Legal information

Privacy notice

This notice explains how Cybrooke Ltd collects and uses personal information when you visit our website, contact us, arrange a meeting or use our services.

Last updated: 13 September 2026

1. Who we are

Cybrooke Ltd (“Cybrooke”, “we”, “us” or “our”) is the controller responsible for the personal information described in this notice. For privacy enquiries or to exercise your rights, email info@cybrooke.com.

2. Information we collect

Depending on how you interact with us, we may collect:

identity and contact information, such as your name, work email address, organisation and telephone number;
information you provide in enquiries, meeting requests, correspondence, surveys or feedback;
information relating to proposals, contracts, service delivery, transactions, invoicing and our relationship with you;
information about how you use our website and online services, including general device, browser, connection and interaction information;
account and activity information relating to people authorised to administer our website; and
content and files that authorised users choose to provide.

We normally obtain this information directly from you. We may also receive it from your organisation, people acting on your behalf, service providers used at your request, business contacts, or publicly available professional sources.

You may choose not to provide personal information, but we may then be unable to respond to your request, arrange a meeting or provide a requested service. Please do not send special-category information, criminal-offence information or confidential credentials through general enquiry or booking facilities unless we have specifically requested them and agreed an appropriate method.

3. How we use information and our lawful bases

PurposeLawful basis

Responding to enquiries, arranging meetings and taking requested steps before a contractContract or steps at your request before contract; legitimate interests in operating and developing our business

Providing services, administering agreements and managing client or supplier relationshipsContract; legitimate interests; legal obligation where applicable

Operating, maintaining and improving our website, services and businessLegitimate interests in providing reliable services, understanding their use and protecting our business and users

Preventing misuse, investigating concerns and maintaining appropriate business recordsLegitimate interests in accountability, fraud prevention and protecting our rights

Meeting tax, accounting, regulatory or legal requirements and handling legal claimsLegal obligation; legitimate interests in establishing, exercising or defending legal claims

Loading optional third-party content or featuresYour consent, where consent is required

Where we rely on legitimate interests, we consider whether the processing is necessary and balance those interests against your rights and interests. You may object to processing based on legitimate interests as explained below.

4. Booking and external services

Our website may link to, or allow you to choose to load, services provided by other organisations—for example, an appointment-booking service. If you use one of these services, the provider may process information under its own privacy notice. Please review the information presented by that provider before submitting personal information. We are not responsible for the content or privacy practices of unrelated external websites.

5. Cookies and similar technologies

We use strictly necessary cookies or similar technologies where required to provide requested features, remember choices, maintain authorised access or protect our services. Optional third-party content is not loaded until you choose to load it and may then use cookies or similar technologies under the provider’s own practices.

We do not currently use cookies for targeted advertising. If we introduce non-essential cookies or similar technologies, we will provide relevant information and request consent where required by law.

6. Who receives information

We disclose personal information only where reasonably necessary for the purposes described in this notice. Recipients may include:

service providers that support our business operations and delivery of our website and services;
communications, scheduling and professional-services providers where relevant to your request or our relationship with you;
professional advisers, auditors and insurers;
courts, regulators, law-enforcement bodies and other authorities where disclosure is required or permitted by law; and
a prospective buyer, investor or successor in connection with a proposed reorganisation or transfer of our business or assets, subject to appropriate safeguards.

Organisations processing information on our behalf are required to use it only for the agreed purposes and in accordance with applicable obligations. We do not sell personal information.

7. International transfers

Some recipients may process personal information outside the United Kingdom. Where UK data-protection law requires safeguards, we rely on an applicable UK adequacy regulation or approved contractual safeguards, such as the UK International Data Transfer Agreement or UK Addendum, and apply supplementary measures where appropriate. Contact us if you would like more information about safeguards relevant to your information.

8. How long we keep information

We keep personal information only for as long as reasonably necessary for the purposes described in this notice and to meet legal, accounting, regulatory and dispute-resolution requirements. Retention periods depend on the nature of the information, why it is needed, relevant legal requirements and the risks associated with retaining it.

For example, enquiries that do not lead to a business relationship are generally retained for a limited period after the last meaningful contact. Contract, transaction and related correspondence may normally be retained for up to six years after the relationship ends, or longer if required by law or an active claim. Website content, account records and operational records are reviewed periodically and deleted or anonymised when no longer required. Residual copies may remain in backups for a limited period before being overwritten or deleted.

9. How we protect information

We use appropriate technical and organisational measures designed to protect personal information against unauthorised access, alteration, disclosure, loss or destruction. These measures are reviewed in light of the nature of the information and the risks involved. No method of transmission or storage is completely secure, so please contact us before sending particularly sensitive information.

10. Your rights

Depending on the circumstances and lawful basis, you may have the right to ask us for access to your personal information, correction, deletion, restriction or portability, and to object to particular processing. Where processing relies on consent, you may withdraw that consent at any time without affecting processing carried out before withdrawal.

Your right to object: where we process your information on the basis of legitimate interests, you may object on grounds relating to your particular situation. You have an absolute right to object to the use of your information for direct marketing.

To exercise a right, email info@cybrooke.com. We may need information to verify your identity. Rights are subject to applicable legal conditions and exemptions.

11. Automated decision-making

We do not currently use information collected through this website to make decisions based solely on automated processing that produce legal or similarly significant effects on you. We will update this notice before introducing such processing.

12. Complaints

Please contact us first so we can try to resolve your concern. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority. Visit ico.org.uk/make-a-complaint or telephone 0303 123 1113.

13. Children

Our website and services are intended for organisations and professionals and are not directed at children. We do not knowingly use this website to collect personal information from children.

14. Changes to this notice

We may update this notice when our activities or legal obligations change. We will publish the updated version here and revise the “last updated” date. Where appropriate, we will bring material changes to the attention of affected people.