This policy explains what personal data CareerHive collects, why we collect it, who we share it with and the rights you have. CareerHive is an independent platform. We are not affiliated with, endorsed by or officially connected to the NHS or any NHS Trust.
1. Who we are
CareerHive (“we”, “us”) runs careerhive.org, the CareerHive job board, HiveMind AI and the Application Assist service, alongside the CareerHive community on Skool. We are the data controller for the personal data described here. For any privacy question or request, email hello@careerhive.org.
2. What we collect
- Account details: your email address, name and sign-in details. Passwords are stored only in secure hashed form by our authentication provider. If you sign in with Google we receive your name and email from Google.
- Job preferences: target NHS bands, regions, job families, working hours and whether you need visa sponsorship.
- Your CV and profile: if you upload a CV, we extract its text so HiveMind AI can tailor your documents. This may include your work history, qualifications and any other details you choose to include.
- Activity: jobs you save, your application tracker, alert settings, documents and interview practice you create with HiveMind AI, and messages you send to our assistant.
- Plan and payment information: which plan you are on (Free, Member or Pro), your purchases, renewal dates and billing status. Card details are entered directly with our secure payment processor and never reach or get stored on our servers.
- Community status: whether your email matches an active CareerHive Skool community membership.
- Application Assist and form details: information you give us in onboarding, waitlist or other forms, such as your name, email, phone or WhatsApp number, experience, target roles and consent choices.
- Technical and usage data: pages visited, features used, approximate device and network information, timestamps and error logs. We use this to keep the service working, measure which features are useful and detect account sharing or misuse.
3. How we use it, and our lawful basis
- To provide the service you signed up for (contract): your account, matching jobs to your preferences, job alerts, the application tracker, HiveMind AI, your paid plan and Application Assist.
- To take payments and keep records (contract and legal obligation): processing purchases, renewals and refunds, and keeping financial records as the law requires.
- To keep CareerHive safe and improve it (legitimate interests): fixing errors, preventing fraud and account sharing, and understanding which features help people most.
- To send you emails: service emails such as sign-in links, receipts and the job alerts you turn on. Updates about Application Assist, the community or new features are sent only where you have agreed to receive them, and you can opt out at any time.
4. Job listings
Vacancies on CareerHive are collected from publicly available NHS and employer career pages. We do not receive personal data about you from those sources. Sponsorship labels are produced by our own checks and are guidance only. Always confirm directly with the employer before applying.
5. HiveMind AI
When you use HiveMind AI, we send the relevant job details, your prompts and, where you have uploaded one, the relevant parts of your CV and profile to our AI model providers to generate a response. We do not send your payment details. Our providers process this data only to return a response to us and do not use it to train their models. Documents you create are saved to your Vault until you delete them or close your account.
6. Application Assist
If you buy Application Assist, members of the CareerHive team will view the information you give us and the jobs we apply for on your behalf, so we can prepare and track your applications. Access is limited to the staff working on your case.
7. Who we share it with
We never sell your personal data. We share it only with trusted providers who help us run CareerHive:
- our hosting, database and authentication provider
- our secure payment processor
- our email delivery provider
- our AI model providers, only when you use HiveMind AI
- Skool, to confirm community membership and to add Pro members to the community
- our job-page collection provider, which handles vacancy data only and no member data
Some of these providers may process data outside the UK. Where they do, we rely on appropriate safeguards such as UK adequacy regulations or approved contract terms. We may also disclose data if the law requires it.
8. How long we keep it
- Account, preference, CV and activity data: while your account is open.
- Payment and purchase records: up to 6 years, as UK tax law requires.
- Application Assist and form submissions: up to 2 years after your last contact with us.
- Usage and error logs: up to 12 months.
- Job listings: removed automatically once they close or go stale.
9. Your rights
Under UK GDPR you can ask to see, correct, delete or receive a copy of your personal data, object to or restrict how we use it, and withdraw consent at any time. You can delete your account and its data yourself from your Vault page. For anything else, email hello@careerhive.org and we will respond within one month. If you are unhappy with how we handle your data, you can complain to the Information Commissioner’s Office at ico.org.uk.
10. Cookies and local storage
We use only strictly necessary cookies and browser storage: to keep you signed in, complete payments securely and remember your settings, such as filters and dismissed tips. We do not use advertising or cross-site tracking cookies.
11. Children
CareerHive is for people aged 18 and over. We do not knowingly collect data from children.
12. Changes to this policy
We will update this policy when the service changes. If a change significantly affects how we use your data, we will tell you by email or on the site.