Privacy Policy

Last Updated 23/05/2018

Protecting your personal data is of the upmost importance to us. Our privacy policy aims to give you a clear and transparent overview on how we collect, use and process your personal data in accordance with GDPR, and what previsions we take to make sure that we comply with our legal obligations to you.

We may amend our privacy and cookies policy from time to time so please visit this page if you wish to stay up to date.

Please note: From the 25^th May 2018, due to the new GDPR legislation we have removed everyone from our marketing database unless they’ve re-subscribed, but don’t worry if you haven’t re-subscribed yet you can do so at any time via this link.

What Personal Data do we collect?

Our primary reason to collect personal data from you, is to provide you with the service you have requested i.e. to have marketing information sent to your email address, be updated on events we are holding via phone call, sending you a quote for goods you have requested or to purchase a product for delivery. We only gather personal data directly from you.

Online and In-store, the specific necessary personal information we collect to process an order is your name, company name, email address, phone number, F Gas number (if applicable), VAT number (if applicable), IP Address (if purchasing online), billing address and delivery address. When purchasing online we do not hold your payment details, for more information on how we process your payments online please refer to the ‘How do we use or share your personal data?’ section.

If you make a purchase over the phone or at the counter, we will take your payment details directly from you, information collected will be your long card number, expiry date and security code. We will only store your card details until your order has been processed.  

We also collect data for our newsletter sign-up, the only personal data we collect via this method is your name, company name, telephone number, email address and preferred method of contact. You can either do this online here or at one of our trade counters by filling out a form. We will never release your information to any third party for their mailing or marketing purposes.

Supplier Data - We store only the information that is necessary to purchase from our suppliers, i.e. company name, address, payment details, VAT number, contact name, email address and telephone numbers. We may also use your logo including your company name and approved product imagery for marketing purposes.

Credit Accounts – We also collect personal data if you apply for a credit account online or in store, this information is used to provide you with the service you requested and is subject to us performing a credit check prior to approval. The information we collect includes; name of applicant, company registration number, ownership type, VAT number, invoice address, telephone number, email address, fax number, bank details, preferred invoice method, trade references (providing that you have acquired the consent of these references prior to transferring their information to us), annual sales forecast and credit limit requested.

How do we use or share your personal data?

We use your personal data to complete the transaction process or provide you with the requested service as well as (only if consented to) keeping you updated with our latest news and offers. We also use cookies on our site, to find out more about the cookies we use, please click here.

We only share your personal data with the GDPR compliant third parties necessary to complete your transaction and assure your desired product arrives with you safely. Third parties include payment providers, delivery companies and our suppliers and their couriers (only if your product is dispatched directly from them).

If you make a purchase through our website, we only share the necessary personal data with our payment providers, who adhere to a strict policy (to learn more about how Sage Pay collect information please click here or to learn more about how PayPal collect information please click here). We will then only pass on the necessary information to whichever courier company you select at checkout or the supplier who will deliver your goods, to ensure the delivery process goes as smoothly as possible.

EEA data transfer

The data that we collect from you may occasionally be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It will also be processed by staff operating outside the EEA who work for us or for one of our suppliers. This includes staff engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

How long do we keep your personal data for?

We only store the necessary information required for day-to-day business, any hard copies of personal data we keep for processing transactions will be kept no longer than 10 years. After this period these records will be disposed of securely. Computerised records that cannot be deleted will be archived to avoid further processing.

You will remain subscribed to our email newsletter if you have consented to, until your email address is no longer valid or you unsubscribe.

How can you access, amend or take back the personal data that you have given us?

To access or amend your personal data from our site simply sign in at the top left of the website, and go to ‘My account’, here you will be able to make any changes desired. To remove your online account, you can contact us via telephone at 01752894777 or email us at info@climatecontrolsandspares.co.uk with the subject line “Online Account Removal” and we will remove certain personal data as per your enquiry.

If you have been receiving marketing emails from ourselves and no longer wish to receive these, you can remove yourself from our database by scrolling to the bottom of any of our emails and clicking ‘unsubscribe’.   

If you have visited one of our stores and given us your personal information this way, and you would like to access the information we hold on you, amend any data or remove certain data we hold on you, you can contact us via telephone at 01752894777 or email us at info@climatecontrolsandspares.co.uk with the subject line “Personal Data” and we will either amend or remove certain personal data as per your enquiry.

How do we protect your personal data?

We endeavour to make sure your data is secure; all your information is stored on our secure servers and we use encryption where necessary. We also ensure that we have the latest security software and adhere to strict security measures.

Our website (hosted by Bluepark) is hosted on secure servers within the European Economic Area (EEA). For more information on our site server security please click here.

When registering for our site, please ensure that any chosen password is kept safe and we ask that you do not share your password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

How can you report potential non-compliance?

We always strive to handle your data with the upmost care, however if you have any questions or concerns of potential non-compliance you will need to be report this to Climate Controls and Spares in the first instance. You can contact us using this form, please assure that you provide as much detail as possible, including your full name, country and email address. When such information is missing your request will be declared inadmissible.

Links to other websites

Our website may contain links to other websites that provide you with additional product information or any information that may be of interest to you. However, once you leave our site, we can not guarantee the protection of your information, as these are sites that aren’t protected by this privacy policy. If you are concerned about the safety of your data, please always read the privacy statement on any site you visit.  

This privacy policy is not a contract and does not change the terms of any contracts we have with you.