Privacy Notice

1. Who we are

HIVE Business Center (“HIVE”, “we”, “us”) provides serviced offices, meeting rooms and UAE company-setup facilitation at i-Rise Tower, Barsha Heights (TECOM), Dubai, United Arab Emirates. HIVE Business Center is the data controller for the personal data described in this notice.

2. Data we collect

We collect only the data we need to provide our services:

• Contact and enquiry details — name, email address, phone number, company name and what you write to us (for example a tour request, a setup enquiry or a waiting-list sign-up).
• Your contact choices — whether you asked for news and offers by email or WhatsApp, the exact wording you saw, the date and version of this notice, and a keyed hash of your IP address (not the address itself), so we can prove what you agreed to and when.
• Account details — name, work email, mobile number, company name and a hashed password when you have a member account.
• Booking and payment details — what you booked, dates and times, amounts in AED, VAT, invoice and payment status. Card payments are processed by our payment provider (Stripe); your card details go directly to Stripe and are never stored on HIVE systems.
• Company-setup information — where you engage us for a UAE licence or visas, the documents the authority requires (for example passport copies and shareholder details).
• Access and technical records — entries made with your personal PIN or QR code, and standard technical logs (IP address, browser type, pages requested) created when you use our website.

3. Cookies and analytics

Essential cookies keep the website working: they keep you signed in to your account and remember your language. They are always on.

With your consent only, we use Google Analytics 4 to understand how the website is used (pages visited, device and browser type, approximate location by city, and how you reached us). Google Analytics 4 does not log or store your full IP address. Nothing is loaded from Google until you choose “Allow analytics” in the cookie banner. You can change your choice at any time under “Cookie preferences” at the bottom of every page; when you withdraw, we delete the Google Analytics cookies (_ga, _ga_…) from your browser and stop loading it.

Error monitoring (Sentry) may be enabled to detect technical errors on the site. When it is enabled and an error occurs, Sentry receives technical details about it; we configure it to remove email addresses, IP addresses and other personal identifiers first.

4. Why we use your data (purposes)

We use personal data to:

• reply to enquiries and arrange tours;
• create and manage your account, bookings and workspace agreements;
• take payment, issue tax invoices and keep the accounting records the law requires;
• prepare and submit company-setup applications on your instruction;
• run building access and keep our premises and systems secure;
• send service messages about your bookings, invoices, visitors, mail and account;
• send news and offers by email or WhatsApp — only if you opted in (for email, after you confirm through the link we send you);
• meet UAE legal obligations, including tax and licensing requirements.

5. Legal basis

We process personal data in line with UAE Federal Decree-Law No. 45 of 2021 on the Protection of Personal Data (the “PDPL”). Depending on the activity, our basis is: performing a contract with you (accounts, bookings, workspace agreements); your consent (news and offers, WhatsApp messages, analytics cookies, and submitting your documents to authorities for company setup); a legal obligation (tax, accounting and licensing records); or our legitimate interests in running and securing our premises and website, where those interests do not override your rights. Reading this notice is not consent — we ask for consent separately, for each purpose.

6. Who we share data with

We do not sell personal data. We share it only with:

• Our payment provider (Stripe), to process card payments and refunds.
• Government authorities and free zones, when you engage us for company setup — we submit your documents to the relevant authority on your instruction.
• Service providers that run our systems, each acting on our instructions under contract: website hosting (Vercel), database, sign-in and file storage (Supabase), email delivery (Amazon Web Services — Simple Email Service), error monitoring (Sentry) and, only if you allow analytics, Google (Google Analytics).
• WhatsApp (Meta Platforms), when we enable WhatsApp messaging — only for the messages you opted in to.
• Professional advisers, insurers or public authorities where the law requires it, or where necessary to establish or defend legal claims.

7. Where your data is stored (international transfers)

Some of our providers store or process data outside the UAE: our database, sign-in and documents are hosted by Supabase in Mumbai, India; emails are sent through Amazon Web Services in the United States; the website is served by Vercel's global network, from locations close to you; Google Analytics (only with your consent) and Sentry process data on their own servers, including in the United States. Where personal data leaves the UAE, we rely on contractual safeguards with each provider in line with the PDPL.

8. How long we keep data

We keep personal data only as long as needed: enquiries for up to 24 months after our last contact; records of your contact choices for as long as they apply and 24 months after you withdraw (to prove what you chose); account and booking records for the life of your account and afterwards as needed for legal claims; invoices and payment records for seven years (UAE tax and commercial record-keeping); company-setup documents for the life of the licence or visa we handled plus 12 months; email delivery records for 12 months; and access logs for a short rolling period for security. After that, data is deleted or anonymised.

9. Your rights and your choices

Under the PDPL you can ask to access your personal data, correct it, delete data we no longer need, restrict or object to certain processing, receive a copy of data you gave us in a portable format, and withdraw consent at any time (this does not affect what was done before). To exercise these rights, contact us using the details below or through our contact page. You can also complain to the UAE Data Office if you believe your rights have been infringed.

News and offers by email, and WhatsApp messages, are sent only with your consent, and you can withdraw it at any time: with the unsubscribe link in every marketing email, in your account under Settings → Communications, or by telling us. If you change your mobile number in your account, WhatsApp messages stop until you allow them again for the new number. Service messages about your bookings, invoices and account are not marketing and continue while you are a customer.

10. Security

We protect personal data with technical and organisational measures, including encrypted connections (HTTPS), access controls and role-based permissions with two-step sign-in for staff, hashed passwords, payment processing handled entirely by our PCI-DSS-compliant provider, and personal, non-transferable access credentials for the premises. No system is perfectly secure, but we review our measures regularly and limit staff access to what each role requires.

11. Changes to this notice

We update this notice when our processing changes. The current version and its date are shown at the top of this page, and every consent you give is recorded with the version you saw. Material changes will be highlighted or notified where required.

12. Contact

For any privacy question or to exercise your rights, contact HIVE Business Center, i-Rise Tower, Barsha Heights (TECOM), Dubai, UAE.