Introduction
LabHive ("LabHive", "the Platform", "we", "us", or "our") is an intelligent, all-in-one research lab management platform available at labhive.app. We take your privacy seriously and are committed to being transparent about what we collect, how we use it, and how you can control it.
By using LabHive, you agree to the practices described in this policy. If you have any questions, you're always welcome to reach out through our Customer Service.
Our commitment: We do not sell your data. We do not use your data for advertising. Everything you upload to LabHive belongs to you.
1. What We Collect
We collect information in two categories, which differ in how they are stored:
Category A — Core Platform Data
This is the information needed to run your LabHive account and provide the platform's core features:
- Profile information: name, email address, role, avatar, and profile photo
- Custom icons and images (including solo user workspace images)
- Equipment names, details, and photos
- Equipment Standard Operating Procedures (SOPs) and supporting documents
- Calibration records including SOPs, certificates, and related documents
- Links to equipment standards and regulatory references
- Equipment booking records and usage history
- Supply inventory names, photos, and data
- Training records and certifications
- Lab messages between staff and users
- Lab floor plans (drawn or uploaded)
- Dashboard and module images (for organisation accounts)
- Support requests submitted through Customer Service
Category B — Activity & Workspace Data
This is data generated through your active use of the platform's features:
- Test results and experiment outcomes
- Workspace files and project documents
- Equipment condition photos from bookings (before/after)
- Material inventory records and project test results
- Task board data and maintenance attachments
- QR label data and QR scan records
- Room and supply inspection results and history
Technical & Session Data
- Session tokens stored locally in your browser to keep you signed in
- Anonymous error reports and usage diagnostics to help us improve the platform
2. How We Use Your Information
| Purpose | Legal Basis (GDPR) |
|---|
| To deliver all Platform features and services | Performance of a contract |
| To send booking confirmations, reminders, and alerts | Performance of a contract |
| To help administrators manage lab activity | Legitimate interests |
| To respond to customer support requests | Legitimate interests |
| To detect and fix technical errors | Legitimate interests |
| To comply with applicable laws | Legal obligation |
3. How We Share Your Data
We do not sell, rent, or trade your personal data. Data is shared only in these circumstances:
- Within your organisation or workspace: Administrators and authorised members can access data within their own workspace. Solo users control access through workspace invitations.
- Infrastructure providers: We use secure, industry-standard cloud infrastructure to store and serve all platform data. Our infrastructure providers are bound by data processing agreements and do not use your data for their own purposes.
- Third-party storage you choose to connect: If you or your organisation administrator connects a third-party provider (such as Google Drive or Microsoft OneDrive), files may be backed up or stored there according to your settings. This is always your choice and can be changed at any time.
- Legal requirements: We may disclose information if required by law or to protect the safety of our users.
- Business transfers: If LabHive is acquired or merges with another company, your data may be transferred with prior notice to you.
4. Where Your Files Are Stored
LabHive gives you meaningful control over where your data lives. Here is how it works for each account type:
Organisation (Team) Accounts
Category A — Core Data: Securely stored on LabHive's servers by default, keeping everything reliably accessible for your whole team. Your organisation administrator can optionally connect a second cloud provider (such as Google Drive or Microsoft OneDrive) to receive backup copies — this is in addition to LabHive's copy, never instead of it. Files in any connected provider are fully under your organisation's control; LabHive does not manage or access them.
Category B — Activity & Workspace Data: Also stored on LabHive's servers, so it's always available across your team. Individual team members may optionally add a personal backup copy to a cloud provider of their choice. LabHive always retains its own copy to ensure service continuity.
Organisation administrators also have the option to select an external cloud provider as the primary storage for the organisation. In this case, LabHive will let you know that loading times may be affected by your provider's speed, and will keep account and configuration data on its own servers so the platform continues to work.
Deleting your data: Organisation administrators can export and delete all organisation data, or an individual user's data, directly from the admin panel at any time. Individual team members can request to export or delete their own uploaded data from their Profile — this request goes to a lab manager for approval, following the organisation's standard process.
Solo Accounts
All Category A and Category B data is stored on LabHive's servers by default — this is the recommended option for the best experience.
Solo users can also choose to connect an alternative storage provider for their data. You have three options for each data category:
- LabHive Cloud only — everything on LabHive's servers. Simple, fast, always accessible. (Recommended ⭐)
- LabHive Cloud + backup copy — LabHive keeps the primary copy, and a second copy goes to your connected provider automatically.
- External provider only — data lives in your chosen provider (Google Drive, OneDrive, local folder, etc.). LabHive does not store these files on its servers. You are responsible for availability, backups, and cross-device access. Your account information (name, email, login) always stays on LabHive's servers so the app continues to work.
You can set different storage options for Category A and Category B independently, and change your choice at any time in Profile → Storage.
If you use workspace sharing with teammates, you can also configure a dedicated storage location for shared group files. New teammates are shown a notice about the group's storage choice before they accept an invitation.
Deleting your data: Solo users can export and permanently delete all their data (LabHive copy) at any time from within their Profile. Data in any connected external provider is yours to manage directly through that provider.
Third-Party Storage Providers
When you connect a third-party provider, the following applies:
- Google Drive: Files are stored in a dedicated "LabHive Files" folder only. We do not access any other content in your Drive. You can revoke access at any time from your Google Account permissions page.
- Microsoft OneDrive: Files are stored in the app's designated AppFolder only. Revoke access from your Microsoft account settings.
- Local Folder / iCloud / WebDAV: Files are stored on your device or configured server. LabHive does not store your credentials on its servers. Cross-device availability depends on your setup.
Backup copies are best-effort. If a backup to a third-party provider fails, any LabHive-stored copy is unaffected and your data remains fully accessible in the app.
5. Security
We protect data on LabHive's servers using HTTPS/TLS encryption in transit, encryption at rest, and access controls. Despite these measures, no system is 100% secure, and we encourage you to use a strong, unique password for your account.
6. Your Rights
- Access: Request a copy of your personal data. Contact us via Customer Service and we will send it to your registered email within 3–5 business days.
- Correction: Ask us to correct inaccurate data.
- Deletion: Delete your data directly in the app (see Section 4 above) or contact us via Customer Service. Solo workspace owners: if you have active teammates, they will be notified and offered the opportunity to take ownership of shared data before deletion. If all decline, shared data is permanently deleted with your account.
- Restriction: Request that we limit processing of your data in certain circumstances.
- Portability: Request your data in a machine-readable format (JSON or CSV) via Customer Service.
- Objection: Object to processing based on legitimate interests.
- CCPA: We do not sell personal information.
We respond to all requests within 3–5 business days.
7. Cookies and Local Storage
LabHive uses browser local storage to keep you signed in and remember your preferences (storage settings, dashboard layout, etc.). We do not use third-party tracking cookies or advertising cookies.
8. Children's Privacy
LabHive is not directed at children under 13 (or 16 in the EU/UK). We do not knowingly collect personal information from children under these ages. Please contact us immediately if you believe a child has created an account.
9. International Transfers
Your data may be stored on servers located in the United States. If you are in the EEA, UK, or Switzerland, we ensure transfers comply with applicable data protection law including Standard Contractual Clauses where required.
10. Changes to This Policy
If we make material changes, we will update the "Last updated" date and notify all users through the app before the changes take effect. Continuing to use LabHive after that constitutes acceptance.
11. Contact Us
Questions about privacy? Please use our Customer Service — we're happy to help.