Privacy Policy

Company information

Introduction

Rubeam Ltd ("we", "our", or "us") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard information when you use our website, products, or services, including our software applications and AI implementation services. It applies to rub-ai.com and its subdomains.

By using our website or services, you agree to this Privacy Policy. If you do not agree, please discontinue use of our services.

Information we collect

INFORMATION YOU PROVIDE DIRECTLY

• Contact information (e.g. name, email address, phone number, company name and role)
• Enquiry details submitted through contact forms
• Account or registration details, where you use our software products
• Billing details
• Content, documents or data you upload to our platforms or share with us in the course of a project

INFORMATION COLLECTED AUTOMATICALLY

• Device, browser, and IP address
• Usage data necessary for the operation and security of our services
• Cookies and similar technologies (see section 12)

Client data processed in our software and services

In addition to data we collect as a controller, we process data on behalf of our clients when providing software products and implementation services. This may include business documents, project records, supplier and contact information, and email correspondence that our clients connect to our systems.

For such data, the client remains the data controller and we act as a data processor. Processing is governed by the service agreement and, where applicable, a separate Data Processing Agreement (DPA). We process this data only on the client's documented instructions and do not use it for any other purpose.

Where our services use third-party AI model providers to process content (see section 7), such processing is performed solely to deliver the contracted service.

How we use personal data

We use personal data to:

• Provide and operate our services and software products
• Process transactions and manage subscriptions or licenses
• Communicate with you about updates, enquiries, or support
• Improve website functionality, our products and user experience
• Comply with legal obligations
• Send marketing communications only where you have consented or where otherwise permitted by law

You can unsubscribe from marketing communications at any time using the link in those emails or by contacting us.

Legal bases for processing

As we serve clients in the UK and EU, processing is based on one or more of the following:

• Performance of a contract
• Legal obligations
• Legitimate interests (where balanced against your rights)
• Consent (for example marketing or non-essential cookies)

Data sharing and disclosure

We only share personal data where necessary with:

• Service providers — for hosting and infrastructure (Amazon Web Services, Vercel, Railway, Hostinger), email delivery, and payment processing
• AI model providers — where our services process content through third-party AI models (such as Anthropic), such content is transmitted solely to deliver the service. We use commercial API terms under which the provider does not use submitted content to train its models.
• Subcontractors and collaborators — bound by confidentiality and data protection obligations
• Legal authorities — when required by law or a valid court order
• Business transfers — in connection with a merger, acquisition, or sale of assets

We do not sell or rent personal data. You can request a list of sub-processors by contacting us at domen@rub-ai.com.

Data retention

We keep personal data only for as long as necessary to provide and maintain the service, fulfil legal and accounting obligations, resolve disputes, and enforce agreements. We generally keep personal data for three (3) years after the service ends, then delete or anonymise it unless a longer period is required by law. Client data processed on behalf of clients is retained and deleted according to the applicable service agreement or DPA.

Data security

We use appropriate technical and organisational measures to protect personal data, including:

• Encryption of data in transit and at rest, where applicable
• Access control and authentication, including role-based permissions in our software products
• Monitoring and backups appropriate to our operations

No system is completely secure; we take reasonable precautions to safeguard information.

International data transfers

Our infrastructure providers may process data in locations outside the UK and EU. Where data is transferred outside your country, we ensure compliance with applicable data protection laws, including through Standard Contractual Clauses (SCCs), the UK Addendum, or equivalent safeguards, as relevant.

User rights

Depending on your jurisdiction, you may have the right to:

• Access and obtain a copy of your personal data
• Correct inaccurate information
• Request deletion of your data
• Withdraw consent at any time, where processing is based on consent
• Object to or restrict certain processing
• Request data portability, where applicable
• Lodge a complaint with your supervisory authority

To exercise any of these rights, contact us at domen@rub-ai.com. Where we act as a processor for a client, we will refer your request to the relevant client as controller.

Cookies and tracking

We do not use analytics or advertising cookies. Our website and applications use only cookies and similar technologies that are strictly necessary for functionality, such as session management and authentication. You can manage cookies in your browser settings; disabling essential cookies may affect how our applications work.

Updates to this policy

We may update this Privacy Policy from time to time. Significant updates will be communicated via a notice on the website, and where required, at least 15 days before changes take effect. The effective date at the top of this document reflects the latest version.

Contact

For questions or requests regarding this Privacy Policy or your personal data:

• Email: domen@rub-ai.com
• Phone: +386 41 417 314
• Address: 71-75 Shelton Street, London, WC2H 9JQ, England