Platform Terms & Conditions

These Platform Terms & Conditions (“Terms”) govern use of the Hivelink booking and activity management platform (the “Platform – app.hivelink.co.uk”). By creating an account or accessing the Platform, you agree to be bound by these Terms.

These Terms apply to organisations and their authorised users. They do not apply to visitors of the Hivelink marketing website, which is governed by separate Website Terms of Use.

1. Definitions

“Hivelink”, “we”, “us” means Hivelink Ltd (Company No. 12238018).

“Organisation” means the school, club, company or other entity creating an account on the Platform.

“Team Owner” means the individual who creates the Organisation’s account.

“Administrator” means any user granted administrative access by the Organisation.

“End User” means parents, guardians or participants who interact with the Platform to make bookings or payments.

“Platform” means the Hivelink software, dashboards, booking pages and related services.

2. Role of Hivelink

Hivelink provides booking and activity management software that enables Organisations to configure activities, collect participant information, accept bookings and manage delivery of their own services.

Hivelink does not:

• deliver activities;
• supervise participants;
• employ, vet or train staff;
• set prices, schedules, eligibility criteria or booking rules;
• verify the accuracy of activities, pricing, timings or content configured by the Organisation;
• control refunds, cancellations or service delivery.

All activities booked via the Platform are delivered solely by the Organisation.

Configuration and use of the Platform

The Organisation is solely responsible for how the Platform is configured and used, including (without limitation):

• prices, schedules, availability and booking rules;
• eligibility criteria, restrictions and permissions;
• content, descriptions and communications presented to End Users;
• use of reports, exports, notifications and automated features.

Hivelink does not review, approve, validate or monitor configuration choices or how the Platform is used and is not responsible for outcomes, losses or disputes arising from configuration choices, user error or misuse of the Platform.

3. Account creation and access

3.1 The Team Owner is responsible for all activity carried out under the Organisation’s account, all users granted access, and managing permissions.

3.2 All Administrators are bound by these Terms as if they were the Organisation.

3.3 Hivelink does not vet or verify users added to an account and accepts no liability for their actions.

4. Relationship with End Users

4.1 End Users contract directly with the Organisation, not with Hivelink.

4.2 Hivelink acts only as a technology provider facilitating booking and payment workflows.

4.3 Responsibility for activity delivery, safeguarding, supervision, incidents, refunds and disputes rests solely with the Organisation.

5. Payments and Tax-Free Childcare

5.1 Hivelink does not hold client funds. Card payments are processed by third-party payment providers (such as Stripe) and paid directly to the Organisation.

5.2 The Organisation is solely responsible for pricing, payment schedules, refunds and disputes with End Users.

5.3 Where Tax-Free Childcare (TFC) is enabled, Hivelink processes payment references only. Funds are handled by HMRC and the Organisation.

5.4 Hivelink accepts responsibility for payment issues only where directly caused by a demonstrable technical fault in the core Platform.

6. Data protection

6.1 Organisations are the data controllers for personal data relating to End Users and participants.

6.2 Hivelink acts as a data processor in respect of personal data processed on behalf of the Organisation.

6.3 Hivelink acts as an independent data controller only for limited purposes relating to platform security, fraud prevention, billing, legal compliance and aggregated analytics.

6.4 The Organisation is solely responsible for determining what personal data is collected via the Platform and ensuring lawful and proportionate use.

6.5 Personal data processed via the Platform may be processed by Hivelink or its authorised sub-processors outside the UK, subject to appropriate safeguards in accordance with UK GDPR.

Processing is governed by the Data Processing Agreement set out in Schedule 1.

7. Platform availability

The Platform is provided on an “as is” and “as available” basis. Hivelink does not guarantee uninterrupted availability or provide service level agreements.

8. Changes to the Platform

Hivelink may modify, enhance or remove features at any time, provided the Platform remains materially functional.

9. Suspension and termination

9.1 Hivelink may suspend access for non-payment or to protect the Platform or comply with law.

9.2 Cancellation of subscriptions is governed by the Hivelink Administrator Cancellation Policy, as updated from time to time, which forms part of these Terms and is incorporated by reference.

9.3 On termination:

1. access ends at the end of the current billing period;
2. the Organisation is responsible for exporting data prior to termination;
3. data will no longer be accessible via the Platform; and
4. data will be retained in a restricted archival state in accordance with legal and regulatory obligations and then deleted or anonymised.

10. Indemnity

The Organisation indemnifies Hivelink against claims arising from activity delivery, safeguarding failures, configuration errors, End User disputes or legal breaches, except to the extent caused by Hivelink’s breach of these Terms.

11. Limitation of liability

11.1 Hivelink excludes liability for indirect losses.

11.2 Hivelink’s total aggregate liability shall not exceed the total fees paid by the Organisation to Hivelink in the twelve (12) months preceding the event giving rise to the claim.

11.3 Nothing limits liability for fraud or death or personal injury caused by negligence.

12. Governing law

These Terms are governed by the laws of England and Wales.

Schedule 1 – Data Processing Agreement (DPA)

This DPA forms part of the Platform Terms & Conditions.

1. Roles
The Organisation is the Data Controller. Hivelink is the Data Processor, except where acting as an independent controller for its own business purposes.

2. Scope
Hivelink processes personal data only to provide the Platform, on documented instructions, or as required by law.

3. Data types
Includes administrator details, parent and participant data, booking records and special category data where configured by the Organisation.

4. Processor obligations
Hivelink shall apply confidentiality, security measures, breach notification and assistance with data subject rights.

5. Sub-processors
Authorised sub-processors may be used for hosting, storage, communications and payments. A list is available on request.

6. International transfers
Transfers outside the UK may occur and are subject to UK IDTA or UK Addendum safeguards.

7. Retention and deletion
Data is retained in restricted archival form post-termination and deleted or anonymised when no longer required. Backup retention is up to 60 days.

8. Audits
Hivelink will provide reasonable information to demonstrate compliance.

9. Liability
Liability under this DPA is subject to the limitations in the Platform Terms.