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Privacy Policy

Last updated: 12 March 2026

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This Privacy Policy explains how Rubix VA ("we," "us," or "our") collects, uses, stores, and protects your information when you visit Rubix-va.com (the "Website"), contact us, or use our services.

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1. Who We Are
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Website: Rubix-va.com
Business name: Rubix VA
Business address: 30 Harewood Road, Rochdale, OL115TH
Company registration number: 16814837
Registered in: England and Wales
Contact email: clients@rubix-va.com

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If you have any questions about this Privacy Policy or how we handle your personal data, please contact us using the details above.

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2. Information We Collect
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We may collect and process the following categories of personal information:

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Information you provide directly
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  • Your name

  • Email address

  • Phone number

  • Business name

  • Any information you include in contact forms, booking forms, questionnaires, or emails

  • Billing or payment information, if you purchase services from us

 
Information collected automatically
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When you visit our Website, we may automatically collect certain technical and usage information, such as:

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  • IP address

  • Browser type and version

  • Device type

  • Operating system

  • Pages viewed

  • Time spent on pages

  • Referring website or source

  • General location data (for example, city or country based on IP)

 
Cookies and similar technologies

 

We may use cookies, pixels, tags, and similar technologies to improve the Website, understand visitor behavior, remember preferences, and support marketing activities. For more information, see the Cookies section below.

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3. How We Use Your Information
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We may use your personal information to:

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  • Respond to enquiries and provide customer support

  • Communicate with you about our services

  • Provide and manage our services

  • Process payments and send invoices

  • Schedule consultations or discovery calls

  • Improve our Website, services, and user experience

  • Monitor Website performance and analytics

  • Send newsletters or marketing communications where permitted by law or where you have consented

  • Protect the security and integrity of our Website and business

  • Comply with legal or regulatory obligations

 
4. Legal Bases for Processing

 

If you are in the UK or EEA, we process your personal data only when we have a lawful basis to do so, including:

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  • Consent — for example, when you opt in to marketing emails or accept non-essential cookies

  • Contract — where processing is necessary to provide services to you or take steps at your request before entering into a contract

  • Legitimate interests — for example, operating our Website, responding to enquiries, improving our services, and preventing fraud, provided those interests are not overridden by your rights

  • Legal obligation — where we are required to keep records or comply with applicable laws

 
5. How We Share Your Information
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We do not sell your personal information.

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We may share your information with trusted third parties where necessary to operate our business and Website, such as:

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  • Website hosting providers

  • Email service providers

  • Payment processors

  • Booking or scheduling software providers

  • Customer relationship management (CRM) tools

  • Analytics providers

  • IT and security providers

  • Professional advisers, such as accountants, insurers, or legal advisers

 

We may also disclose information:

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  • If required by law, court order, or regulatory authority

  • To enforce our legal rights

  • In connection with a business sale, merger, acquisition, or restructuring

 

All third parties are expected to process personal data securely and only for appropriate business purposes.

 
6. Cookies

 

Our Website may use essential and non-essential cookies.

 
Essential cookies

 

These cookies are necessary for the Website to function properly and cannot usually be switched off.

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Analytics cookies
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These help us understand how visitors use the Website so we can improve performance and content.

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Marketing cookies
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These may be used to track visitors across websites and help deliver relevant advertising or measure campaign effectiveness.

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Where required by law, we will ask for your consent before placing non-essential cookies on your device.

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You can usually control cookies through your browser settings and, where applicable, through our cookie banner or preferences tool.

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Optional additions if used on your site:

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  • Google Analytics: [Yes/No]

  • Meta/Facebook Pixel: [Yes/No]

  • LinkedIn Insight Tag: [Yes/No]

  • Cookie banner provider: [Insert provider]

 
7. Data Retention

 

We keep personal information only for as long as reasonably necessary for the purposes set out in this Privacy Policy, including to:

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  • Provide services

  • Maintain business and financial records

  • Resolve disputes

  • Enforce our agreements

  • Comply with legal, tax, accounting, or regulatory requirements

 

Typical retention periods may include:

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  • Contact form enquiries: [e.g. 12–24 months]

  • Client records: [e.g. 6 years after the end of the client relationship]

  • Marketing data: until you unsubscribe or withdraw consent

  • Analytics/cookie data: according to the relevant platform settings

 
8. International Data Transfers
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Some of the third-party services we use may process or store your information outside your country of residence.

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Where applicable, we take reasonable steps to ensure appropriate safeguards are in place for international transfers of personal data, such as contractual protections or transferring data to countries recognised as providing an adequate level of protection.

 
9. Your Privacy Rights
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Depending on where you are located, you may have rights in relation to your personal data, including the right to:

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  • Access the personal data we hold about you

  • Request correction of inaccurate or incomplete data

  • Request deletion of your personal data

  • Restrict or object to certain processing

  • Withdraw consent where processing is based on consent

  • Request transfer of your data to another provider, where applicable

  • Lodge a complaint with a data protection authority

 

To exercise your rights, please contact us at clients@rubix-va.com.

If you are in the UK, you may also have the right to complain to the Information Commissioner's Office (ICO).

 
10. Marketing Communications
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If you subscribe to our newsletter or opt in to receive marketing communications, we may send you updates, promotions, or news about our services.

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You can unsubscribe at any time by:

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We will not send you marketing communications where prohibited by law.

 
11. Security
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We take reasonable technical and organisational measures to protect your personal information against unauthorised access, loss, misuse, disclosure, or alteration.

However, no method of transmission over the internet or electronic storage is completely secure, so we cannot guarantee absolute security.

 
12. Third-Party Links
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Our Website may include links to third-party websites, plugins, or services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before submitting any personal data.

 
13. Children's Privacy
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Our Website and services are not directed to children under 13 [or 16 if you prefer for UK/EU positioning], and we do not knowingly collect personal information from children. If you believe a child has provided us with personal data, please contact us so we can remove it.

 
14. Changes to This Privacy Policy
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We may update this Privacy Policy from time to time to reflect changes in our business, legal requirements, or Website features. Any updates will be posted on this page, and the "Last updated" date will be revised.

 
15. Contact Us
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If you have any questions about this Privacy Policy or how your information is handled, please contact:

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Rubix VA
Company registration number: 16814837
Registered in: England and Wales
Email: clients@rubix-va.com
Address: 30 Harewood Road, Rochdale, OL115TH
Website: Rubix-va.com

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