ClimRelax Ltd – Customer Privacy Notice
Last updated: September 2026 | Version 1.0
Registered name: ClimRelax Ltd
Telephone: 07533977485
Email: info@climrelax.com
ClimRelax Ltd ("ClimRelax", "we", "us" or "our") is the controller of your personal data.
This privacy notice explains what personal information we collect, how we use it, where we obtain it from, who we share it with, how long we keep it, and your rights under UK data protection law.
1. Information We Collect
We collect and use personal information that is reasonably necessary to provide our air conditioning quotation, supply, installation and aftercare services and to manage our relationship with you.
Depending on your interaction with us, this may include:
Contact information: Name; telephone number; email address; installation or property address.
Property, quotation and installation information: Property details relevant to the proposed installation; air conditioning requirements; survey and site information; photographs relevant to quotations, surveys, installations or aftercare; equipment and system details; installation records; installer information; warranty and aftercare information.
Transaction and service information: Quotations and quotation history; purchase and service history; payment and transaction information; records of installations and services provided.
Communications and customer service information: Emails and other correspondence with us; information provided when you make an enquiry; information relating to queries, complaints, claims or warranty matters; relevant records relating to the service we provide.
We only collect information that is reasonably necessary for the relevant purpose.
2. Why We Use Your Information and Our Lawful Bases
Providing quotations and services: We use your information to respond to enquiries, prepare quotations, arrange surveys, supply equipment, arrange and manage installations, communicate with you about your service, and maintain relevant service and warranty records. Our lawful basis is contract, including taking steps at your request before entering into a contract.
Managing payments and financial records: We use relevant information to process payments, manage transactions, provide refunds where applicable, and maintain appropriate financial and accounting records. Depending on the particular processing, our lawful basis is contract and/or legal obligation.
Managing complaints, claims and aftercare: We use relevant information to investigate and respond to enquiries, complaints, warranty matters and claims and to provide appropriate aftercare. Depending on the circumstances, our lawful basis may be contract, legal obligation or legitimate interests.
Legal and regulatory requirements: We may process personal information where this is necessary to comply with a legal obligation, including applicable tax, accounting and regulatory requirements.
We will only use your personal information for purposes that are compatible with the purposes described in this notice or where otherwise permitted by law.
3. Where We Get Your Personal Information From
We normally collect personal information directly from you.
For example, you may provide information when you submit an online enquiry or form, request a quotation, provide information for a survey or installation, communicate with us by telephone or email, purchase our services, or contact us about an installation, warranty, complaint or aftercare matter.
We may also receive relevant information from suppliers, installers or other service providers where this is necessary to arrange or manage your service.
Where we obtain personal information about you from another source, we will provide the privacy information required by applicable data protection law.
4. How Long We Keep Your Information
We retain personal information only for as long as necessary for the purposes for which it was collected, including where necessary to meet legal, accounting, tax, reporting or other regulatory requirements.
Our retention periods are set out in our ClimRelax Personal Information Retention Schedule, which we review periodically.
Where information is no longer required, we will securely delete or dispose of it, subject to any legal or other valid reason for retaining it for longer.
5. Who We Share Information With
We may share relevant personal information with organisations that help us provide and manage our services. We only share information that is reasonably necessary for the relevant purpose.
Data Processors:
YouForm – Online form and data collection service: We use YouForm to collect and manage information submitted through our online customer enquiry forms.
Make – Workflow automation and integration service: We use Make to automate the transfer of customer information between our online forms and business systems, including transferring information from YouForm to Google Sheets.
Google Workspace – Cloud productivity, email and data storage service: We use Google Workspace services, including Google Sheets, Google Drive and Gmail, to store, manage and communicate customer and business information.
Wix – Website hosting and website platform: We use Wix to host and operate our website. Wix may collect technical and website usage information from visitors, including IP addresses and information relating to website interactions, in accordance with its own privacy and data-processing arrangements.
We may add or change service providers as our business develops. Where a third party processes personal information on our behalf, we take appropriate steps to ensure that the processing is subject to appropriate contractual and data protection requirements.
Other organisations:
Suppliers and subcontractors: We may share relevant customer, property, quotation and installation information with equipment suppliers, independent installers and subcontractors where necessary to supply equipment, arrange deliveries, carry out surveys or complete an installation.
Warranty and guarantee providers: Where applicable, we may share relevant customer and installation information with equipment manufacturers or warranty and guarantee providers to register equipment and administer warranties or guarantees.
Regulatory and public authorities: We may disclose personal information to government bodies, regulators, law enforcement authorities or other organisations where this is necessary to comply with a legal obligation or where we are otherwise legally permitted or required to do so.
6. International Transfers
Some of the technology and service providers we use may process or store personal information outside the United Kingdom.
Where personal information is transferred outside the UK, we ensure that the transfer is carried out in accordance with applicable UK data protection law and that an appropriate legal mechanism or safeguard is in place.
Service provider
Data location / destination
Purpose
Transfer safeguards
YouForm
Ireland and, where applicable, India
Collection and hosting of information submitted through our online forms
Appropriate safeguards, including Standard Contractual Clauses (SCCs) where applicable
Make
European Union and, where applicable, the United States
Workflow automation and transfer of information between business systems
Standard Contractual Clauses (SCCs) where applicable and the UK Extension to the EU-US Data Privacy Framework where applicable
Google Workspace
UK and, where applicable, the United States and other locations used under Google's service arrangements
Email, Google Sheets, Google Drive and related business services
Standard Contractual Clauses (SCCs) where applicable and the UK Extension to the EU-US Data Privacy Framework where applicable
Wix
May include the United States, Ireland, South Korea, Taiwan, Israel and other locations used to provide its services
Website hosting and operation
Standard Contractual Clauses (SCCs) where applicable and other appropriate safeguards recognised under applicable data protection law.
Ireland is within the European Economic Area, which is covered by the UK's adequacy regulations. For transfers to destinations not covered by UK adequacy regulations, appropriate safeguards such as the UK International Data Transfer Agreement, UK Addendum or other lawful mechanisms may be used where applicable.
Further information about the safeguards applicable to a particular transfer can be requested by contacting us using the details provided in this notice.
7. Cookies and Tracking Technologies
Our website uses cookies and similar technologies that are necessary for the website to function securely and correctly. These cookies support core website operations, including security, session management and the reliable delivery of website services.
We currently do not use non-essential cookies, analytics trackers, or third-party marketing or advertising cookies on this website.
The strictly necessary cookies used by our website platform, Wix, may include:
XSRF-TOKEN and hs — security cookies used to help protect the website against cross-site request forgery and maintain website security and integrity.
svSession and mpaSessionId - cookies used to identify visitors and maintain session information as they use the website.
server-session-bind - an infrastructure cookie used to help route website requests consistently during a user's visit.
These cookies are used because they are necessary for the operation, security and functionality of the website and are not used by us for analytics, behavioural advertising or marketing purposes.
You can block or delete cookies through your web browser settings. However, because these cookies support essential website functionality, doing so may cause some parts of the website to operate incorrectly.
We may update this section if we introduce additional cookies or similar technologies in the future. Where non-essential cookies are introduced, we will provide the appropriate information and obtain consent where required by applicable law.
8. Your Data Protection Rights
Depending on the circumstances and the lawful basis we rely on, you may have rights under UK data protection law, including:
Right of access – you can request a copy of the personal information we hold about you.
Right to rectification – you can ask us to correct inaccurate or incomplete information.
Right to erasure – in certain circumstances, you can ask us to delete your personal information.
Right to restriction of processing – in certain circumstances, you can ask us to restrict how we use your information.
Right to object – in certain circumstances, you can object to our processing of your personal information.
Right to data portability – in certain circumstances, you can ask for certain personal information to be provided to you or transferred to another organisation.
These rights are subject to certain conditions and exemptions under data protection law, so they will not apply in every situation.
To exercise your rights, please contact us at info@climrelax.com or 07533977485.
We will normally respond to a valid data protection rights request within one month, subject to the applicable legal rules.
9. Automated Decision-Making
We do not currently use your personal information to make decisions about you solely by automated means that produce legal or similarly significant effects.
10. Complaints
If you have concerns about how we have collected or used your personal information, please contact us first using the details above so that we can try to resolve your concern.
You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.
You can find information about making a complaint on the ICO's website: https://ico.org.uk/make-a-complaint/
11. Changes to This Privacy Notice
We may update this privacy notice from time to time to reflect changes to our services, technology, legal requirements or how we process personal information.
We will publish the latest version on our website and update the “Last updated” date at the top of this notice.