Privacy Policy
Last updated: August 2026
Introduction and Scope
EasyCooling ("EasyCooling", "we", "us" or "our") provides residential, multi-room and commercial air conditioning quotations, supply, installation and aftercare services across London and the South East, together with an online quotation and booking tool accessible at easy.patsatech.com (the "Site"). This Privacy Notice sets out, in detail, how we collect, use, store, share and safeguard personal data belonging to visitors to the Site, prospective customers who request a quotation, customers who book an installation or servicing visit, and any other individual whose personal data we process in connection with our business.
We are committed to processing personal data fairly, lawfully and transparently, in accordance with the UK General Data Protection Regulation ("UK GDPR"), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003 as amended ("PECR"). This Notice should be read together with our Terms and Conditions and our Cookie Policy, both of which are available on the Site.
This Notice applies regardless of the device or channel you use to interact with us, including the Site, our quotation form, telephone enquiries, email correspondence, and any social media channels we operate.
Who We Are and How to Contact Us
For the purposes of UK data protection law, EasyCooling is the controller of personal data collected through the Site and in the course of providing our services. If you have any question, concern, or request relating to this Notice or to our handling of your personal data, please contact us through the details published on the Contact page of the Site at easy.patsatech.com/contact. We aim to respond to all privacy-related enquiries within one calendar month.
Definitions
In this Notice, the following expressions have the following meanings, unless the context requires otherwise:
- "Personal data" means any information relating to an identified or identifiable living individual.
- "Processing" means any operation performed on personal data, including collection, storage, use, disclosure, and erasure.
- "Special category data" means personal data revealing health, racial or ethnic origin, religious belief, or other categories afforded heightened protection under Article 9 of the UK GDPR.
- "Controller" means the entity that determines the purposes and means of processing personal data.
- "Processor" means an entity that processes personal data on behalf of, and under the instructions of, a controller.
- "You" or "your" means the individual visitor, enquirer, or customer to whom personal data relates.
Personal Data We Collect
We collect personal data that you provide to us directly, personal data generated through your use of the Site and our services, and, in limited circumstances, personal data obtained from third parties. The categories of personal data we collect are set out below.
4.1 Identity and Contact Data
- Full name
- Postal and billing address
- Postcode
- Email address
- Telephone number(s)
4.2 Property and Quotation Data
- Property type, tenure (owner-occupier, landlord, or tenant), and approximate age or construction of the building
- Number, size, and layout of rooms to be cooled
- Access notes, parking arrangements, and preferred location for outdoor condensing units
- Photographs or written descriptions you choose to upload or describe in support of a quotation
- Responses provided through our online quotation questionnaire
4.3 Booking, Contract and Payment Data
- Installation and servicing appointment dates
- Order references, invoice numbers, and deposit records
- Package or system selected, including brand and specification
- Finance application status where you apply for third-party consumer finance (see section 9 below); we do not receive or store full loan application details, which are processed directly by the finance provider
- Payment confirmation data from our payment processor; we do not receive, process or store full payment card numbers
4.4 Communications Data
- Records of correspondence between you and us, whether by telephone, email, webchat, or written letter, including enquiries, feedback, and complaints.
4.5 Technical and Usage Data
IP address, browser and device type, operating system, referral source, pages visited, and interaction with the Site, collected automatically through server logs and cookies. Further detail is set out in our Cookie Policy.
4.6 Marketing Preferences
- A record of whether you have opted in or opted out of receiving marketing communications from us, and your channel preferences.
4.7 Special Category Data
We do not intentionally request or collect special category data. Where a household member has a condition relevant to installation planning (for example, a respiratory condition relevant to ventilation requirements) and you volunteer that information, we will process it solely for the purpose you disclosed it, with appropriate additional safeguards, and will not retain it for longer than necessary for that purpose.
How We Use Your Personal Data and Our Legal Bases
We only process personal data where we have a valid legal basis for doing so under Article 6 of the UK GDPR. The table below sets out our principal purposes of processing and the corresponding legal basis relied upon for each.
| Purpose of Processing | Description | Legal Basis |
|---|---|---|
| Providing quotations | Assessing your property and requirements to generate a fixed-price quotation | Steps taken at your request prior to entering a contract (Article 6(1)(b)) |
| Fulfilling bookings | Scheduling surveys, installation, commissioning, and servicing visits | Performance of a contract (Article 6(1)(b)) |
| Processing payments and finance referrals | Taking deposits, final payments, and introducing you to third-party finance providers where requested | Performance of a contract; legal obligation for financial record-keeping (Article 6(1)(b) and (c)) |
| Customer support and complaints handling | Responding to enquiries, resolving issues, and improving service quality | Legitimate interests in operating an effective customer service function (Article 6(1)(f)) |
| Warranty registration and aftercare | Registering manufacturer warranties and administering our workmanship guarantee | Performance of a contract; legitimate interests in supporting our customers after installation |
| Direct marketing | Sending updates, seasonal offers, and servicing reminders where you have opted in | Consent, or legitimate interests for existing customers in relation to similar services, subject always to your right to object (Article 6(1)(a) or (f)) |
| Site security and fraud prevention | Detecting and preventing fraudulent quotation requests, abuse of the Site, and unauthorised access | Legitimate interests in protecting our business and our customers (Article 6(1)(f)) |
| Regulatory and tax compliance | Retaining records required under tax, accounting, health and safety, and F-Gas regulations | Legal obligation (Article 6(1)(c)) |
| Analytics and service improvement | Understanding how the Site and quotation tool are used in order to improve them | Consent for non-essential analytics cookies; legitimate interests for aggregated, non-identifying analysis |
We do not use your personal data for any purpose that is incompatible with the purposes set out above without first notifying you and, where required, obtaining your consent.
Automated Decision-Making
Our online quotation tool uses a rules-based calculation, informed by the information you provide, to generate an indicative fixed price. This process assists us in preparing a quotation but does not produce a decision with legal or similarly significant effect on you without the opportunity for human review; every quotation may be queried, and every booking is confirmed by a member of our team before work commences. We do not use profiling to make automated decisions about your eligibility for our services. Where a third-party finance provider uses automated credit-scoring in assessing a finance application, that processing is carried out by the finance provider as an independent controller under its own privacy notice.
Sharing and Disclosure of Personal Data
We disclose personal data only where necessary and only to recipients who are contractually or legally bound to protect it. Recipients may include the following categories.
- Self-employed installation engineers and subcontractors engaged to carry out surveys, installations, and servicing on our behalf
- Payment processing providers who handle card and online payments
- Third-party consumer finance providers, where you choose to apply for finance
- Website hosting, cloud storage, email, and customer relationship management (CRM) service providers who support our IT infrastructure
- Equipment manufacturers and their warranty administration partners, for the purpose of registering your product warranty
- Professional advisers, including accountants, insurers, and legal advisers, where necessary for the operation of our business
- Regulators, courts, and law enforcement authorities, where we are required to do so by law or in order to establish, exercise, or defend legal claims
We do not sell personal data to third parties, and we do not share personal data with third parties for their own independent marketing purposes without your explicit consent.
International Transfers
Some of the service providers referred to in section 7 may store or process personal data outside the United Kingdom. Where this occurs, we ensure that an adequate level of protection is maintained, whether through the destination country benefiting from UK adequacy regulations, through the use of the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, or through another safeguard recognised under UK data protection law. Further information about specific transfers can be obtained by contacting us.
Consumer Finance Referrals
Where our Site or an EasyCooling representative offers interest-free or other finance, EasyCooling acts as a credit broker, not a lender, and will introduce you to a limited number of finance providers. If you choose to proceed, the finance provider will separately collect, process, and be the data controller for the personal data required to assess and administer your credit application, in accordance with its own privacy notice, which will be provided to you before you submit an application. EasyCooling retains a limited record of the fact and status of any finance referral for our own contractual and accounting purposes.
