Privacy Policy

Introduction

IVY 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 use our website or services.

We are registered in England and Wales. Company number and VAT registration details are available on request.

Information We Collect

Information you provide to us

When you contact us or request a quote, we may collect:

• • Your name
• • Contact details (phone number, email address, postal address)
• • Property information (type, location, postcode)
• • Service requirements and preferences
• • Any other information you choose to provide

Information we collect automatically

When you visit our website, we may automatically collect:

• • Device and browser information
• • IP address (anonymized)
• • Pages visited and time spent on our site
• • Referring website or source

How We Use Your Information

We use your personal information to:

• • Respond to your enquiries and provide quotes
• • Arrange site surveys and installations
• • Deliver our services and manage your account
• • Send service reminders and maintenance notifications
• • Improve our website and services
• • Comply with legal obligations

Legal basis: We process your data based on:

• • Consent: You have given clear permission for us to process your data for a specific purpose
• • Contract: Processing is necessary for us to fulfill our contract with you
• • Legitimate interests: Processing is in our legitimate business interests (e.g., improving services), provided this doesn't override your rights

Data Retention

We retain your personal information only for as long as necessary:

• • Enquiries: Up to 2 years from last contact
• • Customer records: 6 years from last service (for warranty and legal compliance)
• • Website analytics: Up to 26 months

After these periods, we securely delete or anonymize your data.

Sharing Your Information

We do not sell your personal data. We may share your information with:

• • Service providers: Trusted partners who help us deliver services (e.g., email providers, payment processors)
• • Manufacturers: For warranty registration and technical support (with your consent)
• • Legal authorities: When required by law or to protect our rights

All third parties are required to keep your data secure and use it only for the purposes we specify.

Cookies and Tracking

Our website uses essential cookies to function properly. We also use optional analytics cookies to understand how visitors use our site and improve the user experience.

Cookie types

• • Essential cookies: Required for basic site functionality (e.g., form submission, session management)
• • Analytics cookies: Help us understand site usage (only with your consent)

You can control cookie preferences through the banner on our website or via your browser settings. Blocking essential cookies may affect site functionality.

Your Rights

Under UK GDPR, you have the right to:

• • Access: Request a copy of the personal data we hold about you
• • Rectification: Correct inaccurate or incomplete data
• • Erasure: Request deletion of your data ("right to be forgotten")
• • Restrict processing: Limit how we use your data
• • Data portability: Receive your data in a common format
• • Object: Object to processing based on legitimate interests
• • Withdraw consent: Withdraw consent at any time (where processing is based on consent)

To exercise any of these rights, please contact us using the details below.

Data Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. These include:

• • Secure encrypted connections (HTTPS/SSL)
• • Regular security audits and updates
• • Access controls and authentication
• • Staff training on data protection

While we strive to protect your data, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security.

Third-Party Links

Our website may contain links to third-party websites (e.g., social media, manufacturers). We are not responsible for the privacy practices of these sites. We encourage you to read their privacy policies.

Children's Privacy

Our services are not directed at children under 16. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

Changes to This Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal requirements. The "Last updated" date at the top will show when changes were made. We encourage you to review this policy periodically.

Significant changes will be communicated via email (for existing customers) or prominently on our website.

Contact Us

If you have any questions about this privacy policy or how we handle your data, please contact us:

Complaints

If you believe we have not handled your data properly, you have the right to lodge a complaint with the UK's supervisory authority:

However, we'd appreciate the opportunity to address your concerns directly before you contact the ICO.