UKBOX Connect

Privacy

Last updated 24 October 2026

Who we are

UKBOX Connect is built and run by UKBOX Ltd (company number 15154892), The Exchange, Woodland Place, Penarth, CF64 2EX, United Kingdom. Your account comes from your organisation: it decides who has an account and is in charge of its staff's information. UKBOX looks after the service for your organisation and only uses your information to run it.

What is kept, and why

• Your account: your username and name, and your work email if your organisation adds it. Your password is never stored, only a secure scrambled form of it that can check it. The secret behind your 6-digit codes is kept by the sign-in service so it can check them.
• Your messages, files and voice messages: encrypted on your device before they're sent and kept encrypted on your organisation's server, so they reach the people you send them to and your other devices. They stay until they're deleted or the chat's disappearing-messages timer removes them. Removed messages are deleted from the server within about an hour. Each file and voice message is encrypted with its own key, which is only inside its message, so once the message is removed nobody can open what's left of the file.
• Calls: encrypted end to end on your device and passed through UKBOX's own call server. The server knows who was in a call and when, but can't hear or see it. Calls are never recorded.
• Your devices: each signed-in device's name, when it was last used and, for security, the internet address it last connected from (kept for a day). The server's own logs, which can include internet addresses, are kept for up to 14 days to look into problems and attacks.
• Notifications: to wake your phone, Apple or Google deliver a notification that carries only a message reference. It never includes who a message is from or what it says. Your app then fetches the message from your organisation's server.
• Recovery keys: so that your messages can be restored if you lose your phone, UKBOX keeps an encrypted copy of your recovery key offline, never on the server. It is only used to restore your messages to your own new device.
• Backups: your organisation's server is backed up in encrypted form, and only the last two nights' backups are kept.

Meetings, guests and meeting notes

• Guests invited to a meeting give a name, get a temporary guest account for that one meeting, and can't see any chat history. Their guest account is closed when the meeting ends.
• Scheduled meetings: a meeting's name, date and time, place and who is invited (names, and the email addresses of the people and guests invited) are kept with the meeting on your organisation's server. Invitations, changes and cancellations are emailed by UKBOX Connect from noreply@ukbox.co.uk, never from anyone's own email address, with the meeting's name, date, time, place and how to join. A guest's link only works around the meeting time.
• Meeting places: a place can be typed in. If your organisation has place search switched on, the words typed into the search are sent from UKBOX's server to Google's place search, with nothing about the meeting or who is in it. The place's parking and nearby stations come from Google when the meeting is opened, and directions open in Google Maps only if you choose them.
• Meeting notes: if someone in a meeting turns on UKBOX Notes, everyone in the meeting, guests included, is told. What's said is turned into notes on your organisation's own server, and the notes are posted into the meeting's chat, encrypted like any message. Nothing is recorded, the written transcript is deleted once the notes are posted, and nothing is sent to any outside company or AI service. If your organisation has added your work email, you get an email saying the notes are ready. It contains nothing from the meeting.

What UKBOX Connect never does

• No adverts, tracking, analytics or crash reporting.
• Your information is never sold or shared for marketing.
• No message previews in notifications, and no link previews.
• No access to your contacts or your location.

Permissions the app asks for

• Microphone and camera: for calls and meetings, and voice messages.
• Photos and files: only what you choose to send.
• Notifications: so you know about new messages and calls.
• On Android, showing calls on the lock screen and running without battery limits: so calls ring when your phone is locked.

How long things are kept

Your account is kept while your organisation uses UKBOX Connect. When someone leaves, their organisation can have their account locked, every device signed out (the app then deletes its chats and keys when it next goes online), and their messages removed from everyone's chats. When an organisation stops using UKBOX Connect, its server is wiped.

Your rights

Under UK data protection law you can ask to see, correct or delete your information, and object to how it's used. Ask your organisation, or contact UKBOX at apps@ukbox.co.uk or through ukboxsupport.com. If you're unhappy with how your information is handled, you can complain to the Information Commissioner's Office at ico.org.uk.

Children

UKBOX Connect is for work use and isn't intended for children.

Changes

If this page changes, the new version is published here with its date.