Privacy Policy

Last updated: 21/05/2026

This privacy policy explains how Refrigerant.co.uk collects, uses and shares personal information.

Under UK GDPR, people must be told what personal data is collected, why it is used, how long it is kept and who it is shared with. Privacy information should be provided when personal data is collected.

1. Who we are

Refrigerant.co.uk is an information and introduction platform for refrigerant supplier options and air-conditioning service enquiries.

For data protection purposes, the controller is:

Name: Refrigerant.co.uk

2. What personal information we collect

We may collect the following information when you use the website or submit a form:

name;
email address;
phone number;
company name, if provided;
postcode or location;
enquiry type;
refrigerant type;
air-conditioning system details;
photos or files uploaded through the form;
message content;
date and time of enquiry;
page or form submitted from;
basic technical information such as IP address, browser type and device information.

3. How we use your information

We use personal information to:

respond to your enquiry;
route your enquiry to a relevant independent supplier or AC engineer;
help suppliers or engineers contact you about your request;
manage website enquiries;
keep records of leads, referrals and commissions;
improve the website and services;
prevent spam, misuse or unlawful activity;
comply with legal obligations.

4. Lawful basis for using your information

We rely on one or more lawful bases depending on how your data is used. The ICO says at least one lawful basis must apply before personal data is processed or shared.

For enquiries, our lawful bases may include:

Consent — where you tick a box agreeing that we may share your enquiry with a suitable supplier or engineer.

Legitimate interests — where we need to process enquiries, manage referrals, prevent misuse and operate the website.

Contract or pre-contract steps — where you ask us to take steps before entering into a possible contract with a supplier or engineer.

Legal obligation — where we need to keep records or respond to lawful requests.

5. Sharing your information

If you submit an enquiry, we may share your details with:

independent air-conditioning engineers;
refrigerant suppliers;
website hosting providers;
form processing providers;
email providers;
IT support providers;
professional advisers, if needed;
authorities, regulators or law enforcement where legally required.

We only share information where it is relevant to your enquiry or where we have another lawful reason to do so.

For example, if you ask for an AC service quote, we may share your name, contact details, postcode, system details and uploaded photos with an independent AC engineer so they can contact you.

If you ask for supplier help, we may share relevant enquiry details with a refrigerant supplier.

6. Independent suppliers and engineers

Independent suppliers and engineers are responsible for how they handle your information once they receive it.

They may contact you directly about your enquiry.

Any contract for supply or services is made directly between you and the relevant supplier or engineer.

7. Form consent wording

Our enquiry form may ask you to confirm:

I agree that Refrigerant.co.uk may share my enquiry details with a suitable independent supplier or AC engineer so they can contact me about this request.

Do not submit the form if you do not want your enquiry details shared for this purpose.

8. How long we keep your information

We keep personal information only as long as reasonably necessary.

Typical retention periods:

general enquiries: up to 24 months;
lead and referral records: up to 6 years where needed for accounting, tax or dispute records;
consent records: up to 6 years;
spam or blocked enquiries: as long as needed to prevent misuse.

We may delete information sooner if it is no longer needed.

9. Cookies and tracking

At launch, Refrigerant.co.uk does not intentionally use analytics, advertising pixels, remarketing tools or non-essential tracking cookies.

If the website uses only cookies that are strictly necessary for the website or form to work, cookie consent is not normally required.

If we later add tools such as Google Analytics, Meta Pixel, Hotjar, advertising cookies or similar tracking technologies, we will update this policy and add an appropriate cookie consent mechanism where required.