Privacy policy

This policy is issued by Cube Systems Limited, a company registered in England and Wales under number 17220899, with its registered office at Unit 11, Olney Business Park, Osier Way, Olney, Buckinghamshire, MK46 5FP. Cube Systems Limited is part of Crushed Ice Group. In this policy, “we”, “us” and “our” mean Cube Systems Limited.

For the processing this policy describes we are the controller. That means we decide how and why the data is used, and we are responsible for it under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We are registered with the Information Commissioner’s Office under registration number ZC216972.

We are not required to appoint a data protection officer. Questions about this policy or your personal data go to hello@cubesystems.co.uk, by telephone on 01234 672 617, or by post to the address above, marked for the attention of the data protection lead.

This policy covers personal data we collect for our own purposes, about:

• people who visit this website;
• people who contact us, book a walkthrough or ask for a quote; and
• contacts at our customers, prospective customers, product development clients and suppliers.

Our products

CubeERP, CubeCRM, CubeHR, CubeMSP, Kept, Trophy and Signed are all published by Cube Systems Limited. Each has its own website and its own privacy policy, which covers the accounts people hold in that product and how it handles their data. Please read the policy on the product’s own site for anything about using it.

Where a business uses one of our platforms to run its operations, the personal data it puts in, such as its customers’, suppliers’ and staff records, belongs to that business. The business is its controller and its own privacy notice applies. We process that data only on its instructions, under a data processing agreement. Our data processing page explains what that agreement commits us to, and our sub-processors page lists the providers involved.

When you visit this website

Pages, fonts, icons and images are served from our own servers. The website sets no cookies unless you allow analytics, and it carries no advertising or social media tags.

Like any web server, ours keeps a log of each request: your IP address, the date and time, the page requested, the page that linked to it, and the browser and operating system your device reports. We use these logs only to keep the site secure and working.

Your browser also keeps a short note of your visit in its session storage, under the name visit_journey: the page you arrived on and when, the site that sent you, any campaign tags or ad click IDs in that first link, the previous page, and how many pages you have viewed. It stays in that browser tab, is deleted when you close it, and only reaches us if you send the enquiry form.

If you allow analytics

When analytics is in use, a banner asks whether you allow it. If you choose “Accept”, Google Analytics 4 sets its _ga and _ga_<container-id> cookies and records which pages you view, how you arrived, the type of device, browser and screen you use, your approximate location (such as the country and city, worked out by Google from your IP address), and interactions such as scrolling, following a link to another website, clicking a phone number or email address, and sending the enquiry form. GA4 does not log or store IP addresses. We see the results as reports about visits in general, and we do not use them to identify anyone. Advertising features are switched off.

The Google Analytics script only loads after you allow analytics, so if you choose “Essential only” nothing is sent to Google. If you withdraw your consent through Cookie settings, Google Analytics stops and its _ga cookies are removed.

When you get in touch

If you use the contact form we collect your name and email address, your company name and telephone number if you give them, the type of enquiry, your message, and the page or form you sent it from.

With the form, your browser also sends details about your visit. They help us route your enquiry to the right person, spot misuse of the form, and understand which pages lead people to get in touch. They are:

• your IP address;
• your browser and operating system, read from the user agent your browser reports, and the type of device;
• your language, time zone and local time, your screen and window size, whether your device has a touch screen, and whether cookies are enabled;
• the note of your visit described above: the page you arrived on and when, the site that sent you, campaign tags and ad click IDs, the previous page and the number of pages viewed; and
• if you allowed analytics, your Google Analytics client ID, which lets us match the enquiry to the analytics for that visit.

The enquiry is sent by email through Amazon Simple Email Service (Amazon SES), in the UK, to the Cube Systems enquiries mailbox. If you email or call us, we keep what you tell us and the details you contact us from.

Please do not send passwords, API keys or personal data about your own customers through the contact form. If we need sample data to scope a project, we will agree a secure way to exchange it first.

