Enquire Today
Enquire Today

Privacy Policy

Privacy Policy

Effective date: 1st July 2026
This Privacy Policy explains how Cubix Management Limited collects, uses, stores and shares personal data when you use the Cubix Offices mobile application, our website, and related services.

This Privacy Policy applies to users of the Cubix Offices app made available to clients and members of Cubix Offices in the United Kingdom.

  1. Who we are

We are Cubix Management Limited, the operator of Cubix Offices and the controller of your personal data for the purposes described in this Privacy Policy.

Contact details:
Cubix Management Limited
1 Kings Avenue, London, United Kingdom, N21 3NA
Email: [email protected]
Support: [email protected]
Website: cubixoffices.com

If you have questions about this Privacy Policy or want to exercise your rights, contact us using the details above.

  1. The data we collect

Depending on how you use the app and services, we may collect and process the following categories of personal data:

  • Account and identity data, such as your name, email address, telephone number, company name, job title, membership number, username, and login details.
  • Membership and contract data, such as your office membership, service plan, contract status, billing arrangement, renewal dates, and access permissions.
  • Booking and service usage data, such as meeting room bookings, desk bookings, visitor bookings, service requests, check-in activity, and app feature usage.
  • Payment and transaction data, such as billing records, invoices, payment status, subscription status, and limited payment-related information. We do not usually store full card details ourselves where payments are handled by a specialist payment processor.
  • Technical and device data, such as IP address, device type, operating system, app version, browser type, crash reports, device identifiers, push notification tokens, and log data.
  • Location data, such as approximate or precise device location, only where the app uses location-enabled features and only in accordance with your device permissions. [If the app does not use location, replace this sentence with: We do not collect location data through the app.]
  • Communications data, such as support requests, emails, messages, feedback, and records of communications with us.
  • Compliance and security data, such as records used to investigate misuse, enforce our terms, maintain platform security, or comply with legal obligations.
  1. How we collect your data

We collect personal data in the following ways:

  • Directly from you, when you create an account, complete forms, make bookings, request services, submit support requests, make payments, or contact us.
  • Automatically, through your use of the app and website, including technical logs, cookies or similar technologies where relevant, device information, and analytics data.
  • From our technology and service providers, including Pont Technologies LTD, payment providers, hosting providers, analytics providers, and communications providers that help us operate the app and related services.
  • From your organisation or membership administrator, where your employer, team administrator, or contracting party provides your details in connection with your office membership or workspace services.
  1. How we use your data

We use personal data for the following purposes:

  • to create and manage your account
  • to provide access to the app and its features
  • to manage memberships, licences, subscriptions, office services, and client relationships
  • to process bookings for meeting rooms, desks, visitor access, and related services
  • to process payments, billing, refunds, and account administration
  • to communicate with you about your account, bookings, services, updates, and support issues
  • to provide technical support, maintenance, troubleshooting, and service improvements
  • to monitor usage, performance, reliability, and security of the app
  • to send service-related notifications and, where permitted, marketing communications
  • to prevent fraud, misuse, unauthorised access, and other harmful activity
  • to comply with legal, regulatory, tax, accounting, and contractual obligations
  • to establish, exercise, or defend legal claims
  1. Legal bases for processing

Where UK GDPR or EU GDPR applies, we rely on one or more of the following legal bases:

  • Performance of a contract: where processing is necessary to provide the app, your membership services, bookings, billing, or support.
  • Legitimate interests: where processing is necessary for operating, securing, improving, and administering our business and services, provided those interests are not overridden by your rights.
  • Legal obligation: where we must process data to comply with applicable laws, regulations, accounting, tax, consumer, or law enforcement requirements.
  • Consent: where required, for example for certain marketing communications, certain cookies, or device permissions such as location or notifications.
  • Establishment, exercise, or defence of legal claims: where necessary in connection with disputes or enforcement.
  1. Who we share your data with

We may share personal data with trusted third parties where necessary to operate the app and provide services. These may include:

  • Pont Technologies LTD as our app and platform technology provider
  • Stripe, to process payments and related transactions
  • Google Analytics to help us understand app performance and usage
  • Providers of email, messaging, customer support, push notifications, and security services
  • Professional advisers such as lawyers, accountants, auditors, and insurers
  • Regulators, law enforcement, courts, or public authorities where required by law

Where third parties process data on our behalf, we require them to act only on our instructions, protect personal data appropriately, and apply security measures to an equivalent standard required by applicable data protection law.

You may contact us for more information about the safeguards used for international transfers.

  1. Data retention

We keep personal data only for as long as necessary for the purposes described in this Privacy Policy, including to provide services, maintain records, resolve disputes, enforce agreements, and comply with legal obligations.

Retention periods may vary depending on the type of data. In general:

  • account and membership records are kept for as long as your account is active and for a reasonable period afterwards
  • transaction, billing, and tax records may be kept for up to 6 years or longer where required by law
  • support and communications records may be kept for as long as reasonably necessary to manage the relationship and resolve issues
  • technical logs and analytics data are retained for a limited period appropriate to security, diagnostics, and service improvement
  • data linked to deletion requests will be deleted or anonymised unless we must retain some information for legal, regulatory, fraud-prevention, accounting, or security reasons
  1. Your rights

Subject to applicable law, you may have the right to:

  • request access to the personal data we hold about you
  • request correction of inaccurate or incomplete data
  • request deletion of your personal data
  • request restriction of processing
  • object to certain processing based on legitimate interests
  • withdraw consent at any time where processing is based on consent
  • request transfer of your data to you or another provider where applicable
  • complain to the UK Information Commissioner’s Office if you believe your data has been handled unlawfully

To exercise any of these rights, contact [email protected]

  1. Account deletion and data deletion

You may request deletion of your app account and associated personal data by:

  • using the in-app account deletion function, where available
  • emailing [email protected] or [email protected]
  • submitting a request through: [cubixoffices.com](https://cubixoffices.com/delete-account)

When we receive a deletion request, we will delete or anonymise personal data that we no longer need, subject to any information we must retain for legal, tax, accounting, fraud-prevention, security, or dispute-resolution purposes.

Deleting your account may affect your ability to access bookings, membership services, invoices, support history, and other app features.

  1. Security

We use reasonable technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, alteration, or disclosure. These measures may include access controls, authentication, encryption in transit, system monitoring, and provider security controls.

No system is completely secure, and we cannot guarantee absolute security.

  1. Children’s data

The app and related services are not intended for children under 18, and we do not knowingly collect personal data from children through the app. If you believe a child has provided personal data to us, contact us so we can investigate and take appropriate action.

  1. Third-party services and links

The app or website may contain links to third-party websites or services. We are not responsible for the privacy practices of third parties, and you should review their own privacy notices.

  1. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. When we make material changes, we will post the updated version on this page and update the effective date. Where required, we will notify users through the app, by email, or by other appropriate means.

  1. Contact and complaints

If you have any questions, requests, or complaints about privacy or personal data, contact:

Cubix Management Limited
1 Kings Avenue, London, United Kingdom, N21 3NA
Email: [email protected]
Support: [email protected]

If you are unhappy with our response, you may have the right to complain to the UK Information Commissioner’s Office.