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Privacy Policy

Last updated: 29 October 2026

Cube Environmental Limited (“Cube Environmental”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and share personal information when you visit https://www.cubeservices.co.uk/, contact us, request or receive our services, use our client Portal or otherwise interact with us.

  1. WHO WE ARE

Cube Environmental Limited is the data controller responsible for the personal information covered by this Privacy Policy.

Company number: 06741871
Registered in England and Wales

Registered office:

Edison House
2–3 Paycocke Road
Basildon
Essex
SS14 3DP
United Kingdom

Telephone: 01268 385 010
Email: AP@cubeenv.com

  1. PERSONAL INFORMATION WE COLLECT

We may collect the following categories of personal information.

Identity and contact information:

  • Name;

  • Job title;

  • Employer or organisation;

  • Postal or business address;

  • Email address;

  • Telephone number; and

  • Preferred method of contact.

Enquiry and quotation information:

  • The services You require;

  • Property addresses and property types;

  • The reason for the survey, sampling, analysis, audit or consultancy request;

  • Planned maintenance, refurbishment or demolition work;

  • Site access and contact details;

  • Existing surveys, asbestos registers, plans and other documents;

  • Preferred appointment dates;

  • Quotation and purchase-order information; and

  • Records of Our communications with You.

Service and project information:

  • Client and site details;

  • Names and contact details of site representatives, dutyholders, contractors or other relevant people;

  • Site access instructions;

  • Survey scope and limitations;

  • Inspection and sampling records;

  • Photographs, plans and location information;

  • Sample references and laboratory results;

  • Survey findings and recommendations;

  • Audit and consultancy records;

  • Reports, certificates and supporting documents;

  • Appointment, attendance and project records;

  • Feedback and complaints; and

  • Records relating to ongoing or completed work.

Portal information:

  • Username and account information;

  • Organisation and authorised-user details;

  • Passwords stored in a protected or encrypted form;

  • Properties and locations linked to an account;

  • Reports and documents uploaded to or downloaded from the Portal;

  • Account activity and access logs;

  • IP address, device and browser information; and

  • Records of Portal support requests.

Financial information:

  • Quotations, invoices and payment records;

  • Purchase-order details;

  • Billing addresses;

  • Bank transaction references; and

  • Information required for accounting and debt recovery.

Payments may be processed by our bank or another payment provider. We do not necessarily receive or retain complete payment-card or banking credentials.

Technical and usage information:

  • IP address;

  • Browser type and version;

  • Device type and operating system;

  • Time zone and approximate location;

  • Pages visited and time spent on Our Site;

  • Referring website;

  • Links selected;

  • Cookie identifiers;

  • Login and security records; and

  • Information about how You use Our Site and emails.

Marketing information:

  • Your communication preferences;

  • Records of consent;

  • Engagement with marketing communications; and

  • Services in which You have expressed an interest.

  1. HOW WE COLLECT PERSONAL INFORMATION

We may collect personal information:

  • When You complete an enquiry or quotation form;

  • When You contact us by telephone, email or another method;

  • When You or Your organisation instructs us;

  • When we attend a property or work site;

  • When You provide plans, reports, asbestos registers or other documents;

  • When samples are submitted for analysis;

  • When You create or use a Portal account;

  • When You upload, view or download documents;

  • When You make a payment;

  • When You provide feedback or make a complaint;

  • Automatically through cookies, logs and similar technologies;

  • From Your employer, agent, landlord, managing agent or contractor;

  • From another person involved in the property or project;

  • From subcontractors, laboratories or professional advisers; and

  • From publicly available sources where appropriate.

If You provide personal information about another person, You must ensure that You are authorised to provide it and that the person understands how it will be used.

  1. HOW WE USE PERSONAL INFORMATION

We may use personal information to:

  • Respond to enquiries;

  • Review service requirements;

  • Prepare quotations and agree scopes of work;

  • Arrange property access and appointments;

  • Carry out surveys, reinspections, sampling, analysis, audits and consultancy work;

  • Identify and record samples and findings;

  • Prepare and issue reports, results and certificates;

  • Provide access to the Portal;

  • Link authorised users to properties and documents;

  • Manage accounts and Portal security;

  • Communicate findings and answer questions;

  • Maintain project, quality and accreditation records;

  • Manage contracts, purchase orders, invoices and payments;

  • Provide customer support;

  • Respond to feedback and complaints;

  • Comply with health and safety, accreditation and regulatory requirements;

  • Cooperate with audits and quality assessments;

  • Establish, exercise or defend legal claims;

  • Detect and prevent fraud, misuse and security incidents;

  • Manage and improve Our Site, Portal and Services;

  • Send relevant marketing communications where permitted; and

  • Measure the effectiveness of Our Site and communications.

  1. OUR LAWFUL BASES

Depending on the circumstances, we may rely on the following lawful bases.

Contract

Processing may be necessary to provide a quotation at Your request, enter into a contract or perform Our contractual obligations.

Legitimate interests

We may process information where necessary for our legitimate business interests, provided that Your rights and interests do not override those interests.

Our legitimate interests include:

  • Operating and improving Our business;

  • Responding to enquiries;

  • Managing client and professional relationships;

  • Providing and securing the Portal;

  • Maintaining accurate technical and project records;

  • Protecting Our Site and systems;

  • Ensuring the quality and consistency of Our Services;

  • Managing complaints and recovering unpaid amounts;

  • Establishing or defending legal claims; and

  • Promoting relevant Services.

Legal obligation

We may process information where necessary to comply with legal, regulatory, accreditation, tax, accounting, employment or reporting requirements.

Consent

We may rely on consent for non-essential cookies, optional marketing communications, publication of identifiable project information or another activity where consent is required.

You may withdraw Your consent at any time.

Vital interests and public interest

In exceptional circumstances, we may process or disclose information where necessary to protect someone’s life or safety or where another lawful public-interest condition applies.

  1. TECHNICAL AND PROPERTY INFORMATION

Asbestos survey reports, laboratory results and property records will often relate primarily to a building rather than an individual. They may nevertheless contain personal information, including:

  • Names and contact details;

  • Signatures;

  • Property addresses;

  • Details of property ownership or occupation;

  • Photographs that identify people, vehicles or private areas;

  • Names of employees, contractors or site representatives; and

  • Information about who commissioned, received or reviewed a report.

We handle this information in accordance with this Privacy Policy where it identifies or could reasonably identify an individual.

  1. PORTAL ACCOUNTS AND DOCUMENTS

We use account information to create, administer and secure Portal access.

Portal activity may be logged to:

  • Authenticate users;

  • Investigate security incidents;

  • Maintain document histories;

  • Provide technical support;

  • Demonstrate when documents were uploaded, accessed or changed; and

  • Protect clients, users and our systems.

Documents uploaded to the Portal may contain personal or confidential information. Clients and authorised users are responsible for ensuring that they have a lawful basis for providing this information to us.

We may access uploaded documents where reasonably necessary to provide support, maintain the Portal, deliver Our Services, investigate misuse or comply with legal obligations.

  1. MARKETING COMMUNICATIONS

We may send information about relevant Services where:

  • You have requested the information;

  • You have consented to receive it;

  • You are an existing client and applicable law permits us to contact You; or

  • We are otherwise legally permitted to send business-to-business marketing.

You can opt out at any time by:

  • Selecting the unsubscribe link in a marketing email; or

  • Contacting AP@cubeenv.com.

Opting out of marketing will not prevent us from sending messages relating to an enquiry, quotation, project, report, Portal account, invoice or other existing relationship.

  1. COOKIES

Our Site may use cookies and similar technologies.

Cookies are small files placed on Your device. They can help Our Site function, remember preferences, secure Portal accounts, understand how visitors use the website and measure communications or advertising.

We may use:

Strictly necessary cookies

These are required for Our Site and Portal to operate, provide security and maintain logged-in sessions.

Preference cookies

These remember settings and choices You make.

Analytics cookies

These help us understand how visitors use Our Site so we can measure and improve its performance.

Marketing cookies

These may be used to measure advertising campaigns or provide advertising relevant to Your interests.

Except where the law permits otherwise, non-essential cookies will only be placed after You provide consent through our cookie banner or preference tool.

You may withdraw or change Your consent through the cookie settings available on Our Site.

You can also manage cookies through Your browser. Blocking some cookies may affect how Our Site or Portal operates.

Details of the specific cookies and providers in use should be available through our cookie banner or separate Cookie Policy.

  1. SHARING PERSONAL INFORMATION

We may share personal information with:

  • Employees, workers and authorised representatives;

  • Surveyors, analysts, consultants and auditors involved in providing the Services;

  • Approved subcontractors;

  • Laboratories and sample-handling providers;

  • Clients, property owners, managing agents, dutyholders and other authorised project parties;

  • Website, Portal, hosting and IT-support providers;

  • Cloud-storage, email and communications providers;

  • Accounting, banking and payment providers;

  • Professional advisers, including accountants, solicitors and insurers;

  • Regulators, accreditation bodies and external auditors;

  • Government bodies, local authorities, the Health and Safety Executive, law enforcement agencies and courts where legally required or appropriate;

  • A purchaser or successor in connection with a sale, restructuring or transfer of Our business; and

  • Other parties where You have instructed or authorised us to share information.

