Privacy Policy – Heat Control Ltd

Last updated: 30/11/2025

Heat Control Ltd (“we”, “us”, “our”) is committed to protecting your privacy and ensuring that your personal data is handled safely and responsibly. This Privacy Policy explains how we collect, use, store and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Heat Control Ltd
Registered in: United Kingdom
Registered Address: [Insert Business Address]
Email: [Insert Contact Email]
Telephone: [Insert Contact Number]

We act as the Data Controller for the personal information we collect.

2. What Personal Data We Collect

We may collect and process the following categories of personal data:

a. Information you provide directly

  • Name

  • Address

  • Email address

  • Telephone number

  • Payment information (processed securely via third-party payment providers)

  • Details of your property related to heating, plumbing or AC systems

  • Information submitted via contact forms, quote requests or service bookings

b. Information collected automatically

  • IP address

  • Browser type and device information

  • Cookies and usage data (see “Cookies” below)

c. Information from third parties

  • Referrals from partners or comparison sites

  • Landlord or letting agent information (when necessary for compliance)

3. How We Use Your Personal Data

We use your information for the following purposes:

  • To provide heating, boiler, AC, heat pump, plumbing pipework and related services

  • To arrange appointments, respond to enquiries and deliver quotes

  • To manage payments and invoicing

  • To comply with legal obligations (e.g., landlord gas certificates)

  • To send important service updates, reminders or safety notices

  • To improve our website, services and customer experience

  • To maintain internal records for auditing and regulatory compliance

We only process personal data where we have a lawful basis, such as contract, legal obligation, legitimate interests or consent (where required).

4. Lawful Bases for Processing

We rely on the following lawful bases under UK GDPR:

  • Contract – when processing is necessary to provide our services or handle enquiries.

  • Legal obligation – for compliance with applicable laws (e.g., gas safety regulations).

  • Legitimate interests – to manage our business, customer relationships and improve services.

  • Consent – for optional marketing communications (you may withdraw consent at any time).

5. How We Share Your Data

We do not sell your personal information. However, we may share your data with:

  • Engineers and subcontractors who deliver services on our behalf

  • Payment processors (e.g., Stripe, PayPal, or bank services)

  • Cloud service providers for secure data storage

  • Website hosting and IT support partners

  • Regulatory authorities, where legally required

  • Landlords or letting agents, where you are a tenant and service documentation is necessary

All third parties are required to handle your information securely and in compliance with UK GDPR.

6. How Long We Keep Your Data

We retain personal data only for as long as necessary for the purposes outlined in this policy, including:

  • Service records: up to 7 years (for legal, warranty and tax purposes)

  • Contact enquiries: up to 12 months

  • Marketing data: until you withdraw consent

We regularly review and securely delete or anonymise data when it is no longer needed.

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

  • Right to access – request copies of your data

  • Right to rectification – correct inaccurate or incomplete data

  • Right to erasure – request deletion where applicable

  • Right to restrict processing – limit how your data is used

  • Right to data portability – request your data in a usable format

  • Right to object – particularly to marketing or legitimate interests processing

  • Right to withdraw consent – if consent was the basis for processing

To exercise your rights, contact us at: [Insert Contact Email]

8. Cookies

Our website uses cookies to:

  • Enable essential site functions

  • Improve performance and user experience

  • Analyse website traffic

Where required by law, we will ask for your consent before placing non-essential cookies. You can manage cookie settings through your browser at any time.

9. How We Protect Your Data

We take data protection seriously and use appropriate measures to safeguard your information, including:

  • Encrypted storage and transfers

  • Secure access controls

  • Regular system monitoring and updates

  • Staff training on data protection

While we strive to protect your data, no system is fully secure. However, we follow recognised best practices to minimise risks.

10. Transfers Outside the UK

If we transfer your data outside the United Kingdom, we ensure appropriate safeguards are in place, such as:

  • Adequacy regulations

  • Standard contractual clauses

  • Equivalent legal protections

11. Marketing Communications

We may send you service reminders, updates or promotions only where lawful.
You can unsubscribe at any time by clicking the link in our emails or contacting us directly.

12. Links to Other Websites

Our website may contain links to third-party websites. We are not responsible for their privacy practices and encourage you to review their policies.

13. Changes to This Privacy Policy

We may update this policy occasionally. Any changes will be posted on this page with the updated date above.

14. Contact Us

If you have questions about this Privacy Policy or wish to exercise your data rights, contact us:

Email: info@heatcontrolnorfolk.co.uk
Address: 8 Snowdrop St, Wymondham NR18 0FY
Phone: 07721 174018

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk.