destruction. These measures may include encrypted transport over HTTPS, restricted administrative access, authentication controls, logging, and network protections.
8. Data Retention and Deletion
Because HiveBots does not store Google or Microsoft 365 user data as long term application data, there is no ongoing retention of email content, files, calendar data, contacts, or document contents beyond what is needed to process the user's live request.
OAuth credentials are retained only while the user keeps the integration active. Users can revoke access at any time through their Google Account settings or Microsoft Entra ID, which invalidates the stored credentials.
For privacy or deletion requests, users may contact us at privacy@hivebots.ai.
9. International Data Handling
HiveBots is based in Australia. Critical platform data is stored in our Australian data centre; chat services are served from Singapore-region infrastructure, and some service providers may process data in other countries. Where this occurs, we take reasonable steps to ensure personal data is handled with appropriate safeguards.
10. Children's Privacy
HiveBots is not directed to children under 18, and we do not knowingly collect personal data from children.
11. Your Rights
Depending on your location and applicable law, you may have rights to access, correct, update, delete, or restrict the processing of your personal data. You may also have the right to withdraw consent where processing is based on consent.
To make a privacy request, contact us at privacy@hivebots.ai.
12. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will publish the updated version on this page and update the effective date above.
13. Contact Us
If you have questions about this Privacy Policy or our handling of personal data, contact us at privacy@hivebots.ai.
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