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Privacy Policy

Last updated: 15 October 2025

1. Introduction

Welcome to The Wee Hive. We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your data in accordance with UK GDPR and the Data Protection Act 2018.

The Wee Hive operates as a marketplace platform connecting parents and families with children's activity providers across Scotland. You can contact us at: support@theweehive.co.uk

2. Information We Collect

2.1 Information You Provide

For Parents and Users:

  • Name and email address (when creating an account or subscribing to our newsletter)
  • Location preferences for finding classes and activities
  • Search history and saved preferences
  • Communication preferences

For Activity Providers:

  • Business name and contact information
  • Business address and location details
  • Class and activity information (descriptions, schedules, pricing)
  • Business logo and promotional images
  • Payment and billing information (processed securely through Stripe)

2.2 Information Collected Automatically

  • Device and browser information
  • IP address and location data
  • Pages visited and features used
  • Search queries and interactions
  • Cookies and similar tracking technologies (see our Cookie Policy)

3. How We Use Your Information

We use your personal information for the following purposes:

  • Service Provision: To provide access to our directory of classes, activities, and family-friendly businesses
  • Search Functionality: To power our search features through Algolia and help you discover relevant activities
  • Communication: To send newsletters, updates about new classes and events, and respond to your enquiries
  • Platform Improvement: To analyze usage patterns and improve our website and services
  • Provider Services: To enable activity providers to manage their listings and subscriptions
  • Marketing: To send promotional communications (only with your consent)
  • Legal Compliance: To comply with legal obligations and protect our rights

4. Legal Basis for Processing

Under UK GDPR, we process your personal data based on:

  • Contractual Necessity: To provide our services to you
  • Legitimate Interests: To improve our platform and ensure security
  • Consent: For marketing communications and non-essential cookies
  • Legal Obligation: To comply with applicable laws and regulations

5. How We Share Your Information

5.1 Public Information

Activity provider information that has been approved for publication (business names, class details, locations, contact information) is publicly visible on our website to help parents discover activities.

5.2 Service Providers

We share data with trusted third-party service providers who assist us in operating our platform:

  • Algolia: Powers our search functionality
  • Google Analytics: Helps us understand how visitors use our site
  • Stripe: Processes payments securely for provider subscriptions
  • HubSpot: Manages our contact forms and email communications
  • Hosting Providers: Store and serve our website content

These service providers are contractually bound to protect your data and use it only for the purposes we specify.

5.3 Legal Requirements

We may disclose your information if required by law or to protect our rights, safety, or the safety of others.

6. Data Retention

  • Active Accounts: We retain your data for as long as your account is active or as needed to provide services
  • Deleted Accounts: After account deletion, we retain data for 30 days to allow for recovery, then permanently delete it
  • Legal Requirements: Some data may be retained longer to comply with legal, accounting, or regulatory requirements
  • Marketing Data: We retain marketing consent records until you withdraw consent or for 2 years of inactivity

7. Your Rights

Under UK GDPR, you have the following rights:

  • Right of Access: Request a copy of the personal data we hold about you
  • Right to Rectification: Request correction of inaccurate or incomplete data
  • Right to Erasure: Request deletion of your personal data (subject to legal obligations)
  • Right to Restrict Processing: Request we limit how we use your data
  • Right to Data Portability: Receive your data in a structured, commonly used format
  • Right to Object: Object to processing based on legitimate interests or for marketing purposes
  • Right to Withdraw Consent: Withdraw consent at any time where we rely on consent

To exercise any of these rights, please contact us at support@theweehive.co.uk or use our Data Deletion Request form.

8. Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These measures include:

  • Encryption of data in transit (HTTPS/SSL)
  • Secure password hashing
  • Regular security assessments
  • Access controls and authentication
  • Regular backups

9. International Data Transfers

Some of our service providers may process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place through:

  • Standard Contractual Clauses approved by the UK ICO
  • Adequacy decisions recognizing equivalent data protection standards
  • Privacy Shield or equivalent frameworks

10. Children's Privacy

The Wee Hive is designed for use by parents, guardians, and activity providers. We do not knowingly collect personal information from children under 16 years of age. If you believe we have inadvertently collected such information, please contact us immediately so we can delete it.

11. Cookies and Tracking

We use cookies and similar technologies to improve your experience on our website. For detailed information about the cookies we use and how to manage them, please see our Cookie Policy.

12. Third-Party Links

Our website may contain links to activity providers' websites and third-party services. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies before providing any personal information.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any significant changes by posting the new policy on this page with an updated "Last Updated" date. We encourage you to review this policy periodically.

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

15. Complaints

If you believe we have not handled your personal data properly, you have the right to lodge a complaint with the supervisory authority:

Information Commissioner's Office (ICO)
Website: ico.org.uk
Helpline: 0303 123 1113

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