WarmBox (warmboxheating.co.uk)
1. Introduction
WarmBox is a trading name of WarmCare Installations Limited. This policy explains how we may share your personal information with trusted third parties who help us deliver your service, and how we protect your data in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We want you to understand clearly why your information may be passed to other organisations that help us support your membership and service.
2. Who We Are
WarmCare Installations Limited (Company No. 13425045), registered office: Asm House, 103a Keymer Road, Hassocks, West Sussex, United Kingdom, BN6 8QL, trading as WarmBox, is the data controller responsible for your personal data as described in this policy.
3. Why We Share Information With Third Parties
We may share your personal data with trusted third parties only where necessary to:
- Handle claims relating to your membership or service
- Arrange and carry out repairs, servicing, and installation work
- Provide customer service, including handling enquiries, membership requests, and support
- Process payments and manage billing
- Maintain accurate records so you don’t need to repeat information unnecessarily
- Meet our legal, regulatory, and health & safety obligations
- Investigate and respond to complaints or quality concerns
- Improve our services (using anonymised or aggregated data wherever possible)
We do not share your information with third parties for unrelated marketing purposes without a proper legal basis, as explained below.
4. Our Legal Basis for Sharing Your Data
Under UK GDPR Article 6, we rely on the following legal bases:
| Purpose | Legal Basis |
| Delivering your membership, installation, or service | Performance of a contract |
| Handling claims, repairs, and customer service enquiries | Performance of a contract / legitimate interests (efficient service delivery) |
| Compliance with gas/heating safety regulations | Legal obligation |
| Direct marketing communications | Consent (where required) or legitimate interests, with an opt-out always available |
Where we share your data with third parties, this is supported by a written data sharing or data processing agreement, and we have assessed that this sharing does not override your rights and freedoms and is limited to what is necessary for the purpose described.
5. What Information We Share
Depending on your relationship with us, this may include:
- Name, address, and contact details
- Property and appliance details relevant to your membership or installation
- Membership, service, and payment history
- Call recordings and notes from customer service interactions
- Correspondence and complaint records
We do not share special category data (such as health data) unless it is directly relevant to a service request (for example, accessibility needs for an engineer visit) and only with your knowledge.
6. How We Protect Your Data
- Access to your data is limited to staff and contractors who need it to do their job
- Third parties we work with are contractually required to handle your data securely and in line with this policy
- Data is stored on secure systems with appropriate technical and organisational safeguards
- We do not sell your personal data to third parties
7. Sