1. Introduction
CoolAir Solutions ("we", "us", or "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website coolairsolutions.com or use our air conditioning services. We comply with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
2. Data Controller
The data controller responsible for your personal data is:
CoolAir Solutions
Unit 5, 84 Queens Road
Sheffield, S2 4DU
United Kingdom
Email: [email protected]
3. Information We Collect
We may collect and process the following types of personal information about you:
- Contact Information: Name, email address, phone number, and postal address.
- Service Information: Details regarding your HVAC requirements, property address for installation/maintenance, and service history.
- Technical Data: IP address, browser type, device information, and browsing behavior collected via cookies and similar technologies.
- Communications: Records of correspondence with us via email, phone, or contact forms.
4. How We Collect Your Information
We collect information in the following ways:
- Directly from you: When you fill out a contact form, request a quote, subscribe to our newsletter, or communicate with us via phone or email.
- Automatically: When you browse our website, our systems automatically collect technical data using cookies and analytics tools.
- Third parties: Occasionally, we may receive information from third-party service providers (e.g., payment processors or background check agencies) strictly necessary for service delivery.
5. How We Use Your Information
We will only use your personal data when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
- To perform our contract: To provide air conditioning installation, maintenance, and repair services you have requested.
- To administer our relationship with you: To process payments, send invoices, and notify you about changes to our services.
- To comply with legal obligations: To maintain accurate records for health and safety compliance and insurance purposes.
- For our legitimate interests: To improve our services, ensure website security, and prevent fraud.
- With your consent: To send you marketing communications (if you have opted in) regarding new services or promotional offers.
6. Sharing Your Information
We do not sell your personal data to third parties. We may share your data only in the following specific circumstances:
- Service Providers: With trusted third parties who perform services on our behalf (e.g., IT services, analytics, or payment processing). These parties are contractually obligated to keep your data secure and confidential.
- Legal Requirements: If we are required to do so by law or in response to valid requests by public authorities (e.g., police or government regulators).
- Business Transfers: If we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
7. Data Security
We have implemented appropriate technical and organizational security measures designed to protect the security of any personal information we process. These measures include encryption of data in transit, secure access controls, and regular security audits. However, no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee its absolute security.
8. Your Legal Rights
Under the GDPR, you have the following rights regarding your personal data:
- Right to access: You can request copies of your personal data.
- Right to rectification: You can request we correct any inaccurate or incomplete data.
- Right to erasure: You can request we delete your personal data, subject to certain conditions.
- Right to restriction of processing: You can request we restrict the processing of your personal data.
- Right to object to processing: You can object to our processing of your personal data.
- Right to data portability: You can request the transfer of your data to another organization.
- Right to withdraw consent: You can withdraw consent at any time where we rely on consent to process your data.
To exercise these rights, please contact us at [email protected]. We will respond to your request within one month.
9. Retention of Data
We will only retain your personal information for as long as is necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. Generally, this means we will hold data for the duration of our business relationship with you and for a period of 7 years thereafter to comply with tax and legal obligations.
10. Cookies and Tracking
Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. You can manage your cookie preferences via the cookie banner on our website. For detailed information, please refer to our Cookies Policy.
11. Changes to This Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date. You are advised to review this Privacy Policy periodically for any changes.
12. Contact Us
If you have any questions about this Privacy Policy, the data we hold about you, or your rights, please contact us:
Email: [email protected]
Address: Unit 5, 84 Queens Road, Sheffield, S2 4DU, United Kingdom