Privacy Notice

Cube Properties Group Ltd ("we", "us", "our") is a letting and property management agency registered in England and Wales. We are the data controller responsible for the personal data we hold about you.

Depending on your relationship with us, we may collect and process the following categories of personal data:

Under the UK GDPR, we must have a lawful basis for processing your personal data. The table below sets out how and why we use your data, and the lawful basis we rely on:

We only share your personal data where necessary, and we never sell it. We may share data with:

• referencing agencies and credit reference agencies;
• government-authorised tenancy deposit protection schemes (TDS, DPS, or mydeposits);
• contractors and tradespeople engaged to carry out repairs or maintenance;
• local authorities, HMRC, and other regulatory or government bodies where required by law;
• the relevant landlord or tenant, as necessary to manage the tenancy;
• our professional advisers, including solicitors and accountants;
• the Property Redress Scheme, in the event of a complaint or dispute.

Where we use third-party processors, we put in place contracts requiring them to safeguard your data and to process it only on our instructions.

We retain personal data only for as long as necessary for the purposes for which it was collected, and to meet our legal and regulatory obligations. As a general guide:

• tenancy and financial records are kept for six (6) years after the end of the tenancy or relationship, in line with HMRC and limitation requirements;
• anti-money laundering and Right to Rent records are kept for the period required by law;
• enquiry and marketing data is kept until you ask us to stop or withdraw consent.

Once data is no longer required, we securely delete or anonymise it.

We take the security of your personal data seriously and use appropriate technical and organisational measures to protect it against unauthorised access, loss, or misuse. These measures include secure storage, restricted access, and staff confidentiality obligations. All client monies are held in a dedicated client account, separate from our own funds, and we hold Client Money Protection.

We primarily store and process your data within the UK. Where any data is transferred outside the UK, we ensure that appropriate safeguards are in place in accordance with UK data protection law, such as an adequacy decision or standard contractual clauses.

Under the UK GDPR, you have the following rights in relation to your personal data:

• the right to be informed about how your data is used;
• the right of access to the personal data we hold about you;
• the right to rectification of inaccurate or incomplete data;
• the right to erasure (the "right to be forgotten") in certain circumstances;
• the right to restrict processing in certain circumstances;
• the right to data portability;
• the right to object to processing based on legitimate interests or for direct marketing; and
• rights in relation to automated decision-making and profiling.

To exercise any of these rights, please contact us using the details in Section 1. We will respond within one month, as required by law.

Where you use our website, we may collect limited data through cookies and similar technologies to help the site function and to understand how it is used. You can control cookies through your browser settings. Where required, we will request your consent before placing non-essential cookies.

If you have any concern about how we handle your personal data, please contact us first and we will do our best to resolve it. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection:

We may update this Privacy Notice from time to time to reflect changes in our practices or legal requirements. The latest version will always be available on request and, where applicable, on our website. The version number and date at the top of this document indicate when it was last reviewed.

This Privacy Notice is provided for transparency and does not form part of any contract between you and Cube Properties Group Ltd.