MeterQube Privacy Policy

1. Purpose and Scope

1.1 This Privacy Policy explains how MeterQube Ltd (“MeterQube”, “we”, “our”, or “us”) collects, uses, shares, and protects personal data of users (“you”, “your”) when using the MeterQube Platform and related services.

1.2 It applies to all visitors, Listers, Renters, and other users of the Platform, and forms part of MeterQube’s legal framework alongside the Terms & Conditions and Cancellation & Refund Policy. (See Terms & Conditions and Cancellation & Refund Policy).

1.3 By using the Platform, you acknowledge this Policy and consent to the processing of your data as described herein.

2. Data Controller and Registration

2.1 MeterQube Ltd is the data controller of all personal data processed through the Platform.

3. Data We Collect

• 3.1 Information you provide: name, business name, contact details, billing and payment information, identity documentation (when required), and communications sent via the Platform.
• 3.2 Automatically collected information: device data, IP address, browser type, session logs, and cookies.
• 3.3 Third-party integrations: payment data from Stripe, contract data from Documenso, communication metadata from Twilio and Resend.

4. How We Use Your Data

• 4.1 To provide and manage bookings, payments, and contracts.
• 4.2 To verify identity and prevent fraud.
• 4.3 To communicate about bookings, platform updates, and support. We may also contact you to request feedback or reviews regarding your experience on the Platform.
• 4.4 To comply with legal and accounting obligations.
• 4.5 To perform analytics, improve functionality, and personalise user experience (see Clause 10).
• 4.6 To send marketing communications in accordance with Clause 11.

5. Lawful Bases for Processing

• 5.1 Contract – to deliver services you request.
• 5.2 Legal obligation – to comply with accounting, tax, and regulatory duties.
• 5.3 Legitimate interest – to maintain security, improve services, and conduct limited B2B outreach.
• 5.4 Consent – for optional marketing or analytics activities where required.

6. Data Retention

• 6.1 Booking, payment, and contract records are retained for a minimum of six (6) years to meet legal and accounting requirements.
• 6.2 Payment and signature records stored by Stripe and Documenso are retained in line with their statutory obligations (typically six years).
• 6.3 Inactive accounts may be deleted after three (3) years of inactivity, subject to legal retention needs.
• 6.4 You may request deletion of your account at any time; MeterQube may retain limited data for compliance purposes.

7. Data Sharing and Processors

7.1 MeterQube shares personal data only with trusted processors necessary to operate the Platform, including:

• Stripe (Payments)
• Documenso (Digital Contracts)
• Zoho Books (Internal accounting and financial record-keeping – no customer payment data processed)
• Twilio and Resend (Notifications)
• AWS and Google Workspace (Cloud Infrastructure)

7.2 All suppliers are vetted to ensure GDPR-compliant processing agreements and adequate data protection standards.

8. International Data Transfers

• 8.1 Personal data may be transferred outside the UK to service providers that offer adequate safeguards, such as UK Addendum to EU Standard Contractual Clauses or UK-US Data Bridge.
• 8.2 All suppliers engaged by MeterQube are required to maintain GDPR-compliant transfer mechanisms.

9. Data Security

• 9.1 MeterQube implements appropriate technical and organisational measures including encryption, access control, and regular audits. We perform periodic vulnerability and access audits to ensure data integrity.
• 9.2 Access to personal data is limited to authorised MeterQube personnel and approved developers under confidentiality agreements.
• 9.3 If a security incident occurs, affected users will be notified in accordance with ICO requirements.

10. Analytics, Cookies & Tracking

• 10.1 MeterQube uses analytics tools such as Google Analytics or equivalent to monitor platform performance and improve usability.
• 10.2 Analytics data is pseudonymised and aggregated; it does not identify individual users.
• 10.3 Cookies may be used for login sessions, analytics, and site preferences.
• 10.4 Users can control cookies through browser settings or cookie-banner preferences. A Cookie Banner will appear when you first visit the Platform to manage your consent preferences.
• 10.5 A separate Cookie Policy will be published once advanced tracking tools are introduced.

11. Marketing & Communications

• 11.1 MeterQube may contact users via Resend or Zoho for newsletters, product updates, and relevant offers.
• 11.2 For business users, communications are sent under legitimate interest; for other users, only with explicit consent.
• 11.3 Each message includes an unsubscribe option.
• 11.4 You may also opt out at any time by contacting support@meterqube.com.

12. Your Rights

• 12.1 You have the right to access, rectify, erase, restrict, object to processing, and data portability.
• 12.2 Requests should be submitted to support@meterqube.com and will be processed within 30 days where feasible.
• 12.3 You also have the right to lodge a complaint with the Information Commissioner’s Office (www.ico.org.uk).

13. Children’s Data

• 13.1 The Platform is intended for users aged 18 and over.
• 13.2 We do not knowingly collect data from minors; any such data discovered will be deleted promptly.

14. Policy Updates

• 14.1 MeterQube may update this Policy from time to time.
• 14.2 The latest version, displayed on the Platform, supersedes all previous versions and applies automatically to new users.
• 14.3 Material changes will be communicated through email or in-platform notice.

15. Contact

This Privacy Policy forms part of the MeterQube legal framework, alongside the Terms & Conditions and the Cancellation & Refund Policy.