Privacy Policy
This notice explains what personal information Supreme Heating and Air Conditioning LTD collects, why we use it, who we may share it with and the rights available to you.
About this notice
This Privacy Policy applies when you use our website, contact us, request a survey or quotation, become a customer, receive installation or maintenance services, make a payment, submit feedback or otherwise interact with Supreme Heating and Air Conditioning LTD.
It should be read together with our Cookie Policy and any privacy information shown at the point where we collect your details.
Who is responsible for your information
Supreme Heating and Air Conditioning LTD is the data controller for the personal information described in this notice.
Registered office: 11 Felton Close, Petts Wood, Orpington, England, BR5 1AD
Company number: 11845642
Email: info@supremeheatingac.co.uk
Phone: 07398 784203
Information we collect
Depending on your relationship with us, we may collect:
- Identity and contact information, including your name, address, email address, phone number and preferred contact method.
- Enquiry information, including your postcode, service required, message, preferred appointment information and correspondence.
- Property and project information, including the property address, occupancy information relevant to the service, existing heating system details, measurements, plans, photographs, survey findings and technical requirements.
- Quotation and contract information, including specifications, accepted scope, variations, warranties, certificates, installation records and aftercare history.
- Financial and transaction information, including invoices, payment status, bank transaction references and accounting records. Card details are normally processed by the relevant payment provider and are not stored by us in full.
- Complaint and feedback information, including the issue raised, evidence, investigation notes, correspondence, outcome and remedial action.
- Website and technical information, such as IP address, browser type, device information, pages visited, referral source, approximate location derived from IP address, security logs and cookie preferences.
- Marketing preferences, where you have asked to receive updates or where another lawful route permits us to contact you.
How and why we use your information
UK data protection law requires us to have a lawful basis for each use of personal information. The table below summarises our main activities.
| Purpose | Typical information | Lawful basis |
|---|---|---|
| Responding to enquiries and arranging surveys | Contact, property, service and correspondence information | Steps requested before entering a contract and our legitimate interest in responding to enquiries |
| Preparing quotations and system designs | Property measurements, technical details, photographs and contact information | Steps requested before entering a contract |
| Delivering installations, servicing and aftercare | Contract, project, property, certification and communication records | Performance of a contract |
| Managing Boiler Upgrade Scheme, MCS, warranty or accreditation requirements | Customer, property, installation and certification information | Performance of a contract, legal obligation and legitimate interests |
| Taking payment, accounting and tax administration | Invoice, transaction and customer information | Performance of a contract and legal obligation |
| Handling complaints, disputes and legal claims | Correspondence, project records, evidence and outcome information | Contract, legal obligation and legitimate interests in establishing or defending legal rights |
| Protecting our website, systems, staff and customers | Technical, security, access and communication records | Legitimate interests and legal obligation |
| Improving services and website performance | Feedback, aggregated usage and analytics information | Legitimate interests, or consent where required for non-essential cookies |
| Sending optional marketing communications | Name, contact details and marketing preferences | Consent or another route permitted by electronic marketing law |
Where we rely on legitimate interests, we consider the benefit to our business and customers, the necessity of the processing and the possible impact on your rights.
Where information comes from
We usually receive information directly from you. We may also receive it from:
- A joint property owner, landlord, managing agent, contractor or authorised representative.
- Manufacturers, warranty providers, MCS, Ofgem, TrustMark, accreditation bodies or scheme administrators.
- Publicly available sources, where needed to verify property, company or planning information.
- Website, email, telephone and security service providers.
- Professional advisers, insurers or authorities where a complaint, claim or legal duty requires it.
If you provide information about another person, please make sure you are authorised to do so and that they understand how their information may be used.
International transfers
Some technology providers may store or access information outside the United Kingdom. Where a restricted international transfer takes place, we will use an approved legal mechanism, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to standard contractual clauses, or another lawful safeguard.
How long we keep information
We keep personal information only for as long as reasonably needed for the purpose collected, including legal, accounting, warranty, accreditation and dispute requirements.
| Record type | Typical retention approach |
|---|---|
| Unsuccessful enquiries and quotations | Usually up to 24 months after the last meaningful contact |
| Customer, contract and installation records | Usually at least six years after completion, and longer where warranty, certification or scheme rules require it |
| Invoices, payments and tax records | Kept for the period required by accounting and tax law, commonly at least six years |
| Complaint and dispute records | Usually six years after closure, or longer where a legal claim remains possible |
| Marketing preferences | Until you opt out, plus a minimal suppression record so we can respect the opt-out |
| Website security logs and analytics | According to operational need, security risk and the settings of the relevant service |
When information is no longer required, we will delete it, anonymise it or securely dispose of it.
Your data protection rights
Depending on the circumstances, you may have the right to:
- Be informed about how your personal information is used.
- Ask for access to your personal information.
- Ask us to correct inaccurate or incomplete information.
- Ask us to erase information where the legal conditions are met.
- Ask us to restrict how information is used.
- Object to processing based on legitimate interests or to direct marketing.
- Receive certain information in a portable format where the right applies.
- Withdraw consent at any time where we rely on consent.
- Complain to the Information Commissioner’s Office.
Rights are not absolute and exemptions may apply. To make a request, email info@supremeheatingac.co.uk. We may need to verify your identity before responding.
How we protect information
We use proportionate technical and organisational measures designed to protect personal information against accidental loss, unauthorised access, alteration or disclosure. Measures may include access controls, password protection, secure hosting, backups, device security, staff procedures and limited access based on business need.
No internet or email system is completely secure. Please avoid sending sensitive information by ordinary email unless necessary and appropriate safeguards are in place.
Questions and complaints
Please contact us first if you have a concern about how we use your information. We will review the matter and aim to resolve it promptly.
You can also complain to the Information Commissioner’s Office:
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Phone: 0303 123 1113
Website:
ico.org.uk/make-a-complaint
Changes and contact details
We may update this notice when our services, systems, legal duties or suppliers change. The effective date at the top of the page shows when this version took effect.
Questions or requests can be sent to:
Supreme Heating and Air Conditioning LTD
11 Felton Close, Petts Wood, Orpington, BR5 1AD
info@supremeheatingac.co.uk
07398 784203
Ask about your information
Contact us to ask a privacy question, exercise a data protection right or raise a concern about how your personal information has been handled.