Climovate Privacy Policy

1. Who we are

Climovate Limited provides ventilation, heating, cooling and heat recovery products, technical support and related services. We respect your privacy and are committed to handling personal information responsibly.

This policy explains how we collect, use, store and share personal information when you visit our website, contact us, request technical advice or a quotation, attend a CPD or event, purchase products or services, or interact with us as a business contact or supplier.

The organisation responsible for this information, known as the data controller, is:

• Legal company name: Climovate Limited
• Company number: 17330642
• Postal address: 13 Wall Park Road Brixham, Devon TQ5 9UE United Kingdom
• Email: info@climovate.co.uk
• Telephone: 01803 446053
• Website: www.climovate.co.uk

For privacy questions or requests, please contact us using these details and mark your correspondence “Data protection”.

2. The personal information we collect

Depending on how you interact with us, we may collect:

• Your name, job title, employer, business address, email address and telephone number.
• Enquiry details, correspondence, meeting notes and communication preferences.
• Information about projects, properties, specifications and product requirements, where this identifies you or another person.
• Quotations, orders, delivery details, invoices, payment status and transaction records.
• Technical support, installation, commissioning, warranty and after-sales records.
• CPD and event bookings, attendance and feedback.
• Marketing preferences, consent records and objections to marketing.
• Website information such as IP address, browser and device details, pages visited and cookie choices, where collected by our website systems.

Please only provide personal information about other people where you are authorised to do so. We do not ask for sensitive personal information, such as health information, through our general enquiry forms.

3. Where we obtain information

We collect information directly when you complete a form, telephone or email us, meet us, place an order, or register for a CPD or event.

We may also receive business contact and project information from colleagues in your organisation, customers, suppliers, installers, authorised sales representatives, project partners and referrals. We may obtain relevant professional information from publicly available company websites, professional directories, planning and procurement sources, and business networking platforms.

Where we obtain your personal information indirectly, we will provide the relevant privacy information within the legally required timeframe, normally within one month, or earlier if we first contact you or disclose your information before then, unless a legal exception applies.

4. How we use information and our lawful bases

We use personal information only where we have a lawful basis under UK data protection law.

Where we rely on legitimate interests, we consider whether our use is necessary and proportionate and balance our interests against your rights and reasonable expectations.

Providing information is generally voluntary. If you do not provide the contact, project or delivery details necessary for an enquiry or order, we may be unable to respond, provide the requested service or fulfil the order. We will explain any specific legal or contractual requirement when it applies.

5. Marketing communications

We may contact relevant business contacts about Climovate products, technical updates, CPDs and services related to their professional role.

For business email marketing to employees of limited companies and other corporate subscribers, we may rely on legitimate interests where appropriate. We identify ourselves and provide a straightforward way to opt out.

For individuals, sole traders and certain partnerships, we obtain consent before sending unsolicited marketing emails or texts unless the existing-customer “soft opt-in” applies. We use that exception only where we obtained your details directly during a sale or genuine negotiations for a sale of our products or services, market our own similar products or services, and offered an opt-out both when collecting your details and in each subsequent message.

Where we make marketing calls, we comply with applicable calling restrictions, including checking the Telephone Preference Service and Corporate Telephone Preference Service registers and respecting previous objections.

You have an absolute right to object to the use of your personal information for direct marketing at any time. Use an unsubscribe link or contact us using the details in section 1. We will stop using your information for that purpose. Where marketing relies on consent, you may also withdraw that consent at any time without affecting the lawfulness of earlier processing.

We may retain a minimal suppression record so that we can honour your preference. Opting out of marketing does not prevent necessary communications about an enquiry, order or service.

6. Cookies and website technologies

Our website may use cookies or similar technologies to operate securely, remember choices and, where enabled, measure usage or support marketing.

Where consent is required, these technologies are used only after you agree. You can refuse optional cookies or withdraw consent through [insert link or instructions for cookie settings].

Our [Cookie Policy — insert link] explains the technologies actually used, their providers, purposes and durations, and how you can manage them. Any technology used under a legal exception will be explained there, including any required objection mechanism.

7. Who we share information with

We share information only where necessary for the purposes described in this policy. Recipients may include:

• Website hosting, email, IT support, cloud storage and security providers.
• Customer relationship management, accounting and payment service providers.
• Marketing and website agencies working on our behalf.
• Manufacturers, suppliers, installers, commissioning partners, delivery companies and authorised sales representatives involved in your enquiry, project or order.
• Professional advisers, including accountants, insurers and legal advisers.
• Regulators, courts, law enforcement bodies and other authorities where disclosure is legally required or justified.

Providers processing information on our behalf are subject to appropriate contractual requirements. Some recipients, such as professional advisers or delivery partners, may act as independent controllers for their own purposes.

If our business is sold, reorganised or merged, relevant information may be shared with advisers and prospective or new owners, subject to appropriate confidentiality and data protection safeguards.

We do not sell your personal information.

8. International transfers

Some service providers may store or access personal information outside the UK. Where this occurs, we use an applicable UK adequacy arrangement or appropriate safeguards, such as the UK International Data Transfer Agreement or UK Addendum to approved standard contractual clauses, together with any necessary additional measures.

You can contact us for information about the safeguards relevant to your information and how to obtain a copy.

9. How long we keep information

We keep personal information only for as long as necessary for the purpose for which it was collected, including applicable legal, accounting, warranty and claims requirements.

Our retention approach is:

• Enquiries and unsuccessful quotations: retained while the enquiry or project remains active and for a reasonable follow-up period, taking account of project timescales and the date of last meaningful contact.
• Customer, supplier and transaction records: retained for the relationship and afterwards for applicable statutory accounting, tax and legal claims periods.
• Technical, commissioning and warranty records: retained for the relevant support or warranty period and any further period necessary to address legal claims or contractual obligations.
• CPD and event records: retained for administration, attendance evidence and relevant professional accreditation requirements.
• Marketing contacts: reviewed periodically and removed when no longer relevant, unless a limited record is required to honour an objection or demonstrate compliance.
• Website logs and cookie information: retained for the periods specified by the relevant security settings and Cookie Policy.

We delete or anonymise information when it is no longer needed. A legal dispute or preservation requirement may require us to retain particular records longer.

10. Keeping information secure

We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure. Access is limited to people who need it for their work, and we assess the safeguards of relevant service providers.

No transmission or storage system can be guaranteed completely secure. Please avoid sending unnecessary sensitive information through general website forms or ordinary email.

11. Your rights

Depending on the circumstances and applicable legal exceptions, you may have the right to:

• Request access to your personal information and a copy of it.
• Ask us to correct inaccurate or incomplete information.
• Ask us to erase information.
• Ask us to restrict how we use information.
• Object to processing based on legitimate interests.
• Receive certain information in a portable format or request its transfer to another provider.
• Withdraw consent where we rely on it.

Your right to object to direct marketing applies at any time, without needing to give a reason.

To exercise your rights, contact us using section 1. We may need to confirm your identity. We normally respond within one month, subject to any extension, clarification process or exception allowed by law. Requests are usually free of charge.

12. Automated decisions

We do not make decisions about you based solely on automated processing, including profiling, that produce legal or similarly significant effects.

13. Complaints

Please contact us if you have a concern about how we handle your information so that we can investigate and respond.

You also have the right to complain to the Information Commissioner's Office, the UK's data protection regulator, at any time:

• Website:
• Telephone: 0303 123 1113
• Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

14. Changes to this policy

We may update this policy as our business, services or legal obligations change. The latest version will appear on our website with its update date. Where required, we will bring significant changes to your attention directly.