Privacy notice
Last updated 29 October 2026.
This explains what personal information The Hive Studio collects when you use this website and book the meeting room or a desk, why we need it, who else handles it, and your rights.
Who we are
The Hive Studio, 15 High Street, Long Buckby, NN6 7RE. We decide how your information is used. You can contact us at hello@hivestudiolb.co.uk.
What we collect
When you book the meeting room we collect:
- your name, email address and, if you give it, your phone number
- how many people are coming and any notes you add
- if you ask for an invoice: your organisation, the invoice email, the invoice address and any purchase order number
- the dates and hours you book, the price, and whether it was paid by card, invoiced or refunded
- a booking reference
We never see or store your card number. Card details are entered on Stripe's own payment page.
The public pages count visits so we can see how the site is used. This uses no cookies and keeps nothing personal: each visit adds to a daily total for the page, and to tell visitors apart for one day we store a one-way code made from your address and browser using a secret that changes every day, so it cannot be reversed or followed from one day to the next. The codes are deleted daily and the totals are kept for about two years. We also keep the website you came from (for example Google), not the full address. If your browser sends Do Not Track or Global Privacy Control, you are not counted.
The website does not use advertising or analytics cookies and does not track you across other sites. The staff sign-in page uses a cookie for staff only.
Why we use it
| What we do | Our reason |
|---|---|
| Make and manage your booking, take payment or invoice you, and email you a confirmation, any changes or cancellation, and a reminder with the door access code about 12 hours before your booking | It is needed to provide the booking you asked for (contract) |
| Keep accounting and tax records | We have to keep them by law |
| Keep the website and booking system secure, and prevent misuse | It is in our legitimate interests and yours |
We do not use your details for marketing, and we do not sell them.
Desk bookings and the app
When you book a desk we collect your name, email address and, if you give it, your phone number, plus the days, times and desk you book, the price and whether it was paid or refunded. We also record whether and when you checked in at your desk, and if the desk was released because you had not checked in. We use this to run the booking, to let the right person into the right desk, to free unused desks, and to keep accounting records.
If you report an issue in the app, we keep what you write, the category, and the name and email address only if you choose to give them, so we can fix the problem and reply. Reports marked as done are deleted after 90 days, and all reports are deleted after a year.
The iPad by the door shows which desks are free, booked or in use. It never shows names.
The Hive Studio app is a web page you can add to your Home Screen. It keeps your booking links on your own phone (in the browser's local storage) so it can show your bookings and check you in. We do not put those links on any other service. If you scan a QR code, the camera picture stays on your phone and is not sent to us or stored. If you use the app on a new phone you can sign in by typing the email address you booked with. We email that address a single-use link that expires after 15 minutes; we keep only a scrambled copy of it until it expires, and the link only adds that address's own upcoming desk bookings to the phone. You can remove the saved bookings by clearing this website's data in your browser settings.
Who else handles your information
We use these companies to run the booking system. They handle your information only to provide their service to us, except where noted.
| Company | What they do |
|---|---|
| Cloudflare | Hosts this website and stores our booking records. Our database is held in Western Europe. |
| Resend | Sends our booking emails to you and to our office. |
| Stripe | Takes card payments and makes refunds. Stripe also has its own duties as a payments company, and you can read how they use information in Stripe's privacy policy. |
| Google Fonts | Supplies the typefaces on this website. When a page loads, your browser contacts Google, which receives your IP address. |
Some of these companies may process information outside the UK, including in the United States. They use recognised safeguards for that, such as the UK data transfer agreements. We may also share information where the law requires it.
How long we keep it
We keep booking records for up to 6 years, because we need them for our accounts and tax. After that we delete them or remove your personal details.
How we protect it
The website uses secure (HTTPS) connections. Only authorised staff can see bookings, they sign in with a one-time emailed link, and changes they make are logged. The cancel link in your confirmation email is private to you, so please do not share it.
Your rights
You can ask us to show you the information we hold about you, correct it, delete it (we may have to keep some for accounting), or limit or object to how we use it. Email hello@hivestudiolb.co.uk and we will reply within one month.
If you are unhappy with how we handle your information, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would like the chance to put things right first.
Changes
If we change how we use your information we will update this page and the date at the top.