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Legal

Privacy Policy

Last updated: 1 June 2026  ·  Effective date: 1 June 2026

1. Who We Are

UBUNC Assure is a trading name of UBUNC™, a registered company in England and Wales. We provide premium commercial cleaning, facilities support and operational assurance services across Berkshire and the Midlands.

Data Controller: UBUNC™
Contact: hello@ubuncassure.co.uk
Website: www.ubuncassure.co.uk

2. What Personal Data We Collect

We collect personal data only when you actively provide it to us. This may include:

• Contact and enquiry data: name, company name, email address, telephone number, business location, premises details, and the content of your message or enquiry
• Workforce application data: name, email address, telephone number, location, DBS certificate status, right-to-work documentation, work experience, driving licence status, and any CV or supporting documents you upload
• Health Check diagnostic data: answers to our Contract Health Check™ questionnaire — these are processed locally in your browser and are not automatically transmitted unless you submit your contact details
• Technical data: IP address, browser type, operating system, pages visited and referring URL (collected via server logs for security and performance purposes)

We do not collect sensitive personal data (special category data) unless you voluntarily provide it, for example within a workforce application.

3. How We Use Your Data

We use your personal data only for the purposes for which it was collected:

• To respond to your enquiries and quote requests
• To process and assess workforce applications
• To deliver and improve our services
• To send you relevant service communications (where you have consented or where we have a legitimate interest)
• To comply with legal obligations
• To protect the security of our systems and prevent fraud

4. Legal Basis for Processing

We process your personal data under the following lawful bases:

• Contractual necessity: to fulfil a contract with you or take steps at your request prior to entering into a contract
• Legitimate interests: to respond to enquiries, improve our services and communicate about matters relevant to your relationship with us
• Legal obligation: to comply with applicable laws and regulations
• Consent: where you have explicitly opted in to marketing communications

5. How We Store and Protect Your Data

Your data is stored securely on servers located within the United Kingdom and/or the European Economic Area. We use industry-standard security measures including:

• TLS encryption for all data in transit
• Access controls limiting data access to authorised personnel only
• Regular security reviews of our systems and processes

Workforce applications including uploaded CV documents are stored on restricted, access-controlled storage. We will retain your data for as long as necessary to fulfil the purposes outlined in this policy, or as required by law.

6. Data Retention

• Client enquiries: retained for up to 3 years from the date of last contact
• Workforce applications: retained for up to 12 months unless an active employment relationship is established, in which case a separate HR data retention policy applies
• Technical/server logs: retained for up to 90 days

7. Who We Share Your Data With

We do not sell, rent or trade your personal data. We may share data with trusted third-party service providers who assist us in operating our business, including:

• Brevo (Sendinblue): email delivery platform — used to send notification emails to our team. Your data is processed in accordance with Brevo's privacy policy.
• Render: cloud hosting provider for our backend services

All third-party processors are contractually required to handle your data in accordance with UK GDPR. We will disclose your data to law enforcement or regulatory authorities where required by law.

8. Your Rights

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

• Right of access — to request a copy of the personal data we hold about you
• Right to rectification — to request correction of inaccurate data
• Right to erasure — to request deletion of your data where there is no longer a lawful basis for retention
• Right to restrict processing — to request that we limit how we use your data
• Right to data portability — to receive your data in a structured, machine-readable format
• Right to object — to object to processing based on legitimate interests or for direct marketing purposes

To exercise any of these rights, please contact us at hello@ubuncassure.co.uk. We will respond within 30 days.

9. Cookies

Our website uses a limited number of cookies. Please see our Cookie Policy for full details of what cookies we use and how to manage them.

10. Children's Privacy

Our services are directed at businesses and are not intended for individuals under the age of 18. We do not knowingly collect personal data from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Where changes are material, we will notify you via our website or by email. The date at the top of this page reflects the most recent revision.

12. Complaints

If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Telephone: 0303 123 1113

We would, however, appreciate the opportunity to address your concerns before you contact the ICO — please reach out to us first.