Privacy Policy
This Privacy Policy explains how eHubt collects, uses, stores, protects and manages personal information through our website, platform, mobile apps, marketing activity, support operations and related services.
Privacy Policy overview
This is the privacy notice of eHubt. In this document, “we”, “our” or “us” refers to eHubt and Hubt Ltd, trading in the United Kingdom.
eHubt is committed to maintaining the privacy and security of personal data. We understand the responsibility that comes with looking after personal information and apply privacy and security measures designed to keep data safely stored and securely managed.
We take data protection seriously and aim to comply with applicable data protection law, including the UK Data Protection Act 2018 and the UK GDPR, where applicable.
Introduction
This Privacy Policy aims to inform you about how we collect and process information that we collect from you, or that you provide to us. It covers information that could identify you as an individual and information that could not directly identify you.
In this Privacy Policy, “process” means collecting, storing, transferring, using, disclosing, deleting or otherwise acting on information. This policy explains your privacy rights and how the law protects you.
We are committed to protecting your privacy and the confidentiality of your personal information. This policy reflects our commitment to treating personal information with respect and care.
Except as set out in this policy, we do not sell personal information collected through our website.
Referral system
If we operate a referral system, we may process information provided by a referrer to identify referred businesses and manage referral rewards. This may include the referred company name, business contact information and payment details needed to process any eligible referral bonus.
Referral information is used only to manage the referral arrangement, verify eligibility and administer any applicable reward.
Advance salary feature
Where an advance salary feature is made available through eHubt, we collect and securely store information necessary to process the request. This information is used only for the purpose of reviewing, processing and managing the advance salary request.
We use security measures designed to protect advance salary data and retain the information only for as long as reasonably necessary to fulfil the request, comply with legal obligations or manage relevant records.
Where eHubt uses or transfers information received from Google APIs, such use and transfer will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Personal information we collect
Personal information you may provide to us through the service, website, mobile apps or otherwise may include:
- Contact data, such as first name, last name, business contact details, date of birth, professional title and communication details.
- Facial data, where used for verification or attendance-related purposes.
- Registration data, such as information provided when registering for an account.
- Profile data, such as usernames, passwords, interests, preferences, account settings and user roles.
- Communications data, such as information provided when contacting us, submitting feedback, responding to surveys or making enquiries.
- Marketing data, such as marketing preferences and communication preferences.
- Purchase data, including order history and information needed to process and fulfil services.
- Other information that may be collected and used in accordance with this Privacy Policy or disclosed at the time of collection.
We may also collect data from other sources, including business partners, advertising or joint marketing partners, data providers, information service providers and public sources such as blogs, forums or social media platforms.
We and our service providers may automatically collect device and activity data, including device type, operating system, browser type, screen resolution, IP address, referring website, general location information, pages viewed, navigation paths, access times and duration of access.
How we use personal information
We use personal information for the purposes described in this Privacy Policy and as otherwise explained at the point of collection. These purposes include:
- Providing, operating and improving the website, platform, mobile apps and services.
- Establishing and maintaining user accounts.
- Communicating with users about the service, updates, security notices and support matters.
- Providing customer support and service maintenance.
- Facilitating login through third-party platforms where enabled.
- Enabling security features, such as account verification and device recognition.
- Maintaining business records, analytics, platform performance and service improvement.
Data Protection Officer
We have appointed Waheed Rehman as Data Protection Officer, responsible for helping ensure that this policy is followed and that privacy matters are handled appropriately.
Requests relating to this Privacy Policy or your legal rights can be submitted through the official eHubt contact page.
Data we process
We may collect, use, store and transfer different kinds of personal data, including:
- Identity data, such as first name, last name, title, date of birth and identifiers you have provided.
- Contact information, such as billing address, delivery address, communication details and information provided for communication or meetings.
- Financial data, such as bank account information or payment-related details where applicable.
- Transaction data, including payment records, communications and details about services purchased from us.
- Technical data, including IP address, browser type, browser version, time zone setting, location, plug-in types, operating system and device platform.
- Profile data, including username, password, purchases, orders, interests, preferences, feedback and survey responses.
- Marketing data, including preferences in receiving marketing and responses to our services.
We may aggregate anonymous data, such as statistical or demographic data, for any purpose. Anonymous data does not identify you. If we combine anonymous or aggregated data with personal information so that it can identify you, we treat the combined data as personal information.
Special personal information
Special personal information includes data about race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, health information, genetic data, biometric data and information about criminal convictions or offences.
We may collect special personal information only where there is a lawful basis to do so and where it is necessary for the relevant service or legal purpose.
The bases on which we process information
The law requires us to determine the lawful basis under which we process different categories of personal information and to notify you of that basis. If a lawful basis is no longer relevant, we will stop processing that information unless another lawful basis applies. If the basis changes and the law requires us to notify you, we will do so.
Information we process because of contractual obligation
When you create an account, purchase a product or service, use a subscription, or agree to our Terms & Conditions, a contract is formed between you and us. To fulfil our obligations under that contract, we may need to process information you provide to us.
We may use this information to verify your identity, provide services, sell products or services to you, maintain your account and provide suggestions or advice about how to get the most from the website and services.
We process this information on the basis that there is a contract between us or that you have requested us to use the information before entering into a contract. We continue processing this information until the contract ends or is terminated, subject to any legal retention requirements.
Information we process with your consent
Where there is no contractual relationship, you may provide consent through certain actions, such as browsing the website, requesting information, agreeing to cookies or asking us to provide information about our products, services, promotions or offers.
