For you
You work for a business that uses HRHive. Here is what that means for you.
In HRHive, a worker is someone who works for a business personally, for example on casual or zero-hours work, without being an employee. The business uses HRHive to keep a record of how you work for them. This page explains what they may ask you for, and why.
What HRHive is
HRHive is software that businesses use to keep records about the people who work for them: employees, workers, subcontractors and agency staff. The business you work for chose it and set it up. HRHive does not employ you, pay you or decide anything about your work.
Why you have been sent a link
The business records each person as how they work for it. You have been recorded as a worker, which in HRHive means someone who works for the business personally without being an employee, for example on casual or zero-hours work. That decides what the business asks you for. You may be sent a link to give details, upload a document, sign something, read a policy or send a right to work share code. If you were not expecting it, check with the business before you use it.
What you may be asked for, and why
You will only see the steps that apply to you. The business decides which it needs.
| What you may be asked for | Why |
|---|---|
| Personal details and an emergency contact | So the business has the right contact details, and can reach someone if you are ill or hurt while working. |
| Bank details | So that you can be paid, if the business pays you directly. For your security, payroll confirms any change with you before your next pay date. |
| Documents | For example proof of who you are, a qualification or a driving licence, if the work needs them. They are checked before they join your record. |
| A written statement of your terms | To read in full and sign if you agree. You can sign online or ask for a paper copy, and you are emailed a copy of what you signed. |
| Policies | To read and confirm you have received them. This does not change your terms. |
| A right to work share code | See below. |
| Term dates and an hours limit, if you are a student | See below. |
Right to work. Depending on how you work for the business, it may need to check that you are allowed to do the work. If so, you may be asked for a share code from GOV.UK, or to show original documents. Someone the business has authorised makes the check and records it. HRHive does not contact the Home Office. After the check, only the last three characters of your share code are kept.
If you are a student. If your permission to work is limited, the business may ask for your term and vacation dates and the weekly hours limit on your permission, and keep a copy of the dates from your university or college.
If your hours vary. The business may record the hours you work in each pay period. HRHive works out holiday for people with irregular hours at 12.07 per cent of the hours worked, and shows it as days. HRHive does not run payroll, so it does not work out holiday pay.
Your pay. HRHive can flag pay on your record that appears to be below the national minimum wage for your age band. It works from the salary and contracted hours the business has entered, so it is an estimate. A flag is a prompt for the business to check with payroll. It is not a decision.
If you are supplied by an agency. The business records the agency, your role, when your assignment started and any breaks. It keeps the agency's confirmation that it has checked your right to work, and tracks the 12-week point using a simplified version of the rules. If an umbrella company pays you, the business may also record the checks it made on that company.
Who decides what is collected
The business that engaged you 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.
If you have an employee portal, Your data shows the privacy notice the business has published. It also lets you ask for a copy of your information, 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. HRHive's own privacy notice is also available.
How your information is kept secure
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. After a right to work check, only the last three characters of a share code are kept. 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
You do not need an account to follow a link from an email. After you finish, you may be offered your own employee portal. There you can request holiday, see your documents and policies, update your details, raise a concern and send a right to work share code. Your holiday balance and requests are shown there, and you can cancel a request that is still waiting.
Getting help
- Using HRHive, such as signing in or finding something: the person who sent you the link can help.
- Your work, pay, holiday, terms or records: the business that sent you the link. HRHive cannot change decisions the business makes.
If this is not the right page
There are separate pages for employees, subcontractors and managers.
The facts behind this page
Each of these is something HRHive does today.