Privacy Policy
Table of Contents
1. Introduction
Hopin Operations Ltd ("Hopin," "we," "us," or "our") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our property risk management platform and services (the "Service").
This Privacy Policy applies to all users of our website (hopinoperations.com) and our property operations management platform. By using our Service, you consent to the data practices described in this policy.
Data Controller:
Hopin Operations Ltd
Registered in England and Wales
[Company Registration Number]
[Registered Office Address]
Data Protection Contact:
Email: privacy@hopinoperations.com
Phone: [Contact Number]
2. Legal Basis for Processing
We process your personal data under the following legal bases as defined by the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018:
- Contractual necessity: To provide our services under our terms of service
- Legitimate interests: To improve our services, prevent fraud, and ensure platform security
- Legal obligation: To comply with UK laws and regulations, including insurance and financial services requirements
- Consent: Where you have given explicit consent for specific processing activities
3. Information We Collect
3.1 Information You Provide
Account Information:
- Full name
- Email address
- Phone number
- Job title and role
- Company/organisation name
- Business address
Property Information:
- Property addresses and details
- Risk assessment data
- Compliance and maintenance records
- Staff information and training records
- Incident reports
Payment Information:
- Billing address
- Payment method details (processed securely by our payment provider)
- Subscription tier and billing history
3.2 Information We Collect Automatically
We automatically collect certain information when you use our Service, including IP address, browser type, operating system, pages visited, and usage patterns. This helps us improve our Service and ensure security.
3.3 Cookies and Similar Technologies
We use cookies for essential functionality, analytics, and preferences. See our Cookies section for details.
4. How We Use Your Information
Service Delivery
- Creating and managing your account
- Providing access to the risk management platform
- Generating risk assessment reports
- Calculating insurance premium estimates
- Managing compliance records
Communication
- Sending service updates and notifications
- Providing customer support
- Sending newsletters (with your consent)
- Notifying you of important policy changes
Legal and Security
- Preventing fraud and abuse
- Complying with legal obligations
- Enforcing our terms of service
- Maintaining platform security
5. Data Sharing and Disclosure
We do not sell your personal data.
We share your information only with service providers, insurance partners (with consent), and when required by law.
Service Providers
- Cloud hosting: Amazon Web Services (AWS) - UK data centres
- Database: Supabase (PostgreSQL) - UK-hosted
- Payment processing: [Payment Provider Name]
- Analytics: Google Analytics (anonymised IP)
Insurance Partners
With your explicit consent, we share relevant property and risk data with insurance providers to generate quotes and process applications. You control which data is shared.
6. International Data Transfers
Your data is primarily stored and processed in the United Kingdom. If we transfer data outside the UK or EEA, we ensure adequate protection through EU-UK adequacy decisions and Standard Contractual Clauses (SCCs).
7. Data Retention
We retain your personal data only as long as necessary:
- Account data: While active, plus 6 years after closure
- Property records: 7 years after last update (insurance industry standard)
- Risk assessments: 7 years (compliance requirements)
- Payment data: 7 years (HMRC requirements)
- Communications: 3 years after last contact
8. Your Rights Under UK GDPR
You have the following rights:
- Right to Access: Request a copy of your personal data
- Right to Rectification: Correct inaccurate data
- Right to Erasure: Request deletion of your data
- Right to Restrict Processing: Limit how we use your data
- Right to Data Portability: Receive your data in machine-readable format
- Right to Object: Object to processing based on legitimate interests
- Right to Withdraw Consent: Withdraw consent at any time
To exercise your rights, email: privacy@hopinoperations.com
You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):
Website: ico.org.uk
Helpline: 0303 123 1113
9. Data Security
We implement industry-standard security measures to protect your personal data:
Technical Measures
- AES-256 encryption at rest
- TLS 1.3 for data in transit
- Multi-factor authentication
- 24/7 security monitoring
- Regular penetration testing
Physical Security
- UK data centres
- ISO 27001 certified facilities
- Multiple availability zones
- Encrypted daily backups
20. Contact Information
Hopin Operations Ltd
Postal Address:
Hopin Operations Ltd
Privacy Department
[Address Line 1]
[Address Line 2]
[City, Postcode]
United Kingdom
Customer Support:
Email: support@hopinoperations.com
Phone: [Support Number]
Hours: Monday-Friday, 9:00-17:00 GMT
Acknowledgment
By using Hopin Operations, you acknowledge that you have read and understood this Privacy Policy and agree to the collection, use, and disclosure of your personal data as described herein.
This Privacy Policy was last updated on 14 January 2025.
For the most current version, please visit: hopinoperations.com/privacy