Where possible, we aim to obtain explicit consent, for example by asking you to agree to cookie use. If you have given us permission, we may use your name and contact information for selected communications or services we believe may be useful to you.
You may withdraw consent at any time by using the available contact or preference options. If consent is withdrawn, some parts of the website or services may no longer be available.
Information we process for legitimate interests
We may process information where there is a legitimate interest for you or us. Before relying on legitimate interests, we consider whether the same objective can be achieved in another way, whether the processing may cause harm and whether you would reasonably expect the processing.
Examples include keeping records for proper business administration, responding to communications, protecting legal rights, obtaining professional advice, managing business risk and protecting your interests where we believe we have a duty to do so.
Information we process because of legal obligation
Sometimes we must process personal information to comply with a legal obligation. For example, we may be required to provide information to legal authorities where they have proper authorisation, such as a court order, warrant or lawful request.
Information shared with third parties or posted publicly
Where our website or services allow users to post information so that it can be read, copied, downloaded or used by others, it is your responsibility to consider the privacy level and audience of that information before posting it.
Examples may include posting messages, tagging an image or interacting with another visitor’s message. We do not specifically use such information except to display or share it as part of the relevant functionality. We may store it and reserve the right to use it in the future where lawful and appropriate.
Once information enters the public domain, we may have no control over what third parties do with it and accept no responsibility for their actions. Where your request is reasonable and there is no legal basis for us to retain the information, we may agree to delete personal information you have posted.
Complaints regarding content and services
We may attempt to moderate user-generated content, but we may not always be able to do so immediately after publication. If you complain about content on our website, we will investigate the complaint.
If we believe the complaint is justified or the law requires action, we may remove the content while investigating. We must balance rights including free expression and privacy. If we believe a complaint is vexatious or without basis, we may decide not to correspond further.
When we receive a complaint about our services, we record the information you provide and use it to resolve the complaint. If necessary, we may contact another person and share limited information contained in the complaint. We may compile statistics from complaints to assess service levels, but not in a way that identifies individuals.
Information relating to payment methods
Payment information is not normally taken directly by us or transferred to us through our website. Employees and contractors do not have direct access to full payment card information.
At the point of payment, you may be transferred to a secure payment page operated by a reputable payment service provider. That page may be branded to look like a page on our website, but it is controlled by the payment provider.
For certain higher-value payments, we may request verification information to match payment details where necessary for fraud prevention, security or compliance.
Information about direct debit
If direct debit or finance arrangements are made available, the information provided for that arrangement may be passed to the relevant bank or payment provider for processing according to instructions. We may keep a secure copy for the duration of the arrangement and for any required retention period.
Where a direct debit guarantee scheme applies, the customer’s bank may refund disputed payments pending investigation, subject to the applicable scheme rules.
Job applications and employment
If you send us information in connection with a job application, we may keep it for up to three years in case we decide to contact you about a relevant opportunity.
If we employ you, we collect information about you and your work throughout the period of employment. This information is used only for purposes directly relevant to employment, payroll, HR administration, legal obligations and business operations. After employment ends, we may keep your file for five years before destroying or deleting it, unless a different legal retention period applies.
Affiliate and business partner information
If you act as an affiliate or business partner, we may process information provided by you in that capacity. This helps us recognise referred visitors or businesses and credit any applicable commission or referral reward.
This information is used only for the relevant partner or affiliate purpose. We undertake to preserve the confidentiality of the information and the terms of the relationship, and we expect affiliates and partners to reciprocate this approach.
Personal identifiers from browsing activity
Requests by your browser to our servers for web pages and other website content may be recorded. We may record information such as general geographic location, internet service provider, IP address, device type, browser type, operating system, screen resolution and related technical information.
Additional Privacy Information for eHubt Screen Ads Application
This section applies specifically to the eHubt Screen Ads application, also called the Display App. The Display App is used to connect authorised digital screens or Android TV devices to an existing eHubt business account.
The Display App operates as an extension of the eHubt platform and does not function as a standalone account-based application.
Purpose of the Display App
The Display App is designed solely to connect a device to a registered eHubt account using an activation code, receive and display media content assigned from the eHubt web platform and synchronise display configuration settings. The Display App cannot be used independently without an authorised business account.
Information collected by the Display App
The Display App does not collect personal user data such as names, employee records, payroll data or customer information. For technical and operational purposes only, the Display App may process limited device-related data, including device identifier, device model, operating system version, activation status, app version, diagnostic error logs and basic network connection information.
How Display App information is used
Device-related information is used only to authenticate and link the device to the correct business account, deliver assigned content, maintain secure communication with eHubt servers and diagnose or resolve technical issues.
The Display App does not access personal contacts, access stored files unrelated to the app, collect location tracking data beyond necessary network routing, use advertising identifiers or display third-party advertisements.
Content responsibility
All media content displayed through the Screen Ads application is uploaded and managed by authorised eHubt business users through the web platform. The business account holder is responsible for ensuring that uploaded content complies with applicable laws and regulations.
Security
All communication between the Display App and eHubt servers is encrypted. Device-related information is handled within the same secure infrastructure described in this Privacy Policy.
Contact and privacy requests
For questions about this Privacy Policy, privacy requests, complaints or data protection matters, please use the official eHubt contact page.
Questions about this Privacy Policy?
Use the contact page to raise privacy questions, data requests or concerns about how personal information is processed by eHubt.
Contact eHubt