Privacy Policy 

Date of last update: 05/05/2025 

This Privacy Policy is provided by Hyfon Ltd, a private limited company registered in the United Kingdom (hereinafter referred to as the "Data Controller"). 

The Data Controller offers a platform known as Hyfon (hereinafter referred to as the "Platform") to members of its community, which includes peer supporters, staff, volunteers, and other professionals affiliated with the support services of With-You Consultancy. 

The Platform is accessible at: https://www.hyfon.org 

The Platform is powered by Hivebrite, a third-party solution that enables the Data Controller to manage its community and the services offered to members, including activities such as peer networking, events, and community engagement. 

The Data Controller is committed to ensuring that all personal data collected and processed via the Platform is handled in compliance with the United Kingdom General Data Protection Regulation (UK GDPR), and other applicable data protection laws. 

If applicable, the Data Controller has appointed a Data Protection Officer (DPO), who can be contacted at: dpo@hyfon.org 

1. Collected Personal Data 

When you register on the Platform, the following data may be collected: 

Mandatory data: 

  • First and last name 

  • Email address 

  • Date of Birth 

  • Industry/Scope of work 

Optional data: 

  • Profile picture 

  • Location 

  • Biography 

  • Skills and interests 

  • Social media links 

  • Professional and educational background 

Users are informed which information is mandatory and which is optional during the registration process. Refusal to provide mandatory information will prevent account creation. 

You may also add information voluntarily through the features of the Platform, including: 

  • Participating in discussions 

  • Uploading content 

  • Registering for events 

  • Sending messages to other members 

Please avoid uploading or posting sensitive personal information (e.g., health data, religious or political views) unless you explicitly consent to its processing. 

2. Use of Personal Data 

Your personal data is processed for the following purposes and on the following legal grounds: 

Purpose 

Legal Basis 

User registration and account management 

Contractual necessity 

Managing communication and member relations 

Contractual necessity 

Sharing relevant content, events, and opportunities 

Consent 

Internal analysis and community improvement 

Legitimate interest 

Compliance with legal obligations 

Legal obligation 

The processing of optional data and consent-based activities (such as newsletters or promotional emails) is based on your express consent, which you may withdraw at any time. 

Purpose 

Legal Basis (Art. 6 GDPR) 

Account creation and management 

Performance of a contract (Art. 6(1)(b)) 

Community features (e.g., posting, event participation) 

Performance of a contract (Art. 6(1)(b)) 

Communication of event invites, newsletters, and opportunities 

Consent (Art. 6(1)(a)) 

Platform improvement and usage statistics 

Legitimate interests (Art. 6(1)(f)) 

Responding to user enquiries or exercising user rights 

Legal obligation (Art. 6(1)(c)) 

Content moderation, risk management, or technical troubleshooting 

Legitimate interests (Art. 6(1)(f)) 

 

 

3. Recipients of Personal Data 

Your personal data may be accessed by: 

  • Platform administrators at With-You Consultancy 

  • Authorized staff members responsible for community operations 

  • Hivebrite, as the technical service provider 

  • Trusted third-party service providers (e.g., analytics, email services) 

These recipients are contractually obligated to: 

  • Process personal data only on documented instructions 

  • Implement appropriate technical and organizational security measures 

  • Comply with confidentiality and applicable data protection laws 

 

4. Data Retention 

The Data Controller retains your data as follows: 

  • Your user account remains active for as long as you are an active member of the Hyfon platform. 

  • If you request deletion or your account is inactive for 24 consecutive months, your profile and personal data will be removed within 90 days. 

  • Certain content and posts may be anonymized or removed as appropriate. 

  • Data stored for legal or backup purposes is retained for a maximum of 90 days after account deletion. 

 

5. Data Transfers 

The Platform is hosted by Hivebrite in data centres located within the European Economic Area (EEA). However, some of Hivebrite’s subprocessors or service providers may be located outside of the UK/EEA (e.g., in the United States or Switzerland). 

In such cases, data transfers are protected through: 

  • UK or EU adequacy decisions 

  • Standard Contractual Clauses (SCCs) approved by the ICO or European Commission 

You may request additional information regarding these safeguards by contacting the Data Controller. 

