Last updated: March 24, 2025
Plain English summary
Hiya is a job management platform for window fitters and related trades. We collect information about you, your customers, and your projects to provide our service. This policy explains what data we collect, how we use it, and your rights regarding this information.
Who we are
Hiya is a UK-based company providing software to help window fitting businesses manage their customers, jobs, schedules, and teams. Our platform is accessible via web browsers and mobile applications. When we say "Hiya," "we," "us," or "our," we're referring to our company and services.
Information we collect
Information you provide
As a business using Hiya, you provide us with:
- Account information: Your name, email address, phone number, business address, and login credentials
- Customer information: Names, contact details, and addresses of your customers
- Job information: Project descriptions, task details, schedules, time tracking, and invoices
- Photos and documents: Images taken before, during, and after jobs, and other documents you upload
- Team information: Details about staff members who use the system
Information we collect automatically
When you use Hiya, our systems automatically collect:
- Usage data: How you interact with our platform, which features you use, and how often
- Device information: The type of device, browser, and operating system you use
- Location data: General location information when using our mobile app (with your permission)
- Log data: IP addresses, access times, and error reports that help us maintain system security and functionality
Cookies and similar technologies
We use cookies (small text files stored on your device) to:
- Remember your login status
- Understand how you use our service
- Improve your experience
- Maintain security
You can manage cookie settings through your browser, but disabling certain cookies may limit functionality.
How we use your information
We use your information to:
- Provide and maintain the Hiya service
- Set up and manage your account
- Process and store job information and customer details
- Enable team coordination and scheduling
- Send service notifications and updates
- Improve our platform based on how it's used
- Respond to your support requests
- Ensure the security of our service
- Comply with legal obligations
Legal basis for processing (UK/GDPR)
Under UK data protection law, we process your information on the following legal grounds:
- Contract: To provide services you've requested
- Legitimate interests: To improve our services and maintain security
- Legal obligation: To comply with UK laws
- Consent: When you specifically agree to certain processing
Who we share your information with
We may share information with:
- Your team members: Staff you authorize to access your Hiya account
- Service providers: Companies that help us deliver our service (e.g., hosting providers, payment processors)
- Legal authorities: When required by UK law or to protect legal rights
We do NOT sell your information to third parties.
Data security
We implement appropriate technical and organizational measures to protect your information, including:
- Encryption of data transmission and storage
- Regular security assessments
- Access controls for our staff
- Data backup procedures
However, no online service is 100% secure. We encourage you to use strong passwords and secure your devices.
Data storage and international transfers
Your data is primarily stored in the UK and European Economic Area (EEA). If we transfer data outside these areas, we ensure appropriate safeguards are in place in accordance with UK data protection laws.
Your data protection rights
Under UK data protection law, you have rights to:
- Access your information
- Correct inaccurate information
- Delete your information (in certain circumstances)
- Restrict how we use your data
- Object to certain processing
- Data portability: Receive your data in a usable format
- Withdraw consent where processing is based on consent
To exercise these rights, contact us at hi@hiya.io.
Information about your customers
As a business using Hiya, you collect and input information about your customers. You remain the data controller for this information, and we act as your data processor. This means:
- You must have appropriate permission to share your customers' information with us
- You should inform your customers about how their data is processed
- We will only process this data according to your instructions and this policy
Retention of information
We keep your information for as long as your account is active or as needed to provide our services. If you delete your account, we'll delete or anonymize your information unless we need to keep it for legal reasons.
Children's privacy
Hiya is designed for businesses and is not intended for use by individuals under 18. We do not knowingly collect information from children.
Changes to this policy
We may update this policy occasionally. We'll notify you of significant changes via email or notices within the Hiya platform. The "Last updated" date at the top shows when the policy was most recently revised.
Contact us
If you have questions about this privacy policy or how we handle your information:
If you're not satisfied with our response, you can contact the Information Commissioner's Office (ICO) at ico.org.uk.
By using Hiya, you agree to the terms of this privacy policy. Thank you for trusting us with your information.