HiveMind Privacy Notice

Who Is Responsible for Your Information

Chipping Campden School is the data controller for personal information processed through HiveMind as part of teaching and learning.

Chipping Campden School is a single-academy trust.

The school's Data Protection Officer service is provided by Gloucestershire County Council.

You can also speak to your Psychology teacher if you have a question specifically about HiveMind or information shown within your account.

Creating a HiveMind Account

HiveMind is not open for public registration.

Your school email address must first be added to an approved whitelist by your Psychology teacher. An account cannot be created using an email address that has not been authorised.

Once your school email address has been approved, you create your own HiveMind account through the signup page.

What HiveMind Collects

HiveMind may collect and store:

• Your name, school email address, account identifier and class.
• Information needed to create and operate your account.
• Questions you answer and the responses you give.
• Accuracy, Test Zone results and confidence ratings.
• Learning-stage and spaced-repetition progress.
• Revision activity, study time and relevant timestamps.
• Streaks, goals, badges, rewards and other progress indicators.
• HiveMind Verified Score information.
• Limited leaderboard information.
• Live Lesson responses, confidence checks and confused flags.
• Goals or reflections that you enter into HiveMind.
• Assessment results recorded within HiveMind.
• Assessment results uploaded by your teacher from tests completed during your Psychology course, including end-of-topic, end-of-year or similar assessments.
• Scores, grades, assessment dates, ranks, topic information and Assessment Objective information where these are used.
• Reports and progress summaries generated from this information.
• Limited technical, diagnostic and security information required to operate and protect the platform.

Information comes from three main sources: information you provide, information generated by your use of HiveMind, and assessment information entered or uploaded by your teacher.

HiveMind does not ask you to provide health information, ethnicity, religion, sexual orientation, safeguarding information, SEND information or other special-category information. You should not enter this type of sensitive personal information into free-text goals or reflections.

Why HiveMind Uses This Information

HiveMind uses personal information to:

• Provide learning and revision activities.
• Adapt retrieval practice according to previous learning.
• Schedule spaced retrieval and revision.
• Help you understand and monitor your progress.
• Provide feedback about performance and confidence.
• Operate Live Lessons and other classroom activities.
• Allow your teacher to monitor learning and identify areas where additional support may be useful.
• Record and review assessment performance.
• Help your teacher understand academic progress across the Psychology course.
• Produce reports and progress summaries.
• Improve the educational operation of HiveMind.
• Maintain the security and reliability of the platform.

Lawful Basis

For routine teaching, learning, assessment and progress monitoring, the school relies primarily on Article 6(1)(e) UK GDPR — public task. Your acknowledgement of this privacy notice is therefore not consent to the educational processing and is not the legal basis on which HiveMind processes your information.

The acknowledgement simply records that the privacy information has been provided to you.

Automated Calculations

Yes. HiveMind uses automated calculations to support features such as:

• Spaced-repetition scheduling.
• Learning-stage progression.
• Scores and progress indicators.
• Revision recommendations.
• Goals, streaks and rewards.
• Learning and performance summaries.

These calculations help organise and support your learning.

HiveMind does not make solely automated decisions that determine your official school grades, whether you can continue your course, disciplinary decisions or other decisions with similarly significant effects.

Your teacher remains responsible for educational decisions and can interpret HiveMind information alongside other information about your learning.

Who Can See The Information

You can see information associated with your own HiveMind account.

Your Psychology teacher can see information about students they teach where this is necessary to support learning, assessment and progress monitoring.

HiveMind currently has one teacher and one administrator, who are the same person. Administrative access is restricted to this account.

Other students cannot see your full individual HiveMind record. Where leaderboard or comparative features are used, only limited information is displayed rather than exposing each student's complete performance record.

HiveMind personal information is not sold and is not used for advertising or marketing.

Service Providers and International Transfers

HiveMind uses Google Firebase and Google Cloud services to provide functions including authentication, data storage, hosting and server-side processing.

Google generally acts as a data processor when it processes Firebase customer data on behalf of its customer.

Google and its subprocessors may process information in countries outside the United Kingdom. Where UK personal information is transferred internationally, Google's Firebase data-processing terms provide mechanisms intended to meet applicable UK data-protection requirements, including recognised transfer frameworks or contractual safeguards where required.

Research And Evaluation

Your teacher may analyse HiveMind information internally to understand how students use the platform, evaluate its educational usefulness and improve teaching or HiveMind itself.

Identifiable or pseudonymised student information is not currently shared or published for external research.

If HiveMind data were to be used for external research or publication in future, the data-protection arrangements would be reviewed before that processing took place. Anonymised information would be used wherever appropriate.

How HiveMind Protects Information

HiveMind uses technical and organisational safeguards including:

• Firebase Authentication.
• Restricted registration using an approved school-email whitelist.
• Role-based teacher and administrator permissions.
• Database security rules.
• Server-side processing for important functions.
• Multi-factor authentication for the administrator account.
• Restricted project-administration access.
• Security and diagnostic monitoring.
• Periodic review of privileged access.

Only accounts that require privileged access are given teacher or administrator permissions.

How Long Information Is Kept

Most identifiable student educational information within HiveMind is retained for the duration of your Psychology course and for 12 months after you leave the course.

This includes account information, learning and retrieval history, confidence data, assessment information, Live Lesson data, goals and reflections, progress information, reports and other student-linked educational records.

The additional 12-month period allows for post-course educational administration, resolution of queries, review of assessment and progress information, and orderly account closure.

After this period, identifiable HiveMind information will normally be deleted or anonymised, unless there is a specific legal or operational reason requiring particular information to be retained for longer.

Some short-lived technical information is retained for less time:

• Routine diagnostic/application logs: normally up to 30 days.
• Security/audit logs: normally up to 90 days, unless required for an ongoing security investigation.
• Temporary exports or generated report files: deleted when no longer needed and normally within 30 days.

Information that has been fully anonymised so that an individual can no longer be identified may be retained for longer, including for statistical or service-evaluation purposes.

Your Rights

You have rights over your personal information. Depending on the circumstances, these may include the right to:

• Be told how your information is being used.
• Ask for a copy of personal information held about you.
• Ask for inaccurate information to be corrected.
• Ask for processing to be restricted in certain circumstances.
• Object to some types of processing.
• Ask for information to be deleted where the law gives you that right.
• Raise concerns about automated processing.
• Complain about the way your personal information has been handled.

These rights do not always mean that information must immediately be deleted or that educational processing must stop. This depends on the circumstances and the school's lawful basis for processing.

If you want to exercise one of these rights, you can speak to your Psychology teacher, contact the school or contact the school's Data Protection Officer.

Questions and Complaints

If you have a question about information held within HiveMind, you can first speak to your Psychology teacher.

For data-protection questions or complaints, you can contact:

You also have the right to complain to the Information Commissioner's Office (ICO).

Review and Acknowledgement

This notice will be reviewed if the way HiveMind processes personal information changes significantly.

HiveMind records the version of the privacy notice that is shown and acknowledged when a student creates an account or when a materially updated notice is subsequently presented.

Current version: 1.0