Privacy Policy

This privacy policy sets out how Cubex Contracts Ltd uses and protects any information that you give when you use our website and services.

Cubex Contracts Ltd is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement.

Cubex Contracts Ltd may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 22/05/2018 when it was updated to comply with the General Data Protection Regulation (GDPR) 2018.

For the purpose of the GDPR, the “data controller” is Cubex Contracts Ltd, Blotts Barn, Brooks Road, Raunds, Wellingborough, Northamptonshire NN9 6NS. The information and data you provide will be processed in accordance with the provisions of the GDPR. We will comply with the GDPR.

The GDPR states that the personal data we hold about you must be:

  1. Used lawfully, fairly and in a transparent way.
  2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
  3. Relevant to the purposes we have told you about and limited only to those purposes.
  4. Accurate and kept up to date.
  5. Kept only as long as necessary for the purposes we have told you about.
  6. Kept securely.

How we collect the data

There are only two methods by which personal data is collected:

– Directly from enquiries/customers/employees/contractors/suppliers for the purpose of internal record keeping.

– When you give us direct permission to, or complete a subscriber form on our website or Facebook page, whereby you are giving us consent to send you marketing communications by email or post. The communications will generally consist of promotional emails about new products, special offers or other information which we think you may find interesting using the email address and/or postal address which you have provided, depending on what method you have given us permission to use.

What data we collect

Depending on who you are (i.e. enquiry/customer, employee or contractor/supplier) we may collect the following information:

name and job title (if relevant)

contact address and post code

contact information including email address

other information relevant to the situation/category of enquiry/customer/employee/contractor/supplier

How we keep the data safe and who has access to it

 To explain how we keep the data safe and who has access to it we have categorised the information as follows:

Enquiries/Customers

Employees

Contractors/Suppliers

Enquiries/Customers

Information is securely held on our cloud based CRM and Financial system. We are in the process of archiving/shredding paper files of Enquiries that do not result in an order. From 2017, upon payment of a Customer invoice we have destroyed all paper files and scanned only the relevant paper content we want to keep. These records will be retained on a rolling 7 year basis.

Older files and documents are being reviewed and destroyed. A rolling 7 year rule of thumb will also apply.

Everyone employed by Cubex Contracts has access to this information for the purpose of being able to carry out their day to day duties efficiently.

Employees

Information is securely held on our company shared folders in the personnel section

Employee records are held for a maximum of 3 years after they have left our employment.

Personnel information is only accessed by our Commercial and HR Director, Office Manager, for the purpose of being able to carry out HR related duties.

Contractors/Suppliers

Information is securely held on our cloud based CRM and Financial system. From 2017 we have destroyed all paper files and scanned only the relevant paper content for those Contractors/Suppliers we will use regularly. These records will be retained on a rolling 7 year basis.

For those Contractors/Suppliers that we have not used for 12 months or more we have disposed of all paper copies and are in the process of updating our contacts system.

Everyone employed by Cubex Contracts has access to this information for the purpose of being able to carry out their day to day duties efficiently. 

How you can access the data and “your right to be forgotten”

We will not sell, distribute or lease your personal information to third parties unless we are required by law to do so.

You may request access, correction or deletion of the personal information which we hold about you under the GDPR. If you wish simply to be removed from our marketing database you can do this by using the unsubscribe or manage your preferences links at the bottom of our email newsletters and promotions. Alternatively you can contact us and request our assistance.

If you would like a copy of the information held on you please write to our GDPR Officer – Jane Malt, Cubex Contracts Ltd., Blotts Barn, Brooks Road, Raunds, Wellingborough, Northamptonshire, NN9 6NS. A fee will be payable.

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.