Privacy Policy
At mysite-name, we are committed to protecting your personal information while you use our ventilation and air conditioning design and installation services across England. This policy explains how we collect, use, and safeguard your data in compliance with UK GDPR and the Data Protection Act 2018.
1. Information We Collect
We collect information necessary to provide our ventilation and AC services, including your name, contact details, property address, building specifications, system requirements, and payment information. This helps us deliver tailored climate control solutions and manage projects effectively.
We collect technical data through our website analytics to improve user experience. This information is anonymised where possible and not linked to your personal identity without explicit consent.
2. How We Use Your Information
Your data enables us to deliver quality ventilation services and includes:
- Processing project enquiries and managing installations
- Recording property specifications and technical requirements
- Managing system design and equipment selection
- Processing payments and managing project billing
- Communicating project timelines and updates
- Maintaining system specifications for future service needs
We handle your information responsibly, using it solely for your ventilation service requirements and essential business operations.
3. Property and Technical Information
Your property details, building plans, technical specifications, and access information are stored securely and treated as highly confidential. We maintain these records to ensure accurate system design and safe installation procedures.
Property and technical information is accessed only by our engineering team and is stored on secure systems with restricted access. We maintain this information for 6 years after project completion to support future servicing needs.
4. Project Documentation
We maintain comprehensive project documentation including system designs, installation records, and compliance certificates. With your explicit consent, we may use project examples in our professional portfolio.
Project documentation is managed professionally, with all records stored securely and used only according to permissions granted. You may withdraw consent for portfolio use at any time.
5. Data Security Measures
We implement industry-standard security protocols to protect your personal and property information. All client data is stored on encrypted systems with access limited to authorised team members. Physical project documents are securely stored and shredded when no longer needed.
Our engineering team follows strict confidentiality agreements regarding client information and property details.
6. System Specifications and Service History
We maintain records of your installed equipment, system configurations, and service history to provide consistent support across the equipment lifecycle. This information helps us understand your system and improve future service delivery.
Technical information is maintained as part of our quality assurance process and is accessed only by the technical team.
7. Legal Basis for Processing
By engaging our ventilation and AC services, you consent to us processing your information as outlined in this policy. This includes processing necessary for system design, installation, regulatory compliance, and business administration.
8. Third-Party Data Sharing
We may share your information with trusted third parties only when necessary to deliver our services, such as equipment suppliers for warranty registration, regulatory bodies for compliance certification, and payment processors for transaction handling.
All third-party providers are bound by strict data protection agreements compliant with UK GDPR requirements. We never sell your personal information or project details to other companies.
9. Your Data Protection Rights
Under UK GDPR, you have the right to:
- Access personal information we hold about you
- Request correction of inaccurate personal data
- Request deletion of your personal data
- Object to processing of your personal data
- Request transfer of your data to another provider
To exercise these rights, contact us at: [email protected]. We respond to all valid requests within 30 days.
10. Data Retention Period
We retain your personal and project data for as long as necessary to fulfil our services and legal obligations. Project records are typically maintained for 6 years after completion to support equipment warranties and future servicing, unless you request earlier deletion.
Financial records are retained for 7 years for accounting and tax compliance purposes. Technical specifications are reviewed periodically for relevance to current systems.
11. Policy Updates
We may update this privacy policy periodically to reflect changes in our services or legal requirements. The current version will always be available on our website, and we will notify you of significant changes that affect how we process your data.
Last updated: October 2025