Privacy policy

Last updated: [date]

This policy explains what personal data HiveVote processes, why, and what your rights are. HiveVote is a feedback platform: companies ("customers") run feedback portals, roadmaps, changelogs and in-app widgets for their own users with it.

Who is responsible

• For HiveVote accounts (the people who sign in to the HiveVote dashboard, and billing): [Company name], [address], [country], [email] is the controller.
• For the people who use a customer's portal or widget ("portal users"): the customer who runs that portal is the controller; HiveVote processes that data on the customer's behalf under the Data Processing Agreement. Questions about a portal's data go to the company that runs it first.

[If you appoint an EU/UK representative or a data protection officer, name them here.]

What we process

When you have a HiveVote account

• Account data: your email address, name and profile picture, the projects you belong to and your role in them.
• Sign-in data: one-time email codes (stored hashed, valid for minutes), session cookies, and the time of your sign-ins. If your company uses company sign-in (OIDC), the identity your company's provider confirms.
• Billing data: your plan, invoices and the billing identifiers of our payment provider. Card details are entered at and kept by Stripe, never by us.
• What you do in a project: changes you make are recorded in the project's audit log (who, what, when, and the IP address), visible to the project's owner and admins.
• Support: if HiveVote staff look at a project to help you, this happens read-only, for at most 30 minutes, and is recorded in the project's audit log.

When you use a customer's portal or widget

• Account data: your email address and name (and a picture, if you add one); with the customer's single sign-on, the identifier and details the customer's system sends.
• What you post: feedback, comments, votes, follows and reactions, and images you upload.
• Email preferences: which notification emails you want, and whether you subscribed to a changelog (confirmed through a link we email you).
• Guests: in a widget that allows it, you can post without an account; then we only store the name you give, if any.

For everyone

• Technical data: IP addresses and request details in server logs and rate limiting, used to run and protect the service. [Retention of server logs: N days.]
• Emails we send: a delivery log (recipient, type, time, outcome) so problems can be traced.

We don't sell personal data, don't show ads, and don't use third-party tracking or analytics cookies.

Why (legal bases)

• To provide the service you or your company signed up for (contract).
• To keep the service secure and working: rate limits, abuse prevention, logs (legitimate interest).
• To send emails you asked for or that the service needs (sign-in codes, notifications you can turn off, changelog emails after you confirm) (contract / consent).
• To keep accounting records (legal obligation).

Who receives data

Our subprocessors, listed at /legal/subprocessors, host and process data for us. Customers see the data of their own portal's users. Integrations a customer sets up (webhooks, Slack, AI agents through MCP, the REST API) send that customer's portal data to the destinations the customer chooses.

Where

Data is stored in [country/region of the server and the object storage, e.g. Switzerland]. [Describe any transfers outside Switzerland/the EEA and the safeguards, e.g. for Stripe.]

How long

• Portal content stays while the customer's project exists; the customer decides.
• Audit log entries are deleted after a year.
• Unconfirmed changelog subscriptions are deleted after 7 days.
• When an account is deleted, its projects and everything in them are deleted 14 days after the request.
• Backups are kept for [N days] and then overwritten.
• Invoices are kept as long as the law requires ([e.g. 10 years]).

Your rights

You can ask for access to your data, its correction or deletion, to restrict or object to processing, and for a copy in a portable format. You can also complain to a data protection authority ([e.g. the Swiss FDPIC, or the authority in your EU country]).

Some of this you can do yourself:

• Portal users: "Your data" in the portal's account menu downloads everything you left in that portal, or deletes your account there (your posts, comments and votes stay, shown as "Deleted user").
• Every notification email has a link to change or stop them.
• HiveVote accounts: Settings, Your profile deletes your account; Settings, Project lets an owner download all of a project's data.

For anything else, write to [privacy email].

Changes

We'll announce material changes [by email to account owners / on this page] before they apply.