6. User Rights 

You have the following rights regarding your personal data: 

  • Right to access: Obtain a copy of your data 

  • Right to rectification: Correct inaccurate or incomplete data 

  • Right to erasure: Request deletion of your personal data 

  • Right to restrict processing: Temporarily limit processing 

  • Right to data portability: Receive data in a structured, commonly used format 

  • Right to object: Stop certain types of processing 

  • Right to withdraw consent at any time for consent-based processing 

To exercise your rights, please contact the Data Controller at: [email protected] 

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk. 

7. Cookies 

The Platform uses cookies to enable core functionality and gather analytics. These include: 

  • Essential cookies: Required for login and secure use of the Platform 

  • Analytics cookies (e.g., Amplitude): Measure engagement and improve user experience (based on your consent) 

You may manage your cookie preferences via your browser settings or through the Platform’s cookie banner. 

For more information, please refer to the Cookie Policy in the same document below 

8. Policy Updates 

This Privacy Policy may be updated from time to time to reflect legal or operational changes. 

If significant changes are made, we will notify you via email or platform alert. Continued use of the Platform after such changes indicates your acceptance. 

Cookie Policy for Hyfon 

Effective Date: 05/05/2025 

This Cookie Policy explains how With-You Consultancy Ltd ("we", "us", or "our") uses cookies and similar technologies on the Hyfon platform, accessible via https://www.hyfon.org (the "Platform"). 

This policy should be read in conjunction with our Privacy Policy which provides further details on how we collect, use, and protect your personal data. 

 

1. What Are Cookies? 

Cookies are small text files that are placed on your device (computer, smartphone, tablet) when you visit a website. They are widely used to make websites work, enhance functionality, and collect information about how users interact with the site. 

Cookies may be: 

  • Session cookies – deleted automatically when you close your browser. 

  • Persistent cookies – remain on your device until they expire or are deleted. 

Cookies can also be: 

  • First-party cookies – set by the Platform itself. 

  • Third-party cookies – set by external services used within the Platform (e.g., analytics, video content providers). 

2. Types of Cookies We Use 

a) Essential Cookies (Strictly Necessary) 

These cookies are necessary for the Platform to function properly. They enable core features such as secure login, access to private content, session management, and language preferences. 

Examples: 

  • User authentication and session maintenance 

  • Security-related features 

  • Cookie consent preference storage 

Legal basis: Legitimate interest (platform functionality) 

b) Performance and Analytics Cookies 

We use analytics tools (e.g., Amplitude) to track user behaviour on the Platform. These cookies help us understand how users interact with our content, features, and events. The data collected is anonymous and aggregated. 

Examples: 

  • Page visit counts 

  • Clickstream data 

  • Feature usage patterns 

Legal basis: Consent 
 You will be asked to opt-in via a cookie banner when you first visit the Platform. 

c) Functional Cookies 

These cookies allow the Platform to remember your preferences and settings to enhance your user experience. 

Examples: 

  • Profile settings 

  • Language preferences 

  • Display configurations 

Legal basis: Consent 

d) Third-Party Cookies 

Some features on the Platform, such as embedded videos, interactive maps, or social sharing buttons, may use third-party services. These providers may place cookies on your device. 

Examples: 

  • Embedded YouTube or Vimeo videos 

  • Social login integrations 

  • External chat or support tools (if added in the future) 

Legal basis: Consent 

Please note: These third parties may process your data in accordance with their own privacy policies. We recommend reviewing those policies directly. 

3. Cookie Consent and Control 

When you first access the Platform, a cookie banner will ask for your consent to use non-essential cookies. You may: 

  • Accept all cookies 

  • Reject all non-essential cookies 

  • Customize your preferences 

Your preferences can be changed at any time via the cookie settings link in the footer of the Platform. 

You can also manage cookies through your browser settings. Instructions for major browsers are available at: 

  • Google Chrome 

Disabling cookies may impact your ability to use some features of the Platform. 

4. Data Collected Through Cookies 

The cookies used on Hyfon may collect: 

  • IP address 

  • Browser type and version 

  • Device type and operating system 

  • Referring website URLs 

  • Time and date of access 

  • Click patterns and page interactions 

No sensitive personal data (e.g., health data) is collected through cookies. 

5. Updates to This Policy 

We may update this Cookie Policy from time to time to reflect legal changes or enhancements in the Platform. Any changes will be published on this page with a revised “Effective Date.” Significant changes will be communicated via a banner or email where applicable. 

6. Contact Us 

If you have any questions or concerns regarding this Cookie Policy or our use of cookies, please contact: Hyfon Ltd 
 Email: [email protected]