When you become a customer

We hold names, job titles and business contact details for the people we deal with at your organisation, including account, billing and technical contacts, together with contract, project and order records, invoices, payment history, and the history of our support and account conversations. We do not take card payments through this website.

We do not ask for special category data, such as health information, and our products and services are built for businesses, so we do not knowingly collect information about children through this website.

Data protection law requires a lawful basis for every use of personal data. These are ours.

Where we rely on legitimate interests, we have weighed them against your rights and you can ask us for that assessment. You can object at any time, as explained under your rights.

We do not make decisions about anyone based solely on automated processing that have legal or similarly significant effects.

We do not sell personal data, and we do not share it with anyone for their own marketing. We share it only with:

• Crushed Ice Group companies, chiefly Crushed Ice, which provides the engineering behind our product development work.
• Service providers who process data for us under written contracts: Amazon Web Services, which hosts this website and our systems in the UK and delivers enquiry email; Google, for website analytics if you allow it; and our business email and accounting providers.
• Professional advisers, such as lawyers, accountants and insurers, who owe us a duty of confidentiality.
• Authorities, such as the police, HMRC or a regulator, where the law requires it. We check that a request is lawful before acting on it.
• A buyer or successor, if all or part of our business is sold or reorganised, on condition that they honour this policy.

Cube Systems is hosted in the UK on Amazon Web Services (AWS). Our servers, databases, file storage and backups are in the UK.

Some providers, such as Google, may process limited data outside the UK. Where that happens the transfer is protected by UK adequacy regulations (including the UK Extension to the EU-US Data Privacy Framework for Google Analytics), the UK International Data Transfer Agreement or Addendum, or equivalent safeguards.

Google Analytics runs only if you allow it. It is provided by Google Ireland Limited, with Google LLC. You can ask us for a copy of the safeguards that apply to any transfer.

We keep personal data only for as long as we need it for the purpose it was collected for, then delete or anonymise it.

The note of your visit kept in your browser is deleted when you close the tab, unless you send it to us with an enquiry. Where a legal claim or investigation is under way, we may keep the relevant records until it is resolved.

This website is only served over an encrypted connection. Enquiries arrive in a business mailbox that only the people who answer them can read, and customer records are held in UK systems with access limited to the staff who need it to do their jobs.

If a personal data breach is likely to put people’s rights at risk, we will report it to the ICO within 72 hours of becoming aware of it and, where the risk is high, tell the people affected without undue delay.

Under UK GDPR you have the right to:

• be informed about how your data is used, which is what this policy is for;
• access a copy of the personal data we hold about you;
• rectification of data that is inaccurate or incomplete;
• erasure of your data where there is no good reason for us to keep it;
• restrict how we use it, for example while a question about its accuracy is resolved;
• object to processing based on legitimate interests, and to direct marketing at any time;
• data portability, receiving data you gave us in a machine-readable format; and
• withdraw consent, where we rely on it, without affecting anything done before. For analytics, use Cookie settings in the footer of any page.

To use any of these rights, email hello@cubesystems.co.uk. You do not need a form or any particular wording. We may ask you to confirm your identity before we act, so that we never hand your data to someone else. We respond within one month, and there is normally no charge. If a request is complex we may extend that by up to two further months, and we will tell you why within the first month.

If your request concerns data a business holds in one of our products, we will pass it to that business, which is responsible for answering it, and help it do so.

If you are unhappy with how we have handled your data, please tell us first at hello@cubesystems.co.uk and we will try to put it right.

You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection, with whom we are registered under number ZC216972:

• online at ico.org.uk/make-a-complaint;
• by telephone on 0303 123 1113; or
• by post to Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

This website sets no cookies unless you allow Google Analytics, which then sets two. Everything it can store is listed in our cookie policy, and you can change your analytics choice at any time using Cookie settings in the footer.

We review this policy at least once a year, and whenever the way we handle personal data changes. The date at the top shows when it was last updated. If a change materially affects customers, we will email their nominated contacts before it takes effect. Previous versions are available on request.