---
title: Privacy notices
canonical_url: https://hrhive.co.uk/product/notices/
content_type: product
summary: "HRHive holds privacy notices for four groups: employees and workers, job applicants, supplier contacts, and supplier workers whose details you receive. You start from a template, publish a version and record who has been given it. HRHive has no general announcements feature."
audiences:
  - employer
  - adviser
topic: data-protection
jurisdiction: uk
status: published
last_updated: 2026-10-05
---

# Tell people how you use their data, and keep the record that you did

> HRHive holds privacy notices for four groups: employees and workers, job applicants, supplier contacts, and supplier workers whose details you receive. You start from a template, publish a version and record who has been given it. HRHive has no general announcements feature.

## What problem does this solve?

Everyone whose data you hold should be told how you use it. In practice the notice is a document someone wrote years ago, nobody can say who received it, and the people whose details arrive from someone else, such as a supplier's contact or a worker a subcontractor sends, are easy to forget.

## What HRHive does

- Holds a notice for each of four groups: employees and workers, job applicants, supplier contacts, and supplier workers whose details you receive.
- Starts you from a template written for each group. It is clearly marked as a template to review with your adviser, and HRHive will not let you publish it until the template line is removed and every placeholder in square brackets is filled in.
- Keeps versions. Publishing a version replaces the earlier one. Published versions are kept as a record and cannot be edited, so a change means a new version.
- Shows employees the current notice in their portal.
- Tracks who has been given it. For employees and workers, HRHive shows how many have had it and can email it to everyone who has not. For supplier contacts and supplier workers, it sets a due date one month after their details arrived and flags it when that passes.
- Records how each person was given it: by email, on paper, in person, in the portal, through their employer or another way.
- Keeps you on track. The compliance overview says when a group has people but no published notice, and when supplier contacts or workers are past the one-month limit. On Mondays, owners, admins and HR are reminded about overdue supplier notices.

> **Privacy notices only**
>
> HRHive does not send general announcements to your people. Notices here are privacy notices.

## How it works

1. **Open Compliance, then Data protection, then Privacy notices.** There is one card for each group.
2. **Start from the template.** Choose Start from template for a group, edit the text and review it with your adviser. Fill in every placeholder in square brackets and remove the template line.
3. **Publish it.** The notice becomes the current version for that group. Any earlier version is kept as a record.
4. **Give it to people and record it.** Choose Who has it. Email the employee notice to everyone who has not had it, or mark people as given, with how and when.
5. **Replace it when things change.** Choose New version. HRHive starts a draft from the current text.

## What you see

Privacy notices shows one card for each group, with the version and publication date, how many people have been given it, and buttons for Who has it, Start from template or New version.

**Privacy notices** — Everyone whose data you hold should be told how you use it.

- Employees and workers, Version 1, published 1 October 2026. Given to 9 of 10. — 1 to give (Art 13)
- Job applicants, Not published. You have nobody in this group at the moment. — Not needed yet (Art 13)
- Supplier contacts, Version 1, published 1 October 2026. Given to 3 of 4, 1 past the one-month limit. — Overdue (Art 14)
- Supplier workers whose details you receive, Version 1, published 1 October 2026. Given to 7 of 9. — 2 to give (Art 14)

## The record it creates

Each published version is kept with its number and the date it was published, even after a newer one replaces it. Each delivery is recorded with the person, the date and how it was given.

## Who can do what

Notices sit in the data protection area, so access follows the data protection roles.

| Role | What they can do |
| --- | --- |
| Owner, admin and HR | Draft, edit, publish and replace notices, email the employee notice, and record who has been given a notice. |
| Compliance | Does the same as HR for notices. |
| Auditor | Read only access to notices and who has been given them. |
| Employee | Reads the current notice for employees and workers in their portal. |
| Manager, payroll or finance | No access to the notices area. |

## What happens next

When a supplier or worker is added, HRHive adds them to the list and starts the one-month clock. Employees can read the current notice in their portal. When you change how you use data, publish a new version and give it to the people it affects. For the rules, see privacy notices for workers.

## Frequently asked questions

### Is the starter notice legal advice?

No. It is a template, labelled as one, for you to review with your adviser. HRHive will not let you publish it until the template line is removed and every placeholder is filled in.

### Why are supplier contacts and supplier workers tracked separately?

Their details usually come from someone else, not from them. So the notice is due within a month of their details arriving, rather than when you collect them. HRHive works out the due date from the day each supplier or worker was added and flags it when it passes.

### Can I use this for job applicants?

You can publish a privacy notice for job applicants here. HRHive is not recruitment software, so it does not track who has been given it.

## About this page

- Last updated: 5 October 2026

## Related

**In HRHive**

- [Compliance overview](https://hrhive.co.uk/product/compliance/)
- [Suppliers and your supply chain](https://hrhive.co.uk/product/supply-chain/)
- [Employee self-service](https://hrhive.co.uk/product/employee-self-service/)
- [Policies and acknowledgements](https://hrhive.co.uk/product/policies/)

Canonical URL: https://hrhive.co.uk/product/notices/
Start with HRHive: https://app.hrhive.co.uk/sign-in?next=%2Fnew%3Fhh_funnel%3Drecords%26hh_route%3Demployer%26hh_goal%3Dfirst_person_added%26hh_page%3Dproduct%252Fnotices