Privacy notice
Who we are
Cube Partners Limited (“Cube”, “we”) is a firm of Chartered Accountants. This notice describes how the Cube Client Ops dashboard (“the dashboard”) uses personal and client data.
What this system is for
The dashboard is an internal practice tool. Staff use it to manage clients, jobs, filings, accounts work, and related documents. It is not a public consumer product.
What data we hold
Depending on the work, the dashboard may hold:
- Client and contact details (names, emails, phone numbers, addresses)
- Tax references and other identifiers needed for the engagement
- Documents and extracts uploaded for reports and accounts work
- Practice data connected from Xero (for example clients, jobs, and organisation details)
- Staff account details used to sign in
- Security and activity logs (time, action, user where known, host, and source IP)
Why we use it
We use this data to run the practice: serve clients, produce reports, match filings, keep staff access secure, and keep an audit trail of important actions.
Third parties
We allow the following third parties to process data only where needed to run the dashboard. We do not sell customer data.
- Xero — practice accounting connection and Practice Manager data.
- Microsoft — practice mailbox access and email delivery of staff sign-in codes.
- Companies House — public UK company records used in accounts work.
- OpenAI — drafting support for report content from material already held in the dashboard.
- DuckDuckGo — public web search for industry research used in reports.
- Hetzner — hosting of the application and database in Germany.
Where data is hosted
The dashboard and its database are hosted in Germany (Hetzner). Some third parties above may process data in other regions under their own terms.
How we protect it
Access requires a signed-in staff session. Sensitive database fields and uploaded files are encrypted at application level. The site is served over HTTPS. Security events and activity are logged. Uploaded files are checked with malware scanning before they are stored.
How long we keep it
Client and engagement records are kept for as long as needed for the engagement and our professional retention duties. Security and system logs are retained for at least one year, and longer when an investigation needs them.
Your rights and contact
If you are a client or other individual whose data appears in the dashboard and you want to ask about it, contact Cube Partners Limited using the usual practice contact details. Staff with a dashboard account can also raise questions with the practice administrators.