Last updated: 2026
Rubix Planning Ltd is committed to protecting your privacy and handling personal data transparently and lawfully. This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, or instruct us in relation to our planning consultancy services.
1. Who we are
Rubix Planning Ltd is the controller of your personal data for the purposes of UK data protection law. COMPANY NAME: Rubix Planning Ltd COMPANY NUMBER: 11613434 REGISTERED OFFICE: Marine House, 151 Western Road, Haywards Heath, West Sussex, RH16 3LH EMAIL: info@rubixplanning.com WEBSITE: www.rubixplanning.com
If you have any questions about this Privacy Policy or the way we handle your personal data, please contact us using the details above.
2. What this policy applies to
This Privacy Policy applies to personal data collected through:
- our website;
- email, telephone and other correspondence with us;
- contact forms and enquiry forms submitted through the website;
- the provision of our planning consultancy and related professional services.
This policy does not apply to third-party websites linked from our website. Those websites have their own privacy policies and we are not responsible for them.
3. The personal data we may collect
We may collect, use and store the following types of personal data:
CONTACT AND IDENTITY DATA
- name;
- postal address;
- email address;
- telephone number;
- company name, where relevant;
- job title, where relevant.
ENQUIRY AND PROJECT DATA
- details contained in your enquiry;
- property address or site address;
- planning-related information you provide to us;
- documents, drawings, photographs or other materials you send to us;
- correspondence between you and us.
TECHNICAL AND USAGE DATA
- IP address;
- browser type and version;
- device information;
- operating system;
- referring website;
- pages visited and time spent on the website;
- dates and times of access;
- other website usage data collected through cookies or analytics tools.
4. How we collect your personal data
We collect personal data:
- directly from you when you contact us by email, telephone or through our website;
- when you complete a contact form or request a call back;
- when you instruct us or engage with us in relation to our services;
- automatically through cookies and analytics tools when you use our website.
5. How we use your personal data
We may use your personal data for the following purposes:
- to respond to enquiries and provide requested information;
- to assess whether we can assist with a proposed project or instruction;
- to provide planning consultancy and related professional services;
- to communicate with you about your matter or our services;
- to maintain records of enquiries, instructions and correspondence;
- to manage our business and internal administration;
- to improve our website, services and user experience;
- to monitor website performance, traffic and engagement;
- to comply with legal, regulatory and professional obligations;
- to establish, exercise or defend legal claims.
6. Lawful bases for processing
Under UK data protection law, we must have a lawful basis for processing your personal data. We rely on one or more of the following:
LEGITIMATE INTERESTS
We process personal data where necessary for our legitimate interests in operating and improving our business, responding to enquiries, providing professional services, keeping records, and administering our website, provided those interests are not overridden by your rights and interests.
CONTRACT
Where you instruct us, or ask us to take steps prior to entering into an agreement with you, we process personal data as necessary for the performance of a contract or in order to take steps at your request before entering into a contract.
LEGAL OBLIGATION
We may process personal data where necessary to comply with legal, regulatory, tax, accounting or professional obligations.
CONSENT
Where required, we rely on consent, for example in relation to certain cookies or certain forms of marketing communication. Where we rely on consent, you may withdraw it at any time.
7. Who we may share your personal data with
We may share your personal data where necessary with:
- employees, consultants or contractors working on our behalf;
- professional advisers such as solicitors, accountants, insurers or IT providers;
- local planning authorities, public bodies, statutory consultees and other relevant third parties where necessary for your instruction or project;
- website hosts, software providers, analytics providers and other service providers supporting our systems and website;
- regulators, courts, law enforcement agencies or other authorities where we are required to do so or where it is necessary to protect our legal rights.
WE DO NOT SELL YOUR PERSONAL DATA.
8. Data retention
We keep personal data only for as long as reasonably necessary for the purposes for which it was collected, including to satisfy legal, regulatory, tax, accounting, insurance and professional record-keeping requirements.
Retention periods will vary depending on the nature of the enquiry, instruction, correspondence or legal obligation. When personal data is no longer required, we will securely delete or anonymise it where appropriate.
9. Cookies and analytics
Our website may use cookies and similar technologies to ensure the website functions properly, to understand how visitors use the site, and to help improve performance and user experience.
These may include:
- strictly necessary cookies required for the operation of the website;
- analytics or performance cookies that help us understand website traffic and usage.
Where required by law, non-essential cookies will only be placed on your device with your consent, which you may manage through our cookie banner or your browser settings.
You can also control cookies through your browser. Please note that disabling certain cookies may affect how the website functions.
10. International transfers
We seek to keep personal data within the UK or in jurisdictions with appropriate safeguards. Where any service provider processes personal data outside the UK, we will take reasonable steps to ensure appropriate protection is in place in accordance with applicable data protection law.
11. Data security
We take appropriate technical and organisational measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised disclosure, or access.
These measures may include secure hosting, restricted access to systems and files, password protection, and appropriate internal administrative controls. However, no transmission over the internet can be guaranteed to be completely secure, and you provide information at your own risk.
12. Your rights
Subject to applicable law, you may have the right to:
- request access to the personal data we hold about you;
- request correction of inaccurate or incomplete personal data;
- request erasure of your personal data in certain circumstances;
- request restriction of processing in certain circumstances;
- object to processing based on legitimate interests;
- request transfer of your personal data to you or another provider, where applicable;
- withdraw consent where we rely on consent.
If you wish to exercise any of these rights, please contact us at INFO@RUBIXPLANNING.COM.
13. Complaints
If you have concerns about how we handle your personal data, please contact us first and we will try to resolve the matter.
You also have the right to lodge a complaint with the Information Commissioner’s Office in the UK.
14. Third-party links
Our website may contain links to third-party websites. We are not responsible for the privacy practices, content or security of those websites. You should read their privacy policies before submitting personal data to them.
15. Changes to this Privacy Policy
We may update this Privacy Policy from time to time to reflect legal, technical or operational changes. Any updated version will be posted on this page and will take effect from the date of publication.
16. Contact
If you have any questions about this Privacy Policy or our use of personal data, please contact:
RUBIX PLANNING LTD EMAIL: info@rubixplanning.com
