Privacy Notice

Last updated: August 2026

This Privacy Notice explains how ClimaTek collects, uses and protects personal information when you contact us, request a quotation or use our services.

1. Information we collect

Depending on your interaction with us, we may collect information including:

• your name;
• telephone number;
• email address;
• home, business or installation address;
• information provided in your enquiry;
• information about your property relevant to a survey or installation;
• photographs taken during surveys, installations, servicing or repairs;
• quotations and invoices;
• payment and transaction records;
• details of equipment installed or serviced, including model and serial numbers;
• commissioning, warranty and service records; and
• communications between you and ClimaTek.

We only collect information that is reasonably required to respond to enquiries, provide our services, maintain appropriate business records or meet our legal obligations.

2. How we collect information

Most personal information we process is provided directly by you.

This may happen when you:

• contact us by telephone, email or through our website;
• request information or an indicative price;
• arrange a site survey;
• request or receive a quotation;
• proceed with an installation;
• arrange servicing or maintenance; or
• contact us regarding an existing installation, warranty or other aftercare.

We may occasionally receive relevant information from another person acting on your behalf or from another party legitimately involved with the property or work.

3. How we use your information

We may use your personal information to:

• respond to enquiries;
• arrange site surveys and appointments;
• prepare quotations;
• plan installations;
• order appropriate equipment and materials;
• provide installation, servicing, maintenance and repair services;
• communicate with you about work;
• register or administer equipment warranties where applicable;
• maintain installation and commissioning records;
• maintain servicing and maintenance records;
• issue invoices and maintain accounting records;
• provide aftercare;
• investigate complaints;
• comply with legal and regulatory obligations; and
• establish, exercise or defend legal claims where necessary.

4. Lawful bases for processing

UK data protection law requires us to have a lawful basis for processing personal information.

Depending upon the circumstances, ClimaTek may rely upon:

Contract – where processing is necessary to take steps at your request before entering into a contract or to perform a contract with you.

Legal obligation – where processing is necessary to comply with legal requirements applying to our business.

Legitimate interests – where reasonably necessary to operate and protect our business, maintain appropriate records, manage customer relationships, deal with disputes and provide effective customer service, provided those interests are not overridden by your rights.

Consent – where we specifically ask for your consent and consent is the appropriate lawful basis.

5. Site surveys and photographs

We may take photographs during a site survey or while carrying out work where reasonably necessary to:

• assess an installation;
• prepare or support a quotation;
• record existing conditions;
• plan equipment and pipework locations;
• document completed work;
• support commissioning or warranty records; or
• investigate a fault or service issue.

Photographs taken for these purposes form part of our business records where appropriate.

We will not use identifiable photographs of your property for advertising, social media, promotional material or website content without an appropriate lawful basis and, where required, your permission.

6. Sharing your information

Where necessary to provide our services or operate our business, we may share relevant information with organisations or individuals such as:

• air conditioning manufacturers;
• equipment distributors and suppliers;
• warranty providers;
• subcontractors and other trades involved in your installation;
• accountants or bookkeeping providers;
• payment service providers;
• insurers and professional advisers;
• email, website and IT service providers; and
• regulators, government bodies or law-enforcement authorities where legally required.

We only share information where there is a legitimate reason to do so and only to the extent reasonably necessary for that purpose.

ClimaTek does not sell your personal information.

7. How long we keep information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet relevant legal, accounting, warranty and record-keeping requirements.

Quotations, invoices, transaction records and records relating to completed work may normally be retained for at least six years where this is appropriate for tax, contractual, accounting or legal purposes.

Installation, commissioning, warranty and service information may be retained for longer where reasonably necessary to support equipment throughout its service life, demonstrate work undertaken or deal with warranty or legal matters.

Information that is no longer required will be securely deleted or disposed of where appropriate.

8. Marketing

We will not send electronic marketing communications where consent is legally required unless the necessary consent has been obtained.

You can ask us to stop sending marketing communications at any time.

Messages concerning an enquiry, quotation, appointment, installation, service, warranty or existing customer relationship are not necessarily marketing communications.

9. Our website and cookies

The ClimaTek website is primarily an information and marketing website.

We aim to minimise the collection of personal information through the website.

We do not currently intend to use advertising trackers, tracking pixels or non-essential analytics technologies.

The website may use technologies that are strictly necessary for its operation.

If we introduce analytics, advertising technologies or other non-essential cookies or similar technologies in the future, we will update this Privacy Notice and provide appropriate information and consent controls where required.

10. Keeping your information secure

We take reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.

We also take reasonable care when selecting third-party services used to store or process business information.

11. International processing

Some technology providers may process or store information outside the United Kingdom.

Where personal information is transferred internationally and UK data protection law requires safeguards to be in place, appropriate safeguards will be used.

12. Your rights

Depending upon the circumstances, UK data protection law may give you rights including the right to:

• request access to personal information we hold about you;
• ask us to correct inaccurate or incomplete information;
• ask us to erase information in certain circumstances;
• ask us to restrict processing in certain circumstances;
• object to certain processing;
• request transfer of information in certain circumstances; and
• withdraw consent where our processing relies upon your consent.

These rights are not absolute and their application depends upon the circumstances.

To make a request concerning your personal information, contact: info@climatek.co.uk

13. Complaints about your information

If you have concerns about how ClimaTek has handled your personal information, please contact us first so that we have an opportunity to investigate.

You also have the right to complain to the UK’s data protection regulator, the Information Commissioner’s Office (ICO).

ICO website: ico.org.uk

14. Changes to this Privacy Notice

We may update this Privacy Notice when our services, business practices or legal obligations change.

The latest version will be published on this website and will show the date on which it was last updated.