Privacy Policy

Qube Installations Ltd ("Qube", "we", "us" or "our") is responsible for personal data collected through this website, our enquiry forms and our business communications when we decide why and how that data is used.

Qube Installations Ltd is registered in England and Wales under company number 11786590. Our registered office is 27 Daffodil Street, London W12 0TG. Our VAT number is 338 1651 00. We are registered with the Information Commissioner's Office under reference ZC237426; the registration expires on 1 September 2027.

For privacy questions or to exercise your rights, contact our Privacy Lead using the privacy email address shown on our Contact page or write to our registered office. 

This policy applies when you browse our website, submit an enquiry, request a quote or demonstration, contact us, become a client or business contact, or otherwise interact with our services. It also explains relevant processing connected with project enquiries and site capture. Our separate Digital Capture & Site Imagery Notice provides more detail about photography, video, 3D capture and digital models.

Third-party websites and services have their own privacy information. If you follow an external link or use a third-party platform, please read that provider's notice.

• Identity and contact data, including name, organisation, role, address, email address and telephone number.
• Enquiry and project data, including services requested, locations, drawings, images, specifications, dates, budget information, access requirements and files you choose to provide.
• Client, supplier and transaction data, including quotations, orders, contracts, invoicing, payment status, insurance and compliance information.
• Communications data, including form submissions, emails, call notes, meeting notes and other correspondence.
• Site and capture data, which may include imagery of premises, equipment, signage and—where incidental and not reasonably avoidable—identifiable people or other personal information.
• Technical and usage data, including IP address, device and browser information, pages visited, referring URLs, security logs and cookie choices.
• Marketing preferences and records of consent, objection, unsubscribe or suppression where relevant.

Please do not send special-category personal data, criminal-offence information or other highly sensitive information through our public forms unless we have specifically asked for it and agreed a secure method.

• Directly from you through forms, email, telephone, meetings, contracts and project delivery.
• Automatically through essential website functions, server logs and—only where permitted—optional cookies or similar technologies.
• From organisations involved in an opportunity or project, such as clients, agencies, contractors, suppliers, property managers or colleagues who introduce or involve you.
• From public business sources where appropriate, such as company websites, Companies House and professional directories.

• To respond to enquiries, prepare quotations, arrange demonstrations and take pre-contract steps you request—contract or legitimate interests.
• To enter into and perform contracts, manage projects, communicate, provide support, invoice and maintain records—contract and legitimate interests.
• To plan and deliver surveys, installations and digital capture, manage access, safety, quality and completion evidence—contract, legitimate interests and legal obligation where applicable.
• To operate, secure, troubleshoot and improve our website and services—legitimate interests; consent where required for non-essential cookies.
• To manage tax, accounting, insurance, legal, regulatory and dispute matters—legal obligation and legitimate interests.
• To prevent and investigate fraud, misuse, security incidents and unlawful activity—legitimate interests and legal obligation.
• To send relevant business marketing—consent where required, or legitimate interests where the law permits; every message will provide an appropriate way to opt out.

Where we rely on legitimate interests, we consider Qube's need, the effect on individuals and whether the processing is proportionate. Where we rely on consent, you may withdraw it at any time without affecting earlier lawful processing.

Information submitted through an enquiry form is used to review and respond to the request and to manage any resulting business relationship. A privacy acknowledgement is not marketing consent. If we invite you to receive optional electronic marketing, that choice will be separate, specific and unticked by default.

You can opt out of marketing using the unsubscribe method in a message or by contacting us. We may retain a minimal suppression record so that we continue to respect your request.

We use essential technologies where necessary to operate and secure the website. We use non-essential analytics, advertising or embedded-service technologies only after valid consent where required. Our Cookie Policy identifies the technologies in use and explains how to change or withdraw your choices at any time.

Where necessary and proportionate, we may share personal data with:

• website hosting, support, security, email, cloud-storage, collaboration, form, analytics and business-system providers;
• digital-capture, model-hosting or other specialist technology providers used for an agreed project;
• workers, subcontractors, suppliers, project partners, clients, landlords, site operators or principal contractors where needed to plan or deliver work;
• professional advisers, insurers, accountants, auditors and legal advisers; and
• regulators, courts, law-enforcement bodies, government authorities or other parties where disclosure is required by law or necessary to establish, exercise or defend legal rights.

We do not sell personal data. Service providers may use personal data only for agreed purposes and subject to appropriate contractual and security obligations.

For our own business administration, website and client relationship management, Qube generally acts as a controller. For some client-directed capture or project activities, Qube may act as a processor and follow the client's documented instructions. The relevant contract will set out the parties' roles and responsibilities.

We aim to keep personal data in the UK or in countries recognised by the UK as providing adequate protection. If a supplier or project arrangement transfers personal data elsewhere, we will use an appropriate lawful safeguard, such as UK-approved contractual clauses, and apply proportionate security and transfer-risk controls.

We retain personal data only for as long as reasonably necessary for the purpose for which it was collected, taking account of legal, tax, accounting, insurance, contractual and dispute-resolution requirements. As a general guide:

• general enquiries and unsuccessful quote requests: up to 24 months after the last meaningful contact;
• client, project, contract, transaction and completion records: normally up to 7 years after the relevant relationship or transaction ends;
• site imagery and digital models: for the contractually agreed period or, if none is specified, only for as long as needed for the documented project and legitimate record purposes;
• marketing suppression records: for as long as needed to honour the opt-out; and
• technical logs and cookie records: for the shorter periods stated in the Cookie Policy or the relevant system configuration.

We may retain information longer where required for a legal hold, claim, complaint, investigation or regulatory obligation. When retention ends, information is deleted, anonymised or securely returned as appropriate.

We use proportionate technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration or disclosure. These measures may include access controls, approved systems, device and account security, secure sharing, staff and contractor requirements, backups and incident response. No system can be guaranteed completely secure, so please use the contact details on our website if you believe information has been exposed or misdirected.

Depending on the circumstances, you may have the right to request access, correction, erasure, restriction or portability of your personal data; to object to processing based on legitimate interests; and to withdraw consent where we rely on it. These rights are subject to legal conditions and exceptions.

To make a request, contact our Privacy Lead. We may need information to confirm your identity and locate the relevant records. We normally respond within one month, although the law allows extensions in limited circumstances.

Please contact us first so we can try to resolve any concern. You also have the right to complain to the Information Commissioner's Office at ico.org.uk. You can contact the ICO regardless of whether you contact us first.

Our website and services are intended for business users and are not directed at children. Please contact us if you believe a child has provided personal data to us inappropriately.

We may update this policy when our services, systems or legal obligations change. The latest version will be published on this page with its last-updated date. We will use an appropriate additional notice if a change materially affects how we use personal data.