Privacy Policy

1 Who we are

Apex Heating & Air Conditioning is the "data controller" for the personal information described in this policy. That means we decide what information is collected and what it is used for, and we are responsible for looking after it.

This policy covers this website, orders placed with us by any method, and installation or maintenance work we carry out.

Data controller

Apex Heating & Air Conditioning

Postal address

955 Romford Road, London, E12 5JR

Data protection contact

info@apexhvac.co.uk

Telephone

+44 7956 923185

ICO registration

To be confirmed before launch

2 Information we collect

We only collect what we actually need. Most of it comes directly from you when you order, book a service, create an account or contact us.

Information you give us

• Identity and contact details — name, billing and delivery address, email address, telephone number.
• Order details — what you bought, order value, delivery preferences, and any notes you add.
• Installation details — property access notes, room measurements, existing system information and site photographs where relevant to the work.
• Correspondence — emails, WhatsApp messages, contact-form submissions and notes from phone calls.
• Account details — username and a securely hashed password, if you create an account.

Information collected automatically

• Technical data — IP address, browser type and version, device type, and time zone setting.
• Usage data — pages viewed, products viewed, and how you arrived at the site.

3 Why we use it, and our lawful basis

UK GDPR requires us to have a lawful basis for every use of your data. Here is exactly what we do with it and why.

4 Marketing and how to opt out

We only send marketing email to people who have asked for it, or to existing customers about products similar to those they have already bought.

• Every marketing email includes an unsubscribe link that works immediately.
• You can also email info@apexhvac.co.uk at any time and ask us to stop.
• Opting out of marketing does not stop service messages — order confirmations, delivery updates and appointment reminders — which we have to send to fulfil your order.

We do not sell, rent or trade your personal information to third parties for their own marketing.

5 Cookies

Cookies are small files stored by your browser. We use them sparingly.

You can block or delete cookies through your browser settings. Blocking strictly necessary cookies will stop the basket and checkout from working.

6 Who we share it with

We share your information only where it is needed to run the business, and only with organisations bound to protect it.

• Delivery carriers — your name, address and phone number, so your order can be delivered.
• Suppliers and manufacturers — where an item ships direct, or to progress a warranty claim.
• Installation engineers — the access and job details needed to attend your property.
• Payment providers — to take and reconcile payment.
• IT and hosting providers — who host this site and our email under contract.
• Our accountants, and HMRC — for statutory accounting and tax records.
• Regulators, or law enforcement — where we are legally required to disclose information.

Where a provider processes data on our behalf, they act only on our instructions and cannot use your information for their own purposes.

Transfers outside the UK

We aim to keep personal data within the UK or the European Economic Area. If any provider processes data elsewhere, we ensure an appropriate safeguard is in place — an adequacy decision or the UK International Data Transfer Agreement.

7 How long we keep it

We do not keep personal information for longer than we need it.

When a retention period ends we securely delete the data, or anonymise it so that it can no longer identify you.

8 How we keep it safe

• Traffic between your browser and this site is encrypted in transit.
• Account passwords are stored as a one-way hash — we cannot read them, and neither can anyone who obtained the database.
• Access to customer records is limited to staff who need it to do their job.
• Our systems and plugins are kept up to date, and backups are held securely.

No system can be guaranteed completely secure. If a breach ever occurred that was likely to risk your rights and freedoms, we would report it to the Information Commissioner's Office within 72 hours and tell you without undue delay.

9 Your rights

Under UK data protection law you have the following rights. Exercising them is free, and we will respond within one month.

• Access — ask for a copy of the personal data we hold about you.
• Rectification — have inaccurate or incomplete information corrected.
• Erasure — ask us to delete your data where we no longer have a good reason to keep it.
• Restriction — ask us to pause using your data while a dispute about it is resolved.
• Portability — receive the data you gave us in a common machine-readable format.
• Object — object to processing based on our legitimate interests, and to direct marketing at any time.
• Withdraw consent — where we rely on consent, withdraw it at any time without affecting earlier processing.

To make a request, email info@apexhvac.co.uk. We may ask you to confirm your identity first, so that we do not disclose your data to someone else.

10 Children, external links and changes

Children

This site is intended for people aged 18 and over. We do not knowingly collect data about children. If you believe a child has given us their information, contact us and we will delete it.

Links to other sites

Our pages sometimes link to manufacturer or partner websites. We are not responsible for their privacy practices — please read their own policies before giving them your information.

Changes to this policy

We review this policy regularly and will update this page whenever it changes. The date at the top shows when it was last revised. Where a change materially affects how we use your data, we will tell you directly.

This policy should be read together with our Terms & Conditions.