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The Behaviour Hive

Privacy notice

How we collect, use and protect information about you and your family.

Last updated: · Version 1.0

The short version

  • We only collect what we need to help your family, and we never sell it.
  • Notes about your child are kept securely, where only the people working with your family can see them, never in email or our calendar.
  • Only the people working with your family can see your child's information.
  • You can ask to see, correct or delete your information at any time.

1. Who we are

The Behaviour Hive is the trading name of Velacor Ltd, a company registered in Ireland (company number 736368). Our registered office is Unit C1, Nutgrove Office Park, Nutgrove Avenue, Rathfarnham, Dublin 14, D14 V5Y2. Our practice is in Donadea, Co. Kildare, W91 VY0T.

We decide how your information is used, so we are the "data controller". If you have a question about your information, email info@thebehaviourhive.com or call 045 574 041, and ask for our data protection lead.

2. What we collect

  • When you book a free call: your name, email address and phone number, your child's age (as you type it), whether you'd like a phone or video call, how you heard about us and, if you choose, your town (we use it to plan visits by area).
  • Before your call: the short form about what's been happening. This can include information about your child's behaviour, health and development. It also asks for your child's first name, date of birth and any diagnosis. Its answers go to our secure clinical records.
  • When we work with your family: information we need to provide our service. This includes interview and questionnaire answers, observation notes, reports, behaviour support plans, session notes and, with your consent, information from your child's school or other professionals.
  • When you pay: your name, address, what you bought and how you paid. We don't see or store your card details; Revolut handles the payment.
  • When an organisation contacts us: the name, role and work contact details of the person who gets in touch, and what their organisation needs. We ask you not to send names or details of any child, pupil or resident at this stage.
  • When you join a waiting list or ask for a free guide: your name, email address and the details on that form (for example, your county and role for the EPV courses).
  • When you ask for supervision: your name, email address, the pathway, where your placement or job is, when you'd like to start and how you heard about us.
  • When you register your interest in an in-person day: your name, email address, your town or county and what you'd want in person.
  • When you send an enquiry from our schools page: your organisation, your name and role, your work email, your phone number if you give it, what you need, your message and how you heard about us.
  • When you send an enquiry from our pages for care services, children in care, contract cover or employers: your organisation, your name and role, your work email, your phone number if you give it, what you need, your message and how you heard about us.
  • When you visit our website: if you agree, anonymous information about how the site is used (see our cookie notice).

  • Arranging your free call and replying to you

    Our legal basis
    Taking steps at your request before a contract (GDPR Article 6(1)(b))

  • Providing our service to your family

    Our legal basis
    Performing our contract with you (Article 6(1)(b)). For health information, the provision of health or social care by a professional bound by confidentiality (Article 9(2)(h) and section 52 of the Data Protection Act 2018)

  • Invoices, payments and our accounts

    Our legal basis
    Our legal obligations under tax and company law (Article 6(1)(c))

  • Keeping children safe

    Our legal basis
    Our legal obligations under the Children First Act 2015 (Article 6(1)(c))

  • Replying to schools, services and employers, and providing our services to them

    Our legal basis
    Our legitimate interests in running our practice (Article 6(1)(f))

  • Waiting lists, the free guide and occasional news

    Our legal basis
    Your consent (Article 6(1)(a)). You can withdraw it at any time

  • Replying to supervision requests

    Our legal basis
    Taking steps at your request before a contract (Article 6(1)(b))

  • Telling you about an in-person day near you

    Our legal basis
    Your consent (Article 6(1)(a)). You can withdraw it at any time

  • Website analytics

    Our legal basis
    Your consent (Article 6(1)(a)), given in the cookie banner

We never use your information for automated decisions about you or your child.

4. Who we share it with

We share information only with the services we use to run our practice, under written contracts that require them to protect it:

  • Google Workspace: email, calendar and documents.
  • Supabase: the databases for our bookings and our secure clinical system (hosted in the EU).
  • Vercel: hosting for our website and clinical system.
  • Resend: sending our emails.
  • Revolut Business: payments.
  • Xero: invoices and our accounts.
  • Google Analytics: website statistics, only if you agree.
  • We count visits with Vercel Web Analytics. It uses no cookies and stores nothing on your device. It records the page, the site you came from, and your country and device type, never who you are.

Some of these companies are based in the United States. Where your information is transferred outside the European Economic Area, it is protected by the EU–US Data Privacy Framework or the European Commission's standard contractual clauses.

We share information about your child with their school, another professional or a social worker only with your consent, unless the law requires us to (for example, to keep a child safe under Children First).

We never sell your information.

5. How long we keep it

  • Free call booking, if you don't go ahead

    How long we keep it
    12 months after the call

  • The pre-call form, if you don't go ahead

    How long we keep it
    12 months after the call

  • Clinical records (assessments, reports, plans, session notes)

    How long we keep it
    Until your child's 25th birthday, or for 8 years after our last contact, whichever is later

  • Invoices and payment records

    How long we keep it
    6 years after the end of the financial year they relate to

  • Enquiries from organisations

    How long we keep it
    2 years after our last contact

  • EPV course waiting list

    How long we keep it
    Until the 2027 courses are decided, then 3 months; no later than 31 December 2027

  • Free guide and news emails

    How long we keep it
    Until you unsubscribe; guide-only sign-ups are deleted after 12 months

  • Testimonial consent forms

    How long we keep it
    For as long as we use the quote, then 2 years

  • Website analytics

    How long we keep it
    14 months

  • Spam protection for bookings and forms (a scrambled code made from your internet address)

    How long we keep it
    Up to 48 hours

  • Supervision requests, if you don't go ahead

    How long we keep it
    12 months

  • Interest in an in-person day

    How long we keep it
    12 months

When the time is up, we delete or anonymise the information.

6. Your rights

You have the right to:

  • see the information we hold about you (and about your child, as their parent or guardian);
  • ask us to correct it;
  • ask us to delete it, unless we have to keep it by law;
  • ask us to limit how we use it, or object to how we use it;
  • ask for a copy in a format you can take to another provider;
  • withdraw your consent at any time, where we rely on consent.

To use any of these rights, email info@thebehaviourhive.com. We'll reply within one month. We may ask you to confirm who you are first. It's free.

Where a child is old enough to understand, we take their views into account.

7. Keeping your information safe

  • Clinical information is kept in our secure clinical system, with sign-in codes, encryption, and access limited to the clinician working with your family.
  • We don't put clinical details or your child's name in email.
  • Our team is Garda vetted and trained in Children First.

8. Cookies

We only use analytics cookies if you say yes. See our cookie notice.

9. How to complain

Please tell us first, and we'll try to put it right. You can also complain to the Data Protection Commission at dataprotection.ie.

10. Changes to this notice

We'll update the date at the top when we change it, and tell current clients about any important change.

Call 045 574 041 or email info@thebehaviourhive.com. Mon–Fri, 09:00–18:00.