Delete Your Account and Data

1. Who Can Request Deletion

Anyone with a Cubiqcloud account can request deletion of that account. There are two different requests, and it matters which one you need:

• Your individual user account — you are a member of staff at a practice that uses Cubiqcloud, and you want your own account and personal data removed.
• Your practice’s whole account — you are the account owner and you want to close the practice’s Cubiqcloud account entirely, including its data.

2. How to Request Deletion

Either complete the request form on the main Cubiqcloud site, or email info@cubiqcloud.com from the address your account is registered to, with the subject “Delete my account”.

We will contact you to confirm your identity before deleting anything. This protects your account from someone else requesting its deletion.

3. What We Delete

When we action a request to delete an individual user account, we permanently delete:

• Your account profile — name, email address, phone number
• Your login credentials and any active sessions
• Your push notification tokens, so the app can no longer send notifications to your devices
• Device identifiers associated with your app installations
• Personal messages and notes attributable to you as an individual

When we close a whole practice account, we additionally delete the practice’s CRM records, including patient contact records, enquiries, message history and automation configuration.

4. What We Keep, and Why

A small amount of data survives deletion because the law requires it:

• Billing and invoice records — 6 years. UK company and tax law requires us to retain financial records. These contain the billing contact and amounts, not your CRM data.
• Anonymised audit logs. We keep security and access logs with personal identifiers removed, so they can no longer be linked back to you.

We keep nothing else. We do not retain a shadow copy of a deleted account, and we do not sell personal data.

5. Important: Your Account Is Not the Same as Your Practice’s Data

Each dental practice is the data controller for the patient information it holds in Cubiqcloud. We are the data processor, acting on that practice’s instructions.

So if you are a member of staff and you delete your account, your own account and personal data are removed, but the practice’s patient records remain — they belong to the practice, not to you. Only the practice’s account owner can request deletion of the practice’s data.

If you are a patient of a practice that uses Cubiqcloud and you want your records erased, contact that practice directly — they control that data. You can also contact us and we will pass your request on.

6. How Long It Takes

• We acknowledge your request within one working day.
• We complete the deletion within 30 days of confirming your identity.

Backups are cycled on a rolling schedule, so a deleted record may persist in an encrypted backup for a short period after deletion before being overwritten. It is not restored to the live system and is not accessible in the app.

7. Contact

For more on how we handle personal data and your other rights under UK GDPR, see our Privacy Policy. For anything else, visit Support.