For you
You have an email from HRHive. Here is what it means.
HRHive is the system your employer uses to keep your employment records. You have been sent a link because your employer wants you to give them something, or to open your own portal. This page explains what that means, in plain words.
What HRHive is
HRHive is software that employers use to keep employee records in one place: your details, documents, contract, holiday and policies. Your employer chose it and set it up. HRHive does not employ you, pay you or make decisions about your job.
You do not need to install anything. HRHive works in a web browser, on a phone or a computer.
Why you have been sent this
Your employer uses HRHive to ask you for something, or to tell you something. These are the messages people usually get.
- A welcome link. It says "Welcome" and your first name, lists what your employer needs from you and gives a rough idea of how long it will take. You can stop and come back at any time using the same link in your email.
- A request for a document. For example, "We need an updated driving licence", with a message such as "Your current driving licence expires on 14 November 2026. Please upload a replacement."
- Something to sign. Your contract, or a change to it. You read it in full first, and you are emailed a copy of the signed document.
- A policy to read. You confirm that you have received and read it.
- A holiday decision. An email to say that a holiday request has been approved or declined.
- A confirmation. If you have raised a concern or reported an incident, an email to say it has been received.
If you were not expecting a message, check with your employer before you use the link. Links stop working after a while, or once a request is finished. If yours has stopped working, ask your employer to send a new one.
What you may be asked for, and why
You will only see the steps that apply to you. Your employer decides which they need.
| What you may be asked for | Why |
|---|---|
| Personal details | So your employer has the right name, address and contact details on your record. |
| An emergency contact | So someone can be reached if you are ill or hurt at work. |
| Bank details | So that you can be paid. For your security, payroll confirms any change with you before your next pay date. |
| A P45 or starter information | So payroll can set up your pay. |
| Documents | For example proof of who you are, a qualification or a driving licence, if your job needs them. HR checks what you upload before it joins your record. |
| Forms | Short forms your employer needs completed, such as a change of address. |
| Your contract | To read in full and sign if you agree. You can sign online or ask for a paper copy. |
| Policies | To read and confirm you have received them. This is an acknowledgement of receipt. It does not change your contract. |
Right to work. Your employer may also need to check your right to work. You may be asked for a share code from GOV.UK, which starts with W and lasts 90 days, or to show your original documents. The check is made by someone your employer has authorised, and they record it. HRHive does not contact the Home Office. After the check, only the last three characters of your share code are kept.
Who decides what is collected
Your employer decides what to ask for, and why. HRHive provides the system they use to keep it. If you want to know why something is asked for, or what is held about you, ask your employer first.
In your employee portal, Your data shows the privacy notice your employer has published. It also lets you ask for a copy of the information they hold about you, ask for it to be corrected, deleted or used less, object to how it is used, or make a complaint. Each request is logged with the date a reply is due, and a complaint is acknowledged within 30 days. You can also contact the Information Commissioner's Office at ico.org.uk.
HRHive's own privacy notice explains how HRHive itself handles information.
How your information is kept secure
Your employer's records are kept apart from every other organisation's. Your date of birth, National Insurance number and bank details are each encrypted individually. There are no passwords to steal: you sign in with a one-time link, an emailed code or a passkey. Documents open through links that expire. Downloads of documents and views of right to work evidence and bank details are recorded in an audit log.
The full list of facts is at the end of this page. More detail is in the Trust Centre.
What you can see and do in your portal
Once your employer has given you access, you sign in to your own employee portal.
- Home. Your holiday balance, a button to request holiday, anything you still need to do, and your right to work status if it applies to you. It says "Nothing to do. You are all up to date." when there is nothing waiting.
- Holidays. Your balance, your requests and their status. You can cancel a request that is still waiting.
- Documents. Your contract, policies and documents HR has shared with you. You can upload a document, and HR checks it before it joins your record.
- Policies. Read each one and confirm you have received it.
- My Details. Your address, contact details, emergency contact and bank details. To change your legal name, date of birth or National Insurance number, contact HR.
- Cases. Report an incident, an accident, a complaint, a grievance or a whistleblowing concern, and follow what happens.
- Your data. The privacy notice, and requests and complaints about your information.
If you have a right to work share code to send, you can send it to HR from your portal.
What happens when you leave
When your employment ends, your portal closes after your last day. Your employer keeps your record for the retention period it has set for each kind of record.
Getting help
- Using HRHive, such as signing in or finding something: the person who sent you the link can help.
- Your job, pay, holiday, contract or records: your employer. That means HR, your manager or whoever sent you the link. HRHive cannot change decisions your employer makes.
If this is not the right page
There are separate pages for workers, subcontractors and managers.
The facts behind this page
Each of these is something HRHive does today.