Privacy Policy

1  Who We Are

Ryedale Cooling Systems Ltd (“we”, “us” or “our”) is committed
to protecting your privacy and handling your personal information
responsibly.

For the purposes of UK data protection law, the data controller is
Ryedale Cooling Systems Ltd, company number
11707541.

2  Information We Collect

We may collect personal information when you contact us, request
a quotation, become a customer, use our website or otherwise deal
with us.

This may include:

• Your name
• Business or organisation name
• Email address
• Telephone number
• Billing address
• Installation or service address
• Details of your enquiry or project
• Equipment and service history
• Quotation and invoice information
• Correspondence with us
• Payment and transaction records

When you use our website, technical information may also be
collected including your IP address, browser, device, pages
visited and how you arrived at our website.

3  How We Use Your Information

We may use your information to:

• Respond to enquiries
• Arrange site visits
• Prepare quotations
• Provide installation, servicing and repair services
• Manage appointments
• Administer customer accounts
• Issue invoices and process payments
• Maintain equipment and servicing records
• Provide ongoing customer support
• Meet legal, accounting and tax obligations
• Protect our website and business against misuse or fraud
• Understand and improve the performance of our website

4  Our Lawful Bases for Processing

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

Contract

We may process information where this is necessary to provide a
quotation, carry out work you have requested or fulfil a contract
with you.

Legal obligation

We may retain or process information where required for tax,
accounting, health and safety or other legal obligations.

Legitimate interests

We may process information where reasonably necessary to operate
and administer our business, communicate with customers, protect
our systems and maintain appropriate records.

Consent

Where required, we rely on your consent for activities such as
non-essential website analytics cookies.

Where processing is based on consent, you may withdraw that
consent at any time.

5  Contact Forms & Enquiries

If you submit an enquiry through our website, telephone us or
contact us by email, we use the information provided to respond
to your enquiry and, where appropriate, prepare a quotation or
arrange a site visit.

We may retain enquiry correspondence for a reasonable period to
deal with follow-up questions and maintain an appropriate
business record.

6  Customers & Service Records

When we carry out work, we may retain information concerning the
property or site, installed equipment, servicing, repairs,
warranties and previous visits.

Maintaining this information helps us provide effective ongoing
support, identify equipment and replacement parts and maintain
an appropriate record of work carried out.

7  Payments & Financial Information

We may process billing, invoice and transaction information where
necessary to administer your account and receive payment.

Banks, card providers or payment processors may process information
in accordance with their own privacy policies.

We do not normally store full payment card details ourselves.

8  Google Analytics

We use Google Analytics to help us understand how
visitors use our website and to improve its content and performance.

Google Analytics may collect information such as:

• Pages viewed
• Approximate location
• Device and browser information
• How visitors arrived at the website
• How visitors interact with pages
• Session and usage information

Google Analytics uses cookies and similar technologies to gather
this information.

Information collected through Google Analytics may be processed
by Google in accordance with Google’s own privacy terms.

9  Cookies

Our website uses cookies and similar technologies.

Some cookies are necessary for the website to function correctly.
Other cookies, including analytics cookies, are non-essential.

Where required by law, non-essential cookies will only be used
after you have given your consent.

You can change your cookie preferences using the cookie controls
provided on our website or through your browser settings.

10  Marketing

We will only send electronic marketing communications where we
have an appropriate lawful basis to do so.

You can ask us to stop sending marketing communications at any
time by contacting:

hello@ryedalecoolingsystems.co.uk

Stopping marketing communications will not prevent us from
contacting you where necessary concerning an enquiry, quotation,
appointment, invoice or service.

11  Who We Share Information With

We do not sell personal information.

Where necessary, we may share relevant information with companies
or individuals helping us operate our business or provide
services, including:

• Website and IT providers
• Email and communications providers
• Accountants and professional advisers
• Banks and payment providers
• Equipment manufacturers and suppliers
• Subcontractors or engineers involved in agreed work
• Google in connection with Google Analytics

We may also disclose information where required by law, a court,
regulator or other competent authority.

12  International Transfers

Some technology providers, including Google, may process
information outside the United Kingdom.

Where personal information is transferred internationally, we
take reasonable steps to ensure that an appropriate legal
mechanism or safeguard is used where required by UK data
protection law.

13  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
legal, tax, accounting, contractual, warranty and legitimate
business requirements.

Different categories of information may therefore be retained for
different periods.

Customer, invoice and transaction records may need to be retained
for several years after our relationship ends.

Enquiries which do not result in work being carried out will
generally be retained for a shorter period unless there is a
legitimate reason to keep them for longer.

14  Security

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

However, no internet-based system can be guaranteed to be
completely secure.

15  Your Data Protection Rights

Depending on the circumstances, you may have the right to:

• Request access to personal information we hold about you
• Request correction of inaccurate information
• Request deletion of information
• Request restriction of processing
• Object to certain processing
• Request transfer of certain information
• Withdraw consent where we rely on consent

These rights are subject to legal conditions and exemptions and
therefore may not apply in every situation.

To exercise a right, contact

hello@ryedalecoolingsystems.co.uk
.

16  Your Right to Object

17  Complaints

If you have concerns about the way we use personal information,
please contact us so that we have an opportunity to investigate.

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

Further information is available at

ico.org.uk
.

18  Third-Party Websites

Our website may link to websites operated by third parties.
We do not control those websites and this Privacy Policy does
not govern how those third parties collect or use personal
information.

19  Children

Our services are not directed at children and we do not
intentionally collect personal information from children through
this website.

20  Automated Decision-Making

We do not currently use personal information to make solely
automated decisions which produce legal or similarly significant
effects on individuals.

21  Changes to This Policy

We may update this Privacy Policy from time to time to reflect
changes to our services, website, technology or legal obligations.

The latest version will always be published on this page together
with the date it was last updated.

22  Contact Us

If you have questions about this Privacy Policy or how we handle
personal information, please contact us.