For you
A business you work with uses HRHive. Here is what that means.
If you work for yourself, or for a business that supplies workers or services, the business you work with may use HRHive to keep evidence that people are allowed to work and that the right paperwork is in place. It is compliance evidence. It is not time tracking.
What HRHive is
HRHive is software that businesses use to keep records about the people who work with them, and about the businesses that supply them. The business you work with chose it and set it up. HRHive does not engage you, pay you or decide anything about your work.
Three ways you might hear from HRHive
- You work for yourself. The business has recorded you as an individual subcontractor. You may be sent a link to give details, upload documents or send a right to work share code.
- You sign for a business that supplies workers or services. You may be sent a document to sign online, such as a right to work written statement, an assurance covering named workers for a period, or a consent to subcontract.
- You work for a supplier, on the business's site. The business keeps your name, your role, a pass number if you have one and the supplier you work for, and records which site you are working on and when. You may not hear from HRHive at all. A supervisor may ask to see your photo ID or site pass.
What you may be asked for, and why
You will only be asked for what applies to you. The business decides what it needs.
| If you are | You may be asked for | Why |
|---|---|---|
| An individual subcontractor | Contact details | So the business can reach you and keep a record of who you are. |
| An individual subcontractor | A right to work share code from GOV.UK, or original documents | So the business can check your right to work. Someone it has authorised makes the check and records it. |
| An individual subcontractor | Documents with an expiry date, such as insurance or a competence card | So the business can keep them in date and ask you for a replacement before they run out. |
| A supplier's signatory | A signature on a written statement, an assurance or a consent | So the business holds the signed paper for the work you are doing together. |
| A supplier's worker | Photo ID or a site pass, shown to a supervisor | So the business can confirm that the person working is the person who was checked. |
If you work for yourself, the business may also ask questions about how you work with it, for example whether you do the work personally, can send someone else in your place and run your own business. It uses your answers to decide what records it needs. HRHive records the assessment the business makes. It does not decide anything about you.
Right to work. For a share code, you get it from GOV.UK. After the check, only the last three characters of the code are kept. HRHive does not contact the Home Office. If you are replacing someone who works for a supplier, your right to work check has to be confirmed before you start.
If you sign for a business. You are emailed a link. You read the document in full, agree to sign electronically and sign by typing or drawing your name beside the wording that says you intend it as your signature. For some documents you are emailed a six-digit code first, to check it is you. You can ask for a paper copy to sign instead. Everyone who signs is emailed a copy, and the signed record is locked. The business will explain what each document is for. Read it in full, and ask the business if anything is unclear. HRHive does not give legal advice.
The sign-in on site
If you work for a supplier, a supervisor may ask to see your photo ID or site pass and compare it with you. They record when, where and how they confirmed who you are, and the result. It is due at least once in any 24 hours that you work on site.
This is compliance evidence that the person working is the person who was checked. It is not time tracking. HRHive is not timesheet, clocking-in or productivity software, and no hours are recorded. HRHive does not use fingerprints or face scans for this. If something does not match, the business is told so that it can sort it out with you.
Who decides what is collected
The business you work with decides what to collect and why. HRHive provides the system it uses. If you want to know why something is asked for, or what is held about you, ask the business first. HRHive's own privacy notice is also available.
How your information is kept secure
The business's records are kept apart from every other organisation's. After a right to work check, only the last three characters of a share code are kept. Signed records are locked. There are no passwords to steal: sign-in uses a one-time link, an emailed code or a passkey. The full list of facts is at the end of this page, and more detail is in the Trust Centre.
What you can see and do
If you work for yourself and the business has given you access, you may be offered an employee portal. There you can see your documents, update your details, raise a concern and send a right to work share code. If you sign for a supplier, you only use the link in your email. If you work for a supplier, the business keeps a record of you, but you do not have an HRHive login.
Getting help
- Using HRHive, such as signing in or opening a link: the person who sent you the link can help.
- What you are asked for, why, or what is held about you: the business that sent you the link, or your own employer if you work for a supplier. HRHive cannot change decisions the business makes.
If this is not the right page
There are separate pages for employees, workers and managers.
The facts behind this page
Each of these is something HRHive does today.