1. Who we are
Rubix MEP Ltd (“Rubix MEP”, “we”, “us”) is a building services engineering consultancy registered in England and Wales under company number 14404130. Our registered office is 612/613 6th Floor, Vyse Street, Hockley, Birmingham B18 6NF and we trade from JQ Modern, 120 Vyse Street, Jewellery Quarter, Birmingham B18 6NF.
We are the controller of the personal data described in this notice. We are registered with the Information Commissioner’s Office (ICO) under registration number [ICO registration number].
If you have any questions about this notice or how we use your data, email info@rubixmep.com or write to us at the address above.
2. The data we collect
When you contact us or send a project enquiry
Your name, email address, company name and anything you choose to tell us in your message. If you email or phone us directly, we will also hold that correspondence and any contact details you give us.
When you download our capabilities brochure
Your name, email address, company name, and optionally which best describes you (for example architect, developer or contractor). We also record whether you have asked to receive updates from us.
When you register an interest in working with us
Your name, email address and anything you tell us about yourself. If you send us a CV, we will hold that too.
When you are a client, supplier or project partner
Business contact details for the people we work with, and the correspondence and records needed to deliver and administer the project.
When you browse this website
Our hosting provider automatically records technical information such as your IP address, browser type and the pages requested, to keep the site secure and working. See section 8 for what is stored on your device.
We do not knowingly collect special category data (such as health information), and we ask you not to include it in messages to us.
3. How we use your data and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Responding to your enquiry and discussing a potential project | Legitimate interests (responding to people who contact us and developing our business), or steps taken at your request before entering into a contract |
| Sending you the capabilities brochure and following up on it | Legitimate interests (providing information you asked for and following up on business interest in our services) |
| Sending you occasional updates about our work, where you ticked the box to receive them | Consent, which you can withdraw at any time |
| Considering you for current or future roles | Legitimate interests (recruiting people to our team), or steps taken at your request before entering into a contract of employment |
| Delivering and administering projects for clients | Performance of a contract, and legitimate interests where the contract is with your employer |
| Keeping business, accounting and tax records | Legal obligation |
| Keeping this website secure and working properly | Legitimate interests (running a secure website) |
Where we rely on legitimate interests, we have considered your interests and rights and concluded they do not override ours. You can ask us for details of that assessment, and you can object at any time (see section 7).
We do not sell your data, and we do not use it for automated decision-making or profiling that has legal or similarly significant effects on you.
4. Who we share it with
We only share personal data where we need to, with:
- HubSpot, our customer relationship management system, which stores enquiries and brochure requests. Our account is hosted in HubSpot’s EU data centre.
- Microsoft, which provides our email and document storage (Microsoft 365).
- Vercel, which hosts this website.
- Google, which provides Google Analytics (only if you accept statistics cookies) and the map on our Contact page.
- Cookiebot (Usercentrics), which records your cookie choices.
- Professional advisers such as our accountants, lawyers and insurers, where necessary.
- Project partners (for example the architect or contractor on a scheme), only where needed to deliver a project you are involved in.
- Authorities or regulators, where the law requires it.
Our service providers act on our instructions under written contracts and must keep your data secure.
5. International transfers
Some of our providers, or their support teams, are based outside the UK. Where personal data is transferred outside the UK, we make sure it is protected by a UK adequacy decision or by appropriate safeguards such as the UK International Data Transfer Addendum to the EU Standard Contractual Clauses. Contact us for more information.
6. How long we keep it
- Enquiries and brochure requests that do not lead to a project: 2 years from our last contact with you.
- Client and project records: 6 years after the end of the project, or longer where a project’s contract or professional liability requires it.
- Careers interest and CVs: 12 months, unless you ask us to delete them sooner or agree to us keeping them longer.
- Marketing preferences: until you unsubscribe. We keep a record that you unsubscribed so we do not contact you again.
After these periods we delete or anonymise the data.
7. Your rights
Under UK data protection law you have the right to:
- ask for a copy of the personal data we hold about you;
- ask us to correct data that is inaccurate or incomplete;
- ask us to delete your data;
- ask us to restrict how we use your data;
- object to us using your data on the basis of legitimate interests, including for direct marketing;
- ask us to transfer data you gave us to another organisation; and
- withdraw your consent at any time, where we rely on it. You can unsubscribe from updates using the link in any email we send.
To use any of these rights, email info@rubixmep.com. We will respond within one month. There is normally no charge.
If you are unhappy with how we have handled your data, please tell us first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
8. Cookies and similar technologies
We use Cookiebot to ask for your consent before any non-essential cookies are set. You can change or withdraw your consent at any time using the link below. We do not use advertising cookies.
- Google Analytics helps us understand how visitors use the site, for example which pages are viewed and whether enquiry forms are submitted. It only runs if you accept statistics cookies. IP addresses are not stored by Google Analytics 4.
- The homepage uses your browser’s session storage to remember that you have already seen the opening animation, so it does not replay on every visit. It is cleared when you close your browser and is not used to track you.
- The map on our Contact page is provided by Google Maps. Google may set its own cookies when the map loads. See Google’s privacy policy.
Cookies used on this website
9. Keeping your data secure
We use appropriate technical and organisational measures to protect personal data, including access controls, multi-factor authentication on our business systems and encrypted connections to this website.
10. Changes to this notice
We may update this notice from time to time. The date at the top shows when it was last changed.