We require service providers acting on our behalf to protect personal information and use it only for the services they provide to us.

We will not sell Your personal information.

  1. INTERNATIONAL TRANSFERS

Some of our technology or service providers may store or process personal information outside the United Kingdom.

Where required, we will use appropriate safeguards for international transfers, such as:

  • An applicable UK adequacy regulation;

  • The UK International Data Transfer Agreement;

  • The UK Addendum to approved standard contractual clauses; or

  • Another safeguard permitted by applicable law.

You may contact us for further information about safeguards used for a particular transfer.

  1. INFORMATION RETENTION

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected.

The appropriate retention period will depend on:

  • The nature of the Services;

  • Accreditation, quality-control and regulatory requirements;

  • The type and sensitivity of the information;

  • The length of our relationship with You;

  • Contractual requirements;

  • Legal, tax and accounting obligations;

  • Relevant limitation periods;

  • Whether information forms part of a survey, laboratory or property record; and

  • Whether it may be required to establish, exercise or defend a legal claim.

Portal accounts and documents may be retained while the relevant client relationship or document-access service remains active and for an appropriate period afterwards.

When personal information is no longer required, we will securely delete or anonymise it.

  1. INFORMATION SECURITY

We use appropriate technical and organisational measures designed to protect personal information against:

  • Unauthorised access;

  • Unlawful use;

  • Accidental loss;

  • Disclosure;

  • Alteration; and

  • Destruction.

Measures may include access controls, authentication, encrypted connections, backups, activity logging and restrictions on who may access personal information.

No method of transmitting or storing information electronically can be guaranteed to be completely secure. You should take appropriate care when sending information online and protect Your Portal login details.

  1. YOUR DATA PROTECTION RIGHTS

Depending on the circumstances, You may have the right to:

  • Request access to Your personal information;

  • Request correction of inaccurate or incomplete information;

  • Request deletion of Your information;

  • Request restriction of processing;

  • Object to processing based on legitimate interests;

  • Object to direct marketing;

  • Request information in a structured, commonly used and machine-readable format;

  • Withdraw consent at any time;

  • Ask not to be subject to certain decisions based solely on automated processing; and

  • Submit a complaint to a data protection authority.

These rights may be subject to legal conditions and exceptions. For example, we may need to retain information required for contractual, regulatory, accreditation or legal purposes.

We may request information to confirm Your identity before responding. We will ordinarily respond within one month, although the law permits additional time for complex or numerous requests.

You will not normally be charged for exercising Your rights. We may charge a reasonable fee or refuse a request where it is manifestly unfounded or excessive.

To exercise Your rights, contact AP@cubeenv.com.

  1. AUTOMATED DECISION-MAKING

We do not currently use personal information to make decisions based solely on automated processing that produce legal or similarly significant effects.

If this changes, we will provide the information and protections required by law.

  1. THIRD-PARTY WEBSITES

Our Site may contain links to third-party websites or use third-party mapping, analytics, document, Portal or communication services.

Those organisations may process personal information under their own privacy policies.

We are not responsible for the privacy practices of third-party websites and recommend reviewing their policies before providing information.

  1. CHILDREN’S INFORMATION

Our Site and Services are intended for property owners, businesses, organisations and adult customers. They are not directed at children.

We do not knowingly collect personal information directly from children through Our Site.

If You believe a child has provided personal information to us, please contact us so we can investigate and delete it where appropriate.

  1. COMPLAINTS

Please contact us first if You have a question or concern about how we use Your information. We will try to resolve the matter.

You also have the right to complain to the Information Commissioner’s Office:

Website: https://ico.org.uk/make-a-complaint/

  1. CHANGES TO THIS PRIVACY POLICY

We may update this Privacy Policy to reflect changes to Our Services, Portal, business practices or legal obligations.

The updated version will be published on Our Site with a revised “last updated” date.

Where a change is significant, we may notify affected individuals by email, through the Portal or by another appropriate method.

  1. CONTACTING US

Questions, requests and complaints about this Privacy Policy or our handling of personal information should be sent to:

Cube Environmental Limited
Edison House
2–3 Paycocke Road
Basildon
Essex
SS14 3DP

Telephone: 01268 385 010
Email: AP@cubeenv.com

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