1. Introduction
Heat Cool Pros is committed to protecting and respecting your privacy.
This Privacy Policy explains how we collect, use, store and protect personal information when you
contact us, request a quotation, book a service, use our website or otherwise interact with our
business.
We process personal information in accordance with applicable UK data protection legislation,
including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act
2018.
2. Information We Collect
Heat Cool Pros may collect personal information, service information, communication records and
technical information necessary to provide services and operate the business.
3. How We Use Your Information
Heat Cool Pros may use personal information to respond to enquiries, prepare quotations, schedule
appointments, carry out works, process payments, maintain records, provide warranty support,
improve services, comply with legal obligations and manage disputes.
Heat Cool Pros processes personal information under one or more lawful bases including
performance of a contract, legitimate business interests, compliance with legal obligations and
customer consent where required.
4. Storage of Information
Heat Cool Pros may store information within secure electronic systems, business software,
communication platforms and record-keeping systems used in the day-to-day operation of the
business.
Reasonable measures are taken to protect information from unauthorised access, misuse, loss,
alteration or disclosure.
Whilst every effort is made to safeguard personal information, no method of electronic storage or
transmission can be guaranteed to be completely secure.
In the unlikely event of a personal data breach, Heat Cool Pros will take appropriate steps to
investigate, mitigate risks and comply with any applicable reporting obligations under UK data
protection legislation.
5. Photographs, Videos and Site Records
Heat Cool Pros may take photographs, videos or site records before, during and after works for
surveying, quotation preparation, technical diagnosis, installation records, warranty support,
insurance requirements, health and safety documentation, quality control, training and technical
reference purposes.
No identifiable customer information will be published for marketing purposes without prior
permission.
6. Sharing Information
Heat Cool Pros does not sell customer information. Information may be shared where reasonably
necessary with approved contractors, manufacturers, suppliers, advisers, accountants, insurers,
payment providers, financial institutions or authorities where required by law.
7. Marketing Communications
Heat Cool Pros may occasionally contact existing customers regarding quotations, appointments,
maintenance reminders, service recommendations, product recalls, safety notices and relevant
services connected with previous enquiries or works completed. Customers may request removal
from marketing communications at any time.
8. Communication Records
Heat Cool Pros may retain records of quotations, bookings, instructions, approvals, payments,
complaints and completed services to protect both customers and the business and assist with
future enquiries or disputes.
9. Data Retention
Personal information will only be retained for as long as reasonably necessary for business
administration, service records, warranty support, accounting, taxation, insurance, legal obligations
and legitimate business interests.
10. Your Rights
Subject to applicable law, individuals may have the right to access, correct, restrict, object to or
request deletion of personal information, and request data portability where legally applicable.
Heat Cool Pros will normally respond to valid requests within one calendar month, subject to any
lawful extensions permitted under applicable legislation.
Individuals also have the right to lodge a complaint with the UK Information Commissioner’s Office
(ICO) if they believe their personal information has not been handled in accordance with applicable
data protection laws.
11. Cookies and Website Usage
Our website may use cookies and similar technologies to improve functionality, monitor
performance and enhance user experience. Further information is available within our Cookie
Policy.
12. Third-Party Websites
Our website may contain links to third-party websites. Heat Cool Pros is not responsible for the
privacy practices, content or policies of external websites.
13. Changes to This Policy
Heat Cool Pros reserves the right to update this Privacy Policy from time to time. The most current
version will always be available on our website.
14. Contact Information
Heat Cool Pros
Email: admin@heatcoolpros.co.uk
Telephone: 020 8059 9566
Website: www.heatcoolpros.co.uk
Approved by: Heat Cool Pros Management
Gas Safe Register No: 940778
F-Gas Registration No: FGAS3026159
Document Version: 1.1
Review Frequency: Annually