AEC Air Conditioning

Privacy Policy

Last reviewed: October 2026

Introduction

AEC Air Conditioning ("we", "us", "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store and protect your information when you visit our website or contact us about our services.

This policy is written in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

Data Controller

The data controller responsible for your personal data is:

AEC Air Conditioning [registered company name and number to confirm]

Registered address: [to confirm]

For data protection enquiries, please contact us at aec.airconditioning@hotmail.com or call 07850 494 363.

What Personal Data We Collect

Information you provide directly:

  • Name, email address, phone number and postcode (via the enquiry form)
  • Company name where relevant to a commercial enquiry
  • Details of your property and the work you are asking about
  • Any additional information you include in form messages, emails or phone calls

Information Collected Automatically

  • IP address (anonymised where possible)
  • Browser type and version, device type, operating system
  • Pages visited, time spent on pages, referring website
  • Cookie preferences and consent records

How We Use Your Data

We use your personal data for the following purposes:

  • Responding to enquiries submitted via the enquiry form, by email or by phone (Lawful basis: Legitimate interest / Consent)
  • Arranging site visits and providing quotations for installation, ventilation, maintenance and repair work (Lawful basis: Pre-contractual measures)
  • Carrying out and administering work you have asked us to do, including maintenance contracts (Lawful basis: Contract)
  • Sending emails or messages related to your enquiry or your installation (Lawful basis: Legitimate interest)
  • Website analytics to understand visitor behaviour and improve the site (Lawful basis: Consent via cookie banner)
  • Protecting our website against spam and abuse (Lawful basis: Legitimate interest)
  • Complying with legal obligations, including F-Gas record keeping (Lawful basis: Legal obligation)

We will never sell your personal data to third parties.

Cookies

Our website uses cookies to function properly and to analyse how visitors use the site. When you first visit, you will see a cookie consent banner where you can choose which types of cookies to allow. Full details are in our Cookie Policy.

No tracking scripts run until you accept analytics cookies via the cookie banner.

Third-Party Services

We use the following third-party services that may process your data:

  • Vercel - Website hosting and delivery. Processes IP address and request logs. Privacy policy: vercel.com/legal/privacy-policy
  • Google Analytics 4 - Website analytics (with consent only). Processes anonymised IP and browsing behaviour. Privacy policy: policies.google.com/privacy
  • Google Tag Manager - Tag management (with consent only). Processes browsing behaviour. Privacy policy: policies.google.com/privacy
  • Google reCAPTCHA - Spam and bot protection on forms. Processes IP address and browser behaviour. Privacy policy: policies.google.com/privacy
  • Web & Roll - Our website agency, who host and maintain this site on our behalf. Privacy policy: webandroll.co.uk/privacy-policy

We do not permit any of these services to use your data for marketing purposes on our behalf or to re-sell your information.

International Data Transfers

Some of our third-party service providers (Vercel, Google) process data outside the United Kingdom. Where data is transferred internationally, it is protected by Standard Contractual Clauses (SCCs) approved by the UK Information Commissioner’s Office, or the service provider’s participation in recognised data protection frameworks.

Data Retention

We retain personal data only for as long as necessary:

  • Enquiry form submissions - 2 years from submission
  • Customer and installation records - 6 years from completion of the work (in line with UK tax and legal requirements)
  • F-Gas records - 5 years, as required by the F-Gas Regulations
  • Cookie consent records - 12 months (then consent is re-requested)
  • Analytics data - As per Google Analytics retention settings (default 14 months)
  • Server and access logs - 30 days

Your Rights

Under UK GDPR, you have the following rights:

  • Right of access - Request a copy of the personal data we hold about you
  • Right to rectification - Request correction of inaccurate or incomplete data
  • Right to erasure - Request deletion of your personal data where there is no compelling reason to continue processing
  • Right to restrict processing - Request that we limit how we use your data
  • Right to data portability - Request your data in a structured, machine-readable format
  • Right to object - Object to processing based on legitimate interests
  • Right to withdraw consent - Withdraw consent at any time via the cookie settings or by contacting us

To exercise any of these rights, please contact us at aec.airconditioning@hotmail.com. We will respond within one month of receiving your request.

Data Security

We take the security of your personal data seriously. All data transmitted to and from our website is encrypted via HTTPS/TLS. We implement access controls and follow industry best practices to protect your information from unauthorised access, disclosure, alteration or destruction.

Children’s Privacy

Our website and services are not directed at individuals under the age of 16. We do not knowingly collect personal data from children. If you believe we have inadvertently collected data from a child, please contact us and we will delete it promptly.

Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "last reviewed" date. We encourage you to review this policy periodically.

Complaints

If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Website: ico.org.uk. Helpline: 0303 123 1113.

We would always appreciate the opportunity to resolve any concern directly before you contact the ICO - please get in touch with us first at aec.airconditioning@hotmail.com.