Privacy notice

Who we are

B-Cool Ltd (“B-Cool”, “we”) is responsible for the personal information described here. Our registered office is 75 Eaton Square, London, England, SW1W 9AW, our company number is 17440061, and our registration number with the Information Commissioner’s Office is ZC254466. You can contact us at hello@b-cool.co.uk.

Information about your home

To work on a street, we make a record of each home on it:

• the address;
• information about the property from public registers, including the government’s register of energy performance certificates. We keep only the details we need, not the certificate itself;
• what can be seen of the outside of the property in publicly available maps and imagery.

Because this information is linked to an address, it can relate to the people who live there, so we treat it as personal information. We use it to work out whether we can fit air conditioning in a home and at what price, and to send a leaflet. We rely on our legitimate interests in offering our service to the homes on the streets we work on.

We don’t use it to find out who lives in a home. If you’d rather not get leaflets from us, tell us and we’ll stop — email hello@b-cool.co.uk with the address, and we’ll take it off the list for good.

What we don’t do

We don’t buy, sell or rent mailing lists. We don’t use advertising networks, we don’t track you across other websites, and we don’t profile you. Nothing we hold is used to target advertising at you, and we don’t collect your device’s location.

Your leaflet and price page

Every leaflet has its own code. We keep a record of each leaflet we send, including its code, the address and the price on it, so that we can honour the price. When you open your price page, we look up your code to show you your price, and we record that the page was opened and the type of browser it was opened in, so that we know which leaflets are used.

When you get in touch or book

If you give us your details on your price page, contact us or book, we hold the details you give us — your name, phone number and email address, the details of your booking, what you told us about your home, and our correspondence with you.

We use them to contact you about your price, reply to you, arrange and carry out the work, take payment on the day, and look after your system afterwards. We rely on taking steps towards a contract with you and performing it, on our legal obligations such as keeping records of the work, and on our legitimate interests in showing the work was done properly if a question arises later.

Photos you send us

After you book, we ask for a few photos: your fuse box, your electricity meter, and the wall in each room where a unit is going. They are for the crew, so they arrive with the right kit, and only we see them. Sending them is up to you.

They are held in private storage, which means nobody can open them without our own key, and we delete them a year after your installation. If you’d like them deleted sooner, ask us.

Who we share it with

We use service providers to run our business, including our website host, our database provider, the storage we keep your photos in, the service that sends our emails, and the printer who prints our leaflets. We also share what’s needed with the installers who carry out the work, and with our professional advisers, such as our accountant or insurer. They use the information only to provide their service to us, under a contract, and they may not keep it afterwards or pass it on.

Some of our providers are based outside the UK or use systems outside the UK. Where information is handled outside the UK, we make sure appropriate safeguards are in place.

If our business is sold or transferred, records may pass to the buyer, who would be bound by this notice.

How long we keep it

• Records of homes on a street we’re working on — while we’re working in that area.
• Leaflets and the prices on them — kept, so we can honour and explain a price we promised.
• An enquiry or call-back that doesn’t lead to a booking — 12 months.
• Bookings and installations — 6 years after the installation, for the guarantee, our accounts and any legal claim.
• Photos you send us — 1 year after the installation.
• Website and email logs — up to 12 months.

When we no longer need something, we delete it or strip out what identifies you.

Keeping it safe

We use appropriate technical and organisational measures to protect your information. No system can be promised to be completely secure, but access is limited to the people who need it, and your photos in particular are held where nothing can be opened without our own key.

Children

Our service is for people aged 18 or over, and we don’t knowingly collect information about children. If you think we hold information about a child, tell us and we’ll delete it.

Your rights

You have the right to:

• ask for a copy of the information we hold about you;
• ask us to correct it;
• ask us to delete it, in some circumstances;
• object to our using it, including for leaflets — if you object to leaflets, we stop;
• ask us to restrict how we use it, in some circumstances;
• ask us to pass it to someone else, in some circumstances;
• withdraw your consent, where we relied on it. That doesn’t affect anything we did beforehand.

To use any of these rights, email hello@b-cool.co.uk. We don’t charge for this, and we’ll reply within one month.

If you’re unhappy

Tell us first if you can — email hello@b-cool.co.uk, and we’ll acknowledge it within 30 days, look into it without unnecessary delay, and explain the outcome.

You can also complain to the Information Commissioner’s Office, the UK’s data protection regulator, at any time:

• Website — ico.org.uk/make-a-complaint
• Helpline — 0303 123 1113
• Post — Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Changes to this notice

If we change how we use your information, we’ll update this page. Where a change matters to you, we’ll tell you directly.

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