Last updated 16 September 2026. This is a template and has not been reviewed by a solicitor.
Who we are
CoolIn Cooling & Heating Ltd, company number 00000000. We are the data controller for the information described on this page. Ring 07932 607335 with any question about it.
What we collect
When you fill in the enquiry form we collect your name, phone number, email address, postcode, the type of property, the number of rooms and anything you type in the message box.
When you ring us we keep a record of the conversation and whatever you tell us about the property, because we need it to quote accurately.
If we carry out work for you we hold the survey notes, the quotation, the invoice, the equipment details and the commissioning and F-Gas records for that installation.
Why we hold it
To quote for the work you asked us to quote for, to carry it out, to invoice you, and to service or repair the system afterwards.
Where we hold F-Gas records and electrical certificates, we do so because the regulations require it, not because we want the data.
We do not sell your details, we do not pass them to third party marketing companies, and we do not add you to a mailing list unless you ask to be on one.
Who else sees it
Engineers working on your job, who see what they need in order to carry it out.
Manufacturers, where we register a warranty in your name so that the cover is yours rather than ours.
Our accountant and HMRC, for invoices and tax records.
Our website host and the service that delivers form submissions to us, as the technical means by which your enquiry arrives.
How long we keep it
Enquiries that do not become jobs: two years, then deleted.
Customer records where work was carried out: seven years after the last invoice, which is the period HMRC requires for tax records.
F-Gas records: at least five years, as required by the regulations.
Your rights
You can ask us for a copy of what we hold, ask us to correct it, ask us to delete it, or object to us holding it. Ring 07932 607335 and we will respond within one month.
Where we are legally required to keep a record, such as an F-Gas log or a tax record, we cannot delete it until that period has passed, and we will tell you if that applies.
If you are unhappy with how we have handled your information you can complain to the Information Commissioner's Office at ico.org.uk.