Privacy policy.
How Rubicon Software Limited collects, uses, and protects your personal data.
Effective date: 20 March 2026 · Last updated: 20 March 2026
1. Who we are
Rubicon Software Limited (Company 02514907) is the data controller for personal data processed through this website. Our registered address is 104 Paramount House, 1 Delta Way, Egham, England, TW20 8RX. You can contact us about data protection matters at privacy@rubiconsoftware.com or by telephone on 01276 706900.
2. What data we collect
We collect personal data when you:
- Submit the contact form: name, work email address, company name, area of interest, and any context you provide in the free-text field.
- Browse the website: IP address, browser type, operating system, pages visited, and timestamps. We collect this through essential cookies and, with your consent, analytics cookies. See our cookie policy for details.
We do not collect special category data (such as health, racial or ethnic origin, or political opinions) through this website.
3. How we use your data
| Purpose | Lawful basis |
|---|---|
| Responding to your enquiry | Legitimate interest (pre-contractual communication you initiated) |
| Sending enquiry confirmation emails | Legitimate interest (confirming receipt of your request) |
| Maintaining an audit trail of enquiries | Legitimate interest (business administration and quality assurance) |
| Website analytics | Consent (you may opt out via the cookie banner) |
| Ensuring website security and preventing abuse | Legitimate interest (security and fraud prevention) |
4. Who we share data with
We share personal data only with processors who act on our instructions:
- Microsoft Corporation — email delivery (Microsoft 365 / Graph API), hosting (Azure Static Web Apps), and data storage (Azure Table Storage). Data is processed within the UK and EU under Microsoft's Data Processing Agreement and Standard Contractual Clauses.
We do not sell personal data. We do not share personal data with third parties for their own marketing purposes.
5. How long we keep data
- Contact form submissions: retained for 24 months from the date of submission, then deleted.
- Analytics data: retained in accordance with the analytics provider's standard retention period, typically 14 months.
- Server logs: retained for 90 days for security purposes.
6. Your rights
Under the UK GDPR, you have the right to:
- Access the personal data we hold about you
- Rectify inaccurate data
- Erase your data (in certain circumstances)
- Restrict processing (in certain circumstances)
- Object to processing based on legitimate interest
- Data portability — receive your data in a structured, machine-readable format
- Withdraw consent at any time where processing is based on consent (this does not affect the lawfulness of processing before withdrawal)
To exercise any of these rights, contact privacy@rubiconsoftware.com. We will respond within 30 days.
7. International transfers
Your data is processed primarily within the United Kingdom and European Economic Area. Where data is transferred outside the UK/EEA (for example, to Microsoft data centres), it is protected by Standard Contractual Clauses approved by the UK Information Commissioner's Office.
8. Security
We use industry-standard security measures including encrypted data transmission (TLS), access controls on stored data, and regular review of data processing practices. Our website is hosted on Microsoft Azure infrastructure with enterprise-grade security controls.
9. Children
This website is not directed at children under 16 and we do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us and we will delete it promptly.
10. Complaints
If you are unhappy with how we handle your personal data, please contact us first at privacy@rubiconsoftware.com. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.
11. Changes to this policy
We may update this policy from time to time. The effective date at the top of this page indicates when it was last revised. Material changes will be communicated through a notice on the website.