Privacy Policy

BeehiveMind is a beekeeping records system. Almost everything we hold is data you deliberately entered about your own hives, and it stays yours. This page explains the rest.

The controller of your personal data is Panagiotis Lymperopoulos, sole proprietor, trading as BeehiveMind, Apollonos 34, 22132 Tripoli, Greece — info@beehivemind.tech.

What we collect

Your account

Your name, email address and country. The country is optional and we ask for it only to set sensible defaults. If you sign in with Google we receive your name, email and profile picture from Google and nothing else.

Your beekeeping records

Apiaries, their coordinates, beehives, groups, inspections, feedings, harvests, treatments, costs and to-dos. Apiary coordinates are a location you place on a map yourself — the app does not track your device.

Your conversations with the AI assistant

What you ask the assistant and what it answers, so a conversation can be picked up where you left it. Your conversations are yours alone: they are not shared with a team you belong to, and they are deleted with your account. The answers are generated on our own server. To check that the assistant answers well, we review some of its answers, and a reviewed answer — with the question it answered — can be sent to Anthropic for automated scoring.

Voice recordings

Speech recognition during an inspection runs on your phone. Audio is processed on the device and is not uploaded; what reaches our servers is the recognised inspection data, not the recording. Recordings are held on the device only until the inspection is uploaded.

Technical data

When you use the website or the app we log the request, the time and an approximate location derived from your IP address, so we can keep the service running and investigate faults.

Why we hold it, and on what basis

To provide the service — your account, your records, syncing them between your phone and the website, teams, the AI assistant, exports and the emails the service sends (confirming your address, resetting a password). This is what you signed up for: the basis is our contract with you (GDPR Article 6(1)(b)).
To keep the service and your account secure — sign-in history, two-factor settings, request logs and backups. The basis is our legitimate interest in running a service that is safe and recoverable (Article 6(1)(f)).
To send an invitation to join a team — the invited person's email address, given to us by the team's owner. The basis is the owner's and our legitimate interest in letting people work together (Article 6(1)(f)); the address is kept only as long as described under How long we keep it.
To check the quality of the AI assistant's answers. The basis is our legitimate interest in giving correct answers (Article 6(1)(f)).
To measure how the website is used — Google Analytics. In the EEA, the UK and Switzerland the basis is your consent (Article 6(1)(a)); elsewhere it is our legitimate interest, and you can turn it off (see Cookies and analytics).
To bill you, if you choose a paid plan. The basis is our contract with you, and our legal obligation to keep invoices (Article 6(1)(c)). Payments are handled by Stripe; we never see or store your card number.

What we never do

We do not sell your data.
We do not share your hive records with other beekeepers, associations or authorities.
We do not use your inspection data to advertise to you or to anyone else.

Working in a team

An account can invite other people to work on the same apiaries. The person who invites is the team's owner; everyone who accepts is a team member with an account of their own. Inside a team, the records are shared: every member sees and can change the team's apiaries, hives, inspections, feedings, harvests, treatments and costs, and a record's details show the name of the member who added it.

Inviting someone. The owner gives us the person's email address and we email them the link to join. We keep the address with the invitation; if it is never accepted, it is deleted 30 days after the invitation expires, or straight away if the owner cancels it.
What the owner sees. The owner sees each member's name, email address and the date they joined. Members do not see each other's email addresses, and nobody in a team sees another member's AI conversations, notifications, password or sign-in settings.
When a member leaves. A member who deletes their account, or whom the owner removes, loses their account and their personal data. The records they added belong to the team and stay with it, shown as added by "a former team member".
When the owner leaves. Deleting the owner's account deletes the team: all of its records and every member's account.

Cookies and analytics

Two kinds of storage exist on this site. The first keeps you signed in and remembers the choice you made below: a cookie for the session, and an entry in your browser's own storage for the choice. The site cannot work without them and neither is ever used to follow you anywhere else. The second is Google Analytics, which tells us which pages beekeepers read and where they give up. It sets cookies named _ga and _ga_<id> that last up to two years, records the pages you visit, roughly where you are from your IP address and which site sent you, and, if you are signed in, the account number so we can tell one person's week from a thousand separate visits. It never receives your name, your email or anything from your hive records, and we run no advertising and no advertising cookies.

In the EEA, the UK and Switzerland nothing analytical is set until you accept it. Everywhere else it is on unless you turn it off. Either way the choice is yours to change whenever you like, and refusing changes nothing about how the site behaves.

Who else touches it

These providers process data on our behalf, only to provide their service to us:

DigitalOcean — hosts the website, the API and the database, on servers in Frankfurt, Germany, including the backups.
Cloudflare — delivers and protects the website (not the app's data), through its global network.
Google — sends the service's emails (Google Workspace), measures website use (Google Analytics and Tag Manager, as described above), draws the apiary maps (Google Maps, which your browser asks directly, so it receives your IP address and the map area shown) and, if you choose it, signs you in (Google Sign-In).
Tomorrow.io — the weather forecast for an apiary. It receives the apiary's coordinates, not who you are.
Anthropic — automated scoring of AI assistant answers under review: the answer and the question it answered.
Stripe — payments for paid plans.

Some of these providers are based in the United States. Where your data leaves the European Economic Area, the transfer relies on the European Commission's adequacy decision for the EU–US Data Privacy Framework or on the Commission's standard contractual clauses.

How long we keep it

Your records are kept for as long as your account is open, because beekeeping data is only useful across seasons. If you delete your account we remove your personal data and your records at once — or, if you are a member of someone else's team, your personal data, while the records you added stay with that team.

Backups: up to 4 weeks. The database is copied daily and before each update, and those copies are deleted after 8 days; our hosting provider keeps a weekly copy of the whole server for 4 weeks.
Request logs (times and IP addresses): 14 days.
Unaccepted team invitations: 30 days after they expire.

The full steps, and what is kept after an account is deleted, are on Delete your account.

Your rights

Under the GDPR you can ask us for a copy of your data, ask us to correct it, ask us to delete it, or object to how we use it. You can export your records at any time from your account, and delete your account yourself from the profile page.

To exercise any of these, write to us at info@beehivemind.tech or through the contact page. You also have the right to complain to the Hellenic Data Protection Authority.

Children

BeehiveMind is a tool for a working business and is not intended for anyone under 16.

Changes

If we change this policy we will update the date at the top of this page, and tell you by email when the change is significant.

Contact

Questions about this policy, or about your data, go to info@beehivemind.tech or the contact page, and we will answer them.