Privacy Policy

At Sheffield Air Systems, we are committed to protecting your privacy and personal data. This privacy policy explains how we collect, use, disclose, and safeguard your information when you visit our website sheffieldairsystems.com and use our air conditioning services. Please read this policy carefully. If you do not agree with the terms of this privacy policy, please do not access the website.

1. Data Controller

Sheffield Air Systems is the data controller responsible for your personal information. We ensure that your information is processed in accordance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.

2. Information We Collect

We may collect and process the following types of personal information about you:

• Contact Information: This includes your name, email address, phone number, and postal address provided when you request a quote, contact us, or subscribe to our newsletter.
• Service Data: Details regarding the services we provide to you, including installation locations, maintenance history, and equipment specifications relevant to our work.
• Technical Data: Internet protocol (IP) address, browser type, operating system, referring website pages, and time spent on pages. We collect this automatically via cookies and similar technologies.
• Enquiry Data: Any messages or correspondence you send to us regarding your specific requirements or projects.

3. How We Use Your Information

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:

• To provide services: To process your requests for quotes, schedule installations, perform maintenance, and provide customer support.
• To communicate with you: To respond to your enquiries, send service updates, and notify you of changes to our services.
• For administrative purposes: To maintain our accounts and records, and to comply with legal obligations (e.g., health and safety regulations).
• For marketing: With your consent, we may send you marketing communications about new services, special offers, or industry news. You can opt out of marketing at any time.
• To improve our website: To analyse how our website is used and to enhance user experience.

4. Legal Basis for Processing

Under the GDPR, we rely on the following lawful bases to process your personal data:

• Contractual Necessity: Where we need to perform a contract we are about to enter into or have entered into with you (e.g., providing installation services).
• Legitimate Interests: Where we use your data for our legitimate business interests, provided these are not overridden by your rights (e.g., direct marketing to existing clients).
• Consent: Where you have given us clear consent to process your personal data for a specific purpose (e.g., sending our newsletter).
• Legal Obligation: Where we need to comply with a legal or regulatory obligation.

5. Data Security

We implement appropriate technical and organisational measures to protect your personal information against unauthorised access, alteration, disclosure, or destruction. However, no method of transmission over the Internet is 100% secure. While we strive to protect your personal data, we cannot guarantee the absolute security of any data you transmit to us.

6. Data Retention

We will retain your personal information only for as long as is necessary for the purposes set out in this policy. We will retain your data for the duration of our business relationship with you and for a period thereafter as required by law (e.g., for tax and accounting purposes, typically 7 years). Once no longer needed, we will securely delete or anonymise your data.

7. Your Legal Rights

Under the GDPR, you have the following rights regarding your personal data:

• Right of Access: You can request a copy of the personal data we hold about you.
• Right to Rectification: You can ask us to correct inaccurate or incomplete data.
• Right to Erasure: You can ask us to delete your personal data in certain circumstances.
• Right to Restrict Processing: You can request that we restrict the processing of your data.
• Right to Data Portability: You can ask us to transfer your data to another organisation.
• Right to Object: You can object to our processing of your data, particularly for marketing purposes.

To exercise these rights, please contact us at [email protected]. We will respond to your request within one month.

8. Third-Party Disclosures

We may share your personal information with third parties in the following circumstances:

• Service Providers: We may share data with trusted third parties who assist us in operating our business, such as IT service providers, payment processors, or insurance providers.
• Subcontractors: We may share necessary details with engineers or subcontractors required to perform work on your premises.
• Legal Requirements: We may disclose your information if required to do so by law or in response to valid requests by public authorities.

We do not sell your personal data to third parties for marketing purposes.

9. Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site. You can learn more about the cookies we use and how to manage them in our Cookies Policy.

10. Changes to This Policy

We may update this privacy policy from time to time. We will notify you of any changes by posting the new privacy policy on this page and updating the "Last Updated" date. You are advised to review this privacy policy periodically for any changes.

11. Contact Us

If you have any questions about this privacy policy, the data we hold about you, or your rights, please contact us: