Your privacy is important to us. Learn how we collect, use, and protect your personal information.
Last Updated: December 2025
1. Introduction
HeatCooler Limited ("we", "us", or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit our website, use our services, or interact with us.
This policy complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. By using our services, you agree to the collection and use of information in accordance with this policy.
2. Data Controller
For the purposes of UK GDPR, the data controller is:
Communication Records: Correspondence with us via email, phone, or our website contact forms
Account Information: If you create an account, username, password, and profile information
3.2 Information We Collect Automatically
Technical Data: IP address, browser type and version, device information, operating system
Usage Data: Pages visited, time spent on pages, click patterns, referring website addresses
Cookies and Tracking Technologies: See our Cookie Policy for detailed information
3.3 Information from Third Parties
Social media platforms (if you interact with us on social media)
Business partners and service providers
Publicly available sources
4. Legal Basis for Processing (UK GDPR Article 6)
We process your personal data based on the following legal grounds:
Contractual Necessity: To perform our contract with you, including providing requested services, processing payments, and managing bookings
Legitimate Interests: To improve our services, prevent fraud, ensure security, and conduct business analytics (we balance these against your rights and freedoms)
Consent: Where you have given clear consent for specific purposes, such as marketing communications or non-essential cookies
Legal Obligation: To comply with legal requirements, such as tax obligations, health and safety regulations, and industry standards
Vital Interests: To protect your or another person's life, health, or safety in emergency situations
5. How We Use Your Data
We use your personal data for the following purposes:
To provide, maintain, and improve our plumbing, heating, and air conditioning services
To process bookings, appointments, and service requests
To communicate with you about your service requests, appointments, and inquiries
To process payments and manage billing
To send you service-related notifications and updates
To respond to your inquiries and provide customer support
To comply with legal obligations and regulatory requirements
To prevent fraud, abuse, and security threats
To analyze website usage and improve user experience (with your consent)
To send marketing communications (only with your explicit consent)
6. Data Sharing and Third Parties
We may share your personal data with:
Service Providers: Third-party companies that help us operate our business, such as payment processors, IT service providers, and cloud hosting services
Business Partners: Trusted partners who assist in delivering services (all bound by confidentiality agreements)
Legal Authorities: When required by law, court order, or regulatory authority
Professional Advisors: Accountants, lawyers, and consultants (under strict confidentiality)
We do not sell your personal data to third parties. All third parties are required to protect your data in accordance with applicable data protection laws.
7. Data Retention
We retain your personal data only for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law:
Service Records: 7 years (for tax and legal compliance)
Marketing Data: Until you withdraw consent or opt-out
Website Analytics: Up to 26 months (anonymized data may be retained longer)
Legal Claims: As long as necessary to establish, exercise, or defend legal claims
8. Your Rights Under UK GDPR
You have the following rights regarding your personal data:
Right of Access (Article 15): Request a copy of the personal data we hold about you
Right to Rectification (Article 16): Request correction of inaccurate or incomplete data
Right to Erasure (Article 17): Request deletion of your data in certain circumstances
Right to Restrict Processing (Article 18): Request limitation of how we process your data
Right to Data Portability (Article 20): Receive your data in a structured, machine-readable format
Right to Object (Article 21): Object to processing based on legitimate interests or for direct marketing
Right to Withdraw Consent: Withdraw consent at any time where processing is based on consent
Right to Lodge a Complaint: Complain to the Information Commissioner's Office (ICO) if you believe we have violated your rights
To exercise any of these rights, please contact us using the details provided in Section 12.
9. International Data Transfers
Your personal data is primarily stored and processed within the United Kingdom and European Economic Area (EEA). If we transfer data outside the UK/EEA, we ensure appropriate safeguards are in place, such as:
Adequacy decisions by the UK government or European Commission
Standard Contractual Clauses approved by the ICO
Other legally recognized transfer mechanisms
10. Security Measures
We implement appropriate technical and organizational measures to protect your personal data, including:
Encryption of data in transit and at rest
Secure payment processing
Regular security assessments and updates
Access controls and staff training
Secure data backup and recovery procedures
However, no method of transmission over the internet is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.
11. Children's Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal data from children. If you believe we have collected data from a child, please contact us immediately, and we will take steps to delete such information.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last Updated" date. We encourage you to review this policy periodically.
13. Contact Us
If you have questions, concerns, or wish to exercise your rights regarding this Privacy Policy or our data practices, please contact us: