Privacy Policy | Refcool

Refcool is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your personal data when you interact with our website or services, in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. It also describes your rights regarding your personal data and how you can exercise them.

Information We Collect

We may collect personal information from you when you fill out forms on our site (such as the Contact Us or Request a Quote forms) or when you contact us by phone or email. The types of data we collect include:

Identity and Contact Details: Name, email address, phone number, job title, and company name.
Project Information: Details you provide about your project needs or inquiries, such as industry, project type, and required cooling capacity.
Website Usage Data: Through cookies and similar technologies, we collect technical data like your IP address, browser type, and pages you visit on our site. This helps us analyze website traffic and improve user experience (see "Cookies" below).

We collect and use only the minimum personal data necessary for the purposes described in this policy. We do not collect any special categories of personal data (such as racial or ethnic origin, political opinions, etc.) or sensitive personal information unless you voluntarily provide it and it is relevant to your inquiry.

How We Use Your Data

Refcool will use your personal data only for legitimate business purposes, including:

Providing Quotes and Services: We use the information you submit on our Request a Quote or Contact forms to respond to your inquiry, provide the requested quotation, and discuss your project requirements.
Communication: To contact you regarding your requests or questions, or to follow up on the services we offer. For example, we may email or call you to clarify project details or to share a proposal.
Improvement and Analytics: We use website usage data and cookies to understand how our website is used and to improve its functionality and content. This data is generally aggregated and does not identify you personally.
Legal and Compliance: To comply with applicable laws and regulations or to respond to lawful requests for information. For instance, we may retain records of communications for legal compliance and quality assurance.

We will not use your personal data for marketing purposes unless you have explicitly given us consent to do so (e.g., by opting in to a newsletter). If you do opt in, you can withdraw your consent at any time.

Legal Basis for Processing

Under UK GDPR, we must have a valid legal basis to process your personal data:

Consent: By submitting your information via our contact or quote forms, you consent to our processing of that information for the purpose of responding to your inquiry or providing a quote.
Legitimate Interests: We may process your business contact information under our legitimate interests to develop and maintain a business relationship (for example, following up on a quote request or inquiry), as long as this interest is not overridden by your data protection rights.
Legal Obligation: In some cases, we may need to process and retain certain data to comply with legal obligations (for example, record-keeping for tax or accounting purposes).

Cookies and Tracking

Our website uses cookies to enhance your experience and collect usage data. Cookies are small text files placed on your device by websites you visit. We use cookies for purposes such as:

Analytics: To track website traffic and user interactions on our site, which helps us improve site content and navigation.
Preferences: To remember certain choices you make on our site (e.g., remembering your cookie consent decision).

We do not use cookies to serve third-party advertisements or to collect sensitive personal information. You can control or disable cookies at any time through your browser settings. However, please note that disabling cookies may affect the functionality of our website (for example, some interactive features may not work properly). For more information about cookies and how to manage them, you can visit allaboutcookies.org.

Data Storage and Security

We store personal data on secure servers and take appropriate technical and organizational measures to protect it against unauthorized access, alteration, disclosure, or destruction. This includes using encryption and access controls where appropriate. Refcool will retain your personal information only for as long as necessary to fulfill the purposes we collected it for, including any legal or reporting requirements. For example:

Contact form and quote request data is retained for a period necessary to follow up on your inquiry and potentially conduct business with you. If you become a customer, we will retain relevant data for the duration of our business relationship and any subsequent required retention period.
If you have inquired but do not become a customer, we typically retain your data for no longer than 2 years, in case you have follow-up questions or future needs. After that, it will be securely deleted or anonymized.
Web analytics data collected via cookies is kept only as long as needed for analysis purposes or as required by our analytics tools.

We regularly review the data we hold and delete or anonymize personal data that is no longer needed. Despite our best efforts, no method of transmission over the internet or electronic storage is 100% secure, so we cannot guarantee absolute security. However, we follow industry best practices to protect your information.

Data Sharing and Disclosure

We treat your personal data with care and confidentiality. We do not sell or rent your information to third parties. We may share your data only in the following circumstances:

Service Providers: We may share information with trusted third-party service providers who help us run our business (for example, cloud hosting providers, email delivery services, or analytics platforms). These parties process your data only on our instructions and are obligated to keep it secure and confidential.
Business Transfers: If Refcool undergoes a business transaction such as a merger, acquisition, or asset sale, your personal data may be transferred to the new owner as part of that transaction. If that happens, we will ensure your data remains protected and provide notice before any material changes to this Privacy Policy.
Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., for law enforcement or regulatory purposes).

Any third parties we engage will only have access to the information necessary to perform their functions, and they are not permitted to use it for other purposes. We do not transfer your personal data outside of the UK or European Economic Area (EEA). If in the future we need to transfer data internationally, we will do so in accordance with data protection law and ensure appropriate safeguards are in place.

Your Rights

Under data protection laws, you have rights regarding your personal data. Subject to certain legal conditions, you have the right to:

Access Your Data: Request a copy of the personal data we hold about you.
Rectification: Ask us to correct any inaccurate or incomplete information we have about you.
Erasure: Request that we delete your personal data (the "right to be forgotten") in certain circumstances.
Restriction of Processing: Ask us to restrict or pause the processing of your data, for example if you contest its accuracy or object to our processing.
Object to Processing: Object to our processing of your personal data when we are relying on a legitimate interest, or for direct marketing purposes.
Data Portability: Request that we provide your data to you or transfer it to another organization in a structured, commonly used format.

To exercise any of these rights, please contact us using the contact details provided in the "Contacting Us" section below. We may need to verify your identity before fulfilling your request. We will respond to your requests within one month, as required by law, and will inform you if we need additional time. If you have given consent for us to use your personal data, you have the right to withdraw that consent at any time. Withdrawal of consent will not affect the lawfulness of any processing we conducted prior to your withdrawal.

Contacting Us and Complaints

If you have any questions or concerns about this Privacy Policy or how your data is handled, please contact us at:

Email: privacy@refcool.com
Postal Address: Privacy Officer, Refcool Ltd, Cooling House, 123 Industrial Estate, London, UK

We will do our best to address your concerns promptly. If you are not satisfied with our response or believe we are processing your personal data in violation of the law, you have the right to lodge a complaint with the UK supervisory authority for data protection, the Information Commissioner's Office (ICO). Please visit the ICO's website for information on how to report a concern.

Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for other operational, legal, or regulatory reasons. When we make changes, we will revise the "Last Updated" date at the bottom of this policy. We encourage you to review this page periodically to stay informed about how we are protecting your information.

Last Updated: 22.04.2025