Effective date: 5 June 2026 · Version 2.0
This Privacy Policy explains how Beehive (“Beehive”, “we”, “us”) collects, uses, retains and protects personal data when you use the platform. Beehive is the internal AI enablement platform operated for the Candide group of estates.
1. Who we are
Beehive is operated and self-hosted by Candide. Candide is the data controller for personal data processed through the platform. For privacy queries or to exercise your rights, contact your estate administrator or the Candide data protection contact.
2. Information we collect
- Account details: your name, work email address, estate and team, and your role on the platform.
- Content you create: AI Champion profiles, Toolkit usage records, Use Case entries and activity-feed events.
- Training records: progress and completion data from the AI Academy (Phase 2), retained as EU AI Act Article 4 evidence.
- Aggregate usage analytics: anonymised page-view counts by page type, estate and role (see §9).
3. Lawful basis
We process your personal data on the basis of our legitimate interest in running an internal enablement platform for staff across the Candide estates, and to meet our legal obligations (including EU AI Act training-record requirements). Access is restricted to recognised estate email domains.
4. Data residency
Platform data is hosted in the United Kingdom (London region) on Google Cloud Platform. The platform serves estates in the UK, EU and South Africa; processing for the South African estate is reviewed under POPIA and is region-independent.
5. How we share data
We do not sell your data and do not use third-party advertising or cross-site tracking. Personal data stays within the self-hosted platform and its infrastructure provider (Google Cloud). Transactional email is delivered through our email provider solely to send platform notifications.
6. Your rights
You have the right to access, correct, export and erase your personal data, and to object to or restrict processing. On erasure we delete your account and pseudonymise the content you authored so estate-level attribution is preserved without identifying you. To exercise any right, contact your estate administrator.
7. Security
- Self-hosted on Google Cloud; the database is a private-IP Cloud SQL instance with no third-party data store.
- Encryption at rest and TLS in transit across all connections.
- One-time-passcode sign-in for general users; password plus multi-factor authentication for administrators.
- Registration is restricted to whitelisted estate email domains, and permissions are enforced at the capability layer, not only in the interface.
- Immutable container images with automated rollback, and a security-advisory pipeline that blocks vulnerable releases.
- Encrypted database backups are retained for at least 30 days with point-in-time recovery.
8. Analytics
Beehive uses self-hosted, privacy-preserving analytics. We record anonymised page views aggregated to estate and role. We do not store your user identity, we anonymise IP addresses at the point of collection, and we set no cross-site or persistent tracking identifiers. Analytics data is deleted after 12 months.
9. How long we keep data
- Your account is deleted within 12 months of you leaving your estate.
- Archived AI Champion profiles are permanently deleted within 90 days.
- Toolkit usage records are pseudonymised when your account is deleted.
- AI Academy training records are kept for 6 years (EU AI Act Article 4) and then deleted.
- Audit logs are purged after 24 months; activity-feed entries on a rolling 12-month basis.
- Erasure audit records are kept for 6 years and then deleted.
10. Cookies
We use only the strictly necessary cookies required to keep you signed in and to operate the platform securely. We do not use advertising or third-party tracking cookies.
11. Changes to this policy
We may update this policy as the platform evolves. Material changes will be communicated through the platform. Version 2.0 (5 June 2026) rebrands the platform from “AI Hub” to “Beehive” and aligns retention and analytics statements with the enforced controls described above; it supersedes version 1.0.