Data Retention
We retain personal data only for as long as reasonably necessary for the purposes for which it was collected, having regard to the amount, nature, and sensitivity of the data, the purposes of processing, and any applicable legal or regulatory retention requirement. Our standard retention periods are as follows.
| Category of Data | Typical Retention Period |
|---|---|
| Quotation enquiries that do not proceed to booking | Up to 12 months from the date of the enquiry, after which the data is deleted or anonymised |
| Customer and installation records, including contracts and invoices | For the duration of any applicable warranty, and thereafter for up to seven years to satisfy tax, accounting and consumer protection obligations |
| Marketing consent and preference records | For as long as you remain subscribed, and for a reasonable period thereafter as evidence of consent history |
| Website server and security logs | Typically up to 12 months, unless retention is required for an ongoing security investigation |
| Complaint and dispute records | For up to six years following resolution, reflecting the standard limitation period for contractual claims in England and Wales |
Data Security
We maintain technical and organisational measures appropriate to the risk presented by our processing activities, including access controls, encryption of data in transit, staff training on data protection, and contractual data processing terms with our service providers. While we take proportionate steps to protect personal data, no method of electronic transmission or storage is entirely secure, and we cannot guarantee absolute security. If we become aware of a personal data breach that presents a risk to your rights and freedoms, we will notify the Information Commissioner's Office and, where required, affected individuals, in accordance with our statutory obligations.
Your Rights
Subject to applicable exemptions, you have the following rights in relation to personal data we hold about you.
- The right to be informed about how your personal data is used, as set out in this Notice
- The right of access to obtain a copy of the personal data we hold about you
- The right to rectification of inaccurate or incomplete personal data
- The right to erasure of personal data in certain circumstances
- The right to restrict processing in certain circumstances
- The right to data portability, allowing you to obtain and reuse certain data across services
- The right to object to processing carried out on the basis of legitimate interests or for direct marketing purposes
- The right to withdraw consent at any time, where processing is based on consent, without affecting the lawfulness of processing carried out before withdrawal
- Rights in relation to automated decision-making and profiling, to the extent applicable
To exercise any of these rights, please contact us using the details on our Contact page. We may need to verify your identity before acting on a request, and we will respond within the timeframes required by UK data protection law, generally one calendar month from receipt of a valid request.
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the United Kingdom's independent supervisory authority for data protection, at ico.org.uk or by telephone on 0303 123 1113. We would, however, welcome the opportunity to address your concern directly in the first instance.
Cookies and Similar Technologies
The Site uses cookies and similar tracking technologies to operate the quotation tool, maintain security, and, where you consent, to analyse traffic and measure marketing performance. Full details of the categories of cookies used, their purpose, and how to manage your preferences are set out in our separate Cookie Policy, available at easy.patsatech.com/cookies.
Children's Data
Our services are directed at adults who are responsible for arranging installation or servicing works at a residential or commercial property. We do not knowingly collect personal data from children, and the Site is not intended for use by individuals under the age of 16. If we become aware that we have inadvertently collected personal data from a child without appropriate consent, we will take steps to delete that data promptly.
Third-Party Links
The Site may contain links to third-party websites, including finance providers, manufacturer product pages, and review platforms. This Notice does not extend to those third-party websites, and we encourage you to review the privacy notices of any third-party website you visit.
Changes to This Notice
We keep this Notice under regular review and may update it from time to time to reflect changes in our processing activities or applicable law. Material changes will be indicated by an updated "last updated" date at the top of this document and, where appropriate, will be brought to your attention by a prominent notice on the Site.
Contact and Complaints
If you have any question about this Notice or wish to exercise any of your rights, please contact us via the details published on our Contact page at easy.patsatech.com/contact. We take all privacy concerns seriously and will investigate and respond to any complaint promptly.