Last updated: 13 October 2026
This policy explains what personal information UK Aircon collects, why we collect it, who we share it with and the rights you have over it. We only ask for the information we need to answer your enquiry and carry out your work, and we never sell your details.
Who we are
This website, www.ukaircon.co.uk, is run by UK Aircon, an air conditioning contractor registered in England and Wales under company number 13701835. We are the data controller for the personal information described in this policy.
- Address: 407 Westgate Rd, Newcastle upon Tyne NE4 6PB, United Kingdom
- Email: [email protected]
If you have any questions about this policy or how we handle your information, email us and we will reply as soon as we can.
The information we collect
When you request a quote or contact us
Our quote forms ask for your name, phone number, email address and postcode, the type of service you need and, if you choose to add one, a short message about your project. We also record which page of the website you sent the form from, so we know which service or area you were looking at.
If you email us, we keep the email and anything you attach to it, such as photos of a room or a faulty unit.
When we survey, install or service a system
To quote for and carry out work, we may hold your address, access notes, details and photographs of the property and equipment, the system we install or service, and records of payments and invoices. Photos and job records help us with servicing, warranty claims and the legal records we have to keep for refrigerant handling.
When you browse the website
We do not use analytics, advertising or tracking cookies on this website. Like any website, the server that hosts it may keep short-term technical logs, such as IP addresses and the pages requested, to keep the site secure and working properly.
How we use your information
- To reply to your enquiry and prepare a quote
- To arrange surveys, installations, servicing and repairs, and to keep you updated about your job
- To provide aftercare, honour your warranty and remind you when a service is due, if you have asked us to
- To keep accounting records and meet our legal and regulatory obligations, including F-Gas record keeping
- To deal with any complaint or dispute
We will not send you marketing emails unless you have agreed to receive them, and you can opt out at any time.
Our lawful basis for using your data
Under UK data protection law (the UK GDPR and the Data Protection Act 2018) we must have a lawful reason for using your information:
- Taking steps at your request before a contract, and performing a contract: answering your quote request and carrying out the work you book.
- Legal obligation: keeping financial records and the records required for work on refrigerant systems.
- Legitimate interests: running and protecting our business and website, handling complaints, and following up with existing customers about servicing.
- Consent: where you tick the box on our forms agreeing to be contacted about your enquiry, and for any optional marketing. You can withdraw consent at any time.
Who we share your information with
We only share personal information where it is needed to provide our service or where the law requires it. The organisations involved are:
- Formspree: our quote forms are processed by Formspree, Inc., which delivers your form submission to our email inbox. Formspree is based in the United States.
- Our website host and email provider: they store website files, server logs and our emails on our behalf.
- Google: the website loads its fonts from Google Fonts, which means your browser connects to Google servers and shares your IP address. Maps on our contact and area pages only load if you click "Show the map", at which point Google Maps may set its own cookies.
- Professional advisers, accountants and insurers: where needed to run the business or deal with a claim.
- Regulators, certification bodies and authorities: where we are legally required to, for example in connection with F-Gas certification.
Where a provider transfers data outside the UK, such as to the United States, we rely on the safeguards the law allows, for example the UK Extension to the EU-US Data Privacy Framework or the UK International Data Transfer Addendum.
How long we keep your information
- Enquiries that do not lead to any work: up to 12 months, so we can follow up on your quote and answer questions about it.
- Customer and job records: for as long as you are a customer and for six years after our last work for you, to cover warranties, accounting rules and potential claims.
- Records required for refrigerant handling: for as long as the regulations require.
After that, we securely delete or anonymise the information.
Cookies and similar technologies
This website does not set any cookies of its own and does not use analytics or advertising trackers. Third-party cookies may be set only if you choose to load an embedded Google map. You can block or delete cookies at any time in your browser settings.
Your rights
You have the right to:
- ask for a copy of the personal information we hold about you
- ask us to correct information that is wrong or incomplete
- ask us to delete your information, where we have no legal reason to keep it
- object to us using your information, or ask us to restrict how we use it
- ask for your information to be transferred to another organisation, where that applies
- withdraw your consent at any time, where we rely on consent
To use any of these rights, email [email protected]. We will respond within one month. There is normally no charge.
Keeping your information secure
We take sensible steps to protect your information, including secure, password-protected systems and limiting access to the people who need it to deliver your service. The website is served over HTTPS so form submissions are encrypted in transit.
Complaints
If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator, at ico.org.uk/make-a-complaint or on 0303 123 1113.
Changes to this policy
We may update this policy from time to time, for example if we change the services we use. The date at the top of the page shows when it was last updated. Please also read our terms and conditions.