Privacy Policy
Last Updated: 19/12/2024
Privacy policy
Purpose of Data Usage: Your personal information will be utilized for the specified purposes outlined herein. This signifies that your data will only be employed for legitimate and predefined reasons.
Data Retention: We keep your personal data for as long as you keep a live Hexitime profile or request to be removed from a mailing list. When you delete a profile or receive confirmation of removal from a mailing list, we delete your data. The only exception is with Kumu mapping detailed in the table below, which we can address by request if you email hello@hexitime.com
Data Rights: You have certain legal rights to access, rectify, delete, restrict, object to or port your personal data with Hexitime. You can do much of this via your personal profile when logged in, but if you have any queries email hello@hexitime.com and we will be happy to assist.
Consent-Based Third-Party Sharing: Your personal data may be disclosed to third parties, but only with your explicit consent. This ensures that your information won’t be shared with external parties unless you have expressly agreed to it.
Sharing with Employees for Enhanced User Experience: We may share personal information with our internal staff to enhance the user experience on our platform. This implies that our internal teams or employees may access user data to improve our service.
Compliance with Legal Requirements: Personal information may be revealed as required by applicable laws and regulations. This indicates that if there are legal obligations to share data, we will comply with these legal requirements.
Transfer in Business Transactions: In the event of a sale of our business or business assets, your personal information may be transferred as part of this transaction. This aligns with common practices in business acquisitions and mergers.
Utilization for Legal Rights and Defense: Your personal data may be employed to establish, exercise, or defend our legal rights. This may involve legal actions, dispute resolution, or safeguarding against potential legal claims.
Protection of Rights and Safety: We may also use personal information to protect the rights, property, or safety of our organization, our clients, or others. This encompasses actions taken to ensure the security and well-being of individuals and assets.
Complaints: Hexitime is registered with the ICO in the UK. We recommend you raise any data complaints with our Data Protection Officer (DPO) John Lodge by emailing hello@hexitime.com in the first instance so we can resolve issues quickly, but if you do wish to raise a complaint with the authorities you can do so here.
No Unauthorized Disclosure: Except as explicitly detailed here, we are committed to not selling your personal information to third parties without your consent or unless legally obligated to do so.
Read more about what data we share, who we share with, and why
| Who we share data with | What we share | Why we share it | Lawful basis (UK GDPR – Chapter 2) |
| Mission Ctrl | All data | As the coders of this software, Mission Ctrl processes data on behalf of Hexitime in the development of the software. | Article 6.1 (b,c,d,e,f) |
| Hexitime and their authorised admin users. | All data | Hexitime is the data owner, controller and processor, unless your whitelabel specifies otherwise. | Article 6.1 (b,d,e,f) |
| Hexitime partner organisations/networks who may share on social media | Activity data | To enable the organisations/networks that you are involved with to support activities, gauge involvement and improve activity offer to increase engagement if needed | Article 6.1 (b,f) |
| Kumu* *you can email us any time to opt out of Kumu mapping at hello@hexitime.com | Name and photograph from your public profile and who you have done an activity exchange with | To create interactive maps that can offer insight into the connections between users on Hexitime | Article 6.1 (b,f) |
| Microsoft Azure/ AWS | Technical data | All data captured via our software service is securely stored with our internet hosting providers Azure (MIC) and AWS (main Hexitime) | Article 6.1 (b,c,d,e,f) |
| Hubspot | Email address, username, full name | To send out relevant website updates and information (e.g. “We’ve updated our terms and conditions”). Marketing where you have opted in. | Article 6.1 (f) |
| Send Grid | Email Address, username, full name | Auto-email notifications from the web app (you can select specific notifications and opt out via settings) | Article 6.1 (b,d,e,f) |
| Zitadel | Username, email address | Password security, single sign on functionality, profile registration process | Article 6.1 (b,c,d,e,f) |
| Google Analytics | IP Address, Language setting | To process website use data to help us improve user experience (e.g. “20% of users exit the site after X page”). Please note: this data is anonymous and we can’t see individual IP address data. | Article 6.1 (f) |
By registering a profile on Hexitime software you agree to the terms above, but if you have any queries or would like to opt out at any time, you can do so by emailing hello@hexitime.com or completing the contact us form on the homepage.