Privacy Policy

Privacy Policy
Last updated: 2 September 2026
White Air Conditioning Services Ltd respects your privacy and is committed to protecting your personal information. This
privacy policy explains how we collect, use, store and share personal information when you visit our website, request a
quotation, purchase services, contact us or otherwise deal with us.
1. Who we are
White Air Conditioning Services Ltd is the controller responsible for the personal information covered by this policy.
Company name: White Air Conditioning Services Ltd
Company number: 17396518
Registered office: 66 Paul Street, London, England, EC2A 4NA
Website: www.whiteairconditioning.com
You can contact us about privacy matters through the contact form on our website or by writing to our registered office.
2. Information we collect
Depending on how you interact with us, we may collect:
• your name, address, email address and telephone number;
• details you provide in enquiry, survey and quotation forms;
• property and site information, including room sizes, equipment preferences, access arrangements, pipework routes and
photographs;
• quotation, contract, installation, commissioning, maintenance, warranty and service records;
• payment and transaction information, although card details are normally processed by our payment provider and are
not retained by us;
• communications with you by email, telephone, text message, WhatsApp, social media or through our website;
• technical information such as your IP address, browser type, device information and website usage data; and
• your cookie and marketing preferences.
We generally receive information directly from you. We may also receive information from another customer, property
owner, landlord, managing agent, contractor, manufacturer, referral partner, payment provider or publicly available source
where appropriate.
3. How and why we use your information
• Enquiries, surveys and quotations: taking steps at your request before entering into a contract, and our legitimate
interests in managing enquiries.
• Supplying, installing, commissioning, maintaining and repairing systems: performance of our contract with
you.
• Appointments, payments, accounts, warranties, complaints and customer service: performance of a
contract, compliance with legal obligations and our legitimate interests in operating and protecting our business.
• Tax, accounting, F-Gas, safety and other required records: compliance with legal obligations.
• Fraud prevention, debt recovery, disputes and legal claims: our legitimate interests and, where applicable,
compliance with legal obligations.
• Improving our website, services and operations: our legitimate interests; consent where non-essential cookies
or similar technologies are involved.
• Promotional messages: your consent, or the permitted existing-customer marketing rules where applicable; you
can opt out at any time.
Where we rely on legitimate interests, we consider the impact on your rights and only use information where those interests
are not overridden by your rights and freedoms.
4. Quotations, site photographs and installation records
We may take or receive photographs of a property, equipment, pipework routes and completed work where reasonably
necessary to prepare a quotation, plan or evidence an installation, provide support, administer a warranty, comply with
regulatory requirements or handle a dispute. We will not use identifiable images of your home or property for advertising
or social media without appropriate permission.
5. Payments and finance
Payments may be handled by banks, card-payment providers or other payment services. If you choose a third-party finance
or payment-plan provider, such as Klarna, that provider will process information under its own privacy notice and may
carry out identity, eligibility, fraud-prevention or credit checks. We do not control how an independent finance provider
uses information that you submit directly to it.
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6. Who we share information with
Where necessary and lawful, we may share relevant information with:
• website, hosting, IT, communications and cloud-service providers, including Wix;
• payment processors, banks, finance providers and accounting advisers;
• equipment manufacturers, distributors and warranty providers;
• engineers, subcontractors and other suppliers helping us provide the requested service;
• professional advisers, insurers, debt-recovery providers and auditors;
• regulators, certification bodies, public authorities, courts or law-enforcement agencies where required; and
• a purchaser or adviser in connection with a proposed sale, merger or reorganisation of our business.
We do not sell your personal information.
7. International transfers
Some service providers may process information outside the United Kingdom. Where this happens, we require an appropriate
safeguard recognised by UK data-protection law, such as UK adequacy regulations, the UK International Data Transfer
Agreement or an approved UK addendum to standard contractual clauses, unless another lawful exception applies.
8. How long we keep information
We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including
legal, tax, warranty, insurance and dispute requirements. Our usual retention periods are:
• general enquiries that do not lead to work: normally up to 24 months after the last contact;
• unsuccessful quotations and related survey information: normally up to 24 months after the quotation expires or the
last contact;
• customer, contract, installation, payment and accounting records: normally six years after the end of the relevant
relationship or accounting period;
• maintenance, commissioning and warranty records: for the relevant service or warranty period and, where needed, up
to six years afterwards;
• marketing information: until you opt out, or until we determine it is no longer accurate or needed; and
• cookie data: for the periods described in our website cookie settings or cookie notice.
We may keep information longer where required by law or where it is relevant to an actual or reasonably anticipated legal
claim.
9. Cookies and website analytics
Our website may use cookies and similar technologies. Essential cookies may be used where necessary for security, website
operation, accessibility, forms and your privacy choices. We will ask for consent before using non-essential analytics,
advertising or marketing cookies where required. You can accept, reject or manage non-essential cookies through the cookie
controls displayed on the website and can also adjust your browser settings.
More detailed and current information about the cookies in use, their providers and duration should be displayed in the
website's cookie settings or separate cookie notice.
10. Marketing
We may send information about our services and offers where you have consented or where the law otherwise allows us to
contact an existing customer about similar services. You can opt out at any time by using an unsubscribe option in the
message or by contacting us. Opting out of marketing will not stop service messages relating to a quotation, appointment,
installation, payment, maintenance visit or warranty.
11. Security
We use appropriate organisational and technical measures designed to protect personal information against accidental loss,
unauthorised access, alteration or disclosure. Access is limited to people and service providers who need the information
for legitimate business purposes and who are subject to appropriate duties of confidentiality or data-protection obligations.
12. Your rights
Subject to legal conditions and exemptions, you may have the right to:
• ask for access to your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to erase your information;
• ask us to restrict how we use your information;
• object to processing based on legitimate interests or for direct marketing;
• receive certain information in a portable format;
• withdraw consent at any time where processing is based on consent; and
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• raise a complaint with the Information Commissioner's Office.
To exercise a right, contact us through our website contact form or write to the registered office above. We may need to
verify your identity before responding. There is normally no fee, although the law permits a reasonable fee or refusal in
limited circumstances.
13. Complaints
Please contact us first so we can try to resolve your concern. You also have the right to complain to the Information
Commissioner's Office, the UK regulator for data protection. Information about how to complain is available at ico.org.uk.
14. Third-party links
Our website may link to third-party websites or services. Those organisations are responsible for their own privacy practices,
and we recommend reading their privacy notices before providing personal information.
15. Children
Our services are not directed at children, and we do not knowingly collect personal information from children through the
website.
16. Changes to this policy
We may update this policy when our services, suppliers or legal obligations change. The latest version will be published on
this page with its updated date.
Website setup note: This policy should be linked from the website footer and from every enquiry or quotation form.
Wix's cookie consent controls should be configured so that non-essential analytics and marketing cookies do not load before
the visitor gives consent.