Chillax Engineering Ltd is the controller responsible for the personal information described in this policy. We provide air conditioning, refrigeration, commissioning and related engineering services. This policy covers our website, service enquiries, customer contacts and newsletter subscriptions. Employment and recruitment information is outside the scope of this policy.

Website: https://chillaxengineering.com
Postal address: Wells House, Church Lane, Yelden, Bedfordshire, MK44 1AU
Privacy enquiries: service@chillaxengineering.com

You can contact us using these details to ask about your information, exercise your rights or make a privacy complaint.

Information we collect and where it comes from

Contact details you give us, including your name, work email, telephone number, company and job role.

Enquiry and project details, such as service requirements, site locations, correspondence, quotations and relevant documents.

Customer administration records, including instructions, project contacts, invoicing details and payment records where relevant.

Newsletter subscription preferences and records showing when and how you subscribed or unsubscribed.

Technical information processed when our website is delivered and protected, which can include IP address, browser and device information, requested pages, timestamps and error or security events.

We receive information directly from you through forms, email, telephone and business communications. An employer, colleague or customer may provide your work contact details to involve you in a project. Website and hosting services may generate technical information automatically. Please do not send sensitive personal information through general enquiry forms.

Why we use information and our lawful bases

Enquiries and quotations: We use your details to answer questions and prepare quotations. Where you personally intend to enter a contract with us, we rely on taking steps at your request before that contract. For representatives of business customers, we rely on our legitimate interests in responding to enquiries and managing business relationships.

Service delivery: We use relevant information to arrange work, communicate with project contacts and manage customer relationships. We rely on performance of a contract where you are personally a party to it, or our legitimate interests in providing and administering services where you represent a business.

Records and security: We rely on legal obligations for applicable tax and accounting records, and legitimate interests to protect our website, prevent misuse, resolve disputes and establish, exercise or defend legal claims.

Newsletters and your choices

We use consent for subscriptions to our email newsletter. Enquiring about a service or becoming a customer does not automatically subscribe you. You can withdraw consent using the unsubscribe link in an email or by contacting us. This does not affect the lawfulness of processing before withdrawal. Necessary project and service communications are separate from marketing.

You can browse our public pages without submitting an enquiry. If you do not provide contact or project information needed for a request, we may be unable to answer fully, provide a quotation or carry out the work.

Website forms and technical services

Our website uses WordPress to manage its content and Divi to build and display its pages. When you send an enquiry, we use the details you enter to respond and manage any resulting work. Relevant information is kept in our restricted enquiry or customer records. Authorised website administrators and service providers may access information where needed to operate, support or secure these systems.

Information provided through website forms is processed using our website, hosting and business communication systems so that our team can receive and respond to your enquiry. Relevant service providers may process the information on our behalf to deliver, maintain or protect these systems.

Cookies and other website technologies

WordPress uses cookies when authorised users log in, to authenticate them, maintain their session and remember interface preferences. These functions relate to account access and website administration. Where we use other cookies or similar technologies, we provide information about their purposes and obtain consent before using them where required by law. You can withdraw consent where it has been given. You can also manage cookies through your browser settings, although blocking necessary cookies may affect some functions.

If you choose to interact with embedded content from another provider, such as a social media feed, map or video, that provider may receive technical information about your device and interaction when the content loads. Its own privacy information will also apply. External links take you to websites operated by other organisations.

Who receives information

We share relevant information with authorised staff and, where needed, website hosting and maintenance providers, email and business file storage services, IT support, newsletter delivery services, accounting services and professional advisers. Engineers or subcontractors receive only the project and contact information needed for their work. Authorities or legal advisers may receive information where required by law or necessary for legal claims. We do not sell personal information.

Processing outside the UK

Some technology services can involve processing or access outside the UK. Where we make a restricted international transfer of personal information, we require a lawful transfer arrangement, such as applicable UK adequacy regulations or appropriate contractual safeguards. You can contact service@chillaxengineering.com for information about the arrangements relevant to your data and how to obtain details of any applicable safeguards.

How long we keep information

We use the following retention periods. We keep only records necessary for the stated purpose, and review information when that purpose ends.

Enquiries that do not become work: 12 months after the enquiry is closed or our last substantive contact, whichever is later.

Customer and project contact records: normally six years after project completion or the end of the relevant service relationship, whichever is later. Specific records may be retained longer where needed for contractual, warranty, insurance, statutory or legal-claim requirements. We document that reason and review date.

Accounting and supporting transaction records: at least six years from the end of the financial year they relate to, with longer retention where tax rules or an ongoing enquiry require it.

Newsletter delivery records: while you remain subscribed. Consent evidence is retained for three years after the last marketing sent under that consent. We retain a minimal suppression record for as long as needed to honour an unsubscribe request, rather than using it for further marketing.

Working copies of website form submissions: deleted within 30 days of successful receipt and transfer to the relevant business record; this does not delete the enquiry or project record itself.

Technical logs are kept for operational monitoring, fault detection and security investigations. Relevant incident evidence may be retained until the investigation and any resulting legal or security need ends. Recovery backups remain until replaced or expired under the applicable backup cycle.

Where a legal hold or active dispute applies, we restrict the relevant records and retain them until the need ends. Information is then securely deleted or anonymised. Copies remaining in backups are restricted to recovery purposes and removed through the backup cycle. If a backup is restored, relevant deletion and restriction requirements are reapplied.

Security and your rights

We use appropriate access controls and technical and organisational measures to protect personal information. No online system is completely secure.

Depending on the circumstances, you can request access, correction, erasure, restriction of use or a portable copy of relevant information. You can withdraw consent where we rely on it. Rights are subject to applicable conditions and exemptions. We may need proportionate information to verify your identity. We normally respond without undue delay and within one calendar month; we will explain any lawful extension.

Your right to object

You can object to processing based on legitimate interests on grounds relating to your particular situation. You have an absolute right to object to direct marketing, including related profiling. Contact us or use the unsubscribe option to stop marketing.

Complaints and policy changes

To ask questions, exercise your rights or make a privacy complaint, use the email or postal address at the start of this policy. We acknowledge privacy complaints within 30 days, investigate without undue delay and keep you informed. You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator, at https://ico.org.uk/make-a-complaint/.

We review this policy when our services or practices change and update the date above. Where required, we provide updated information before starting a new use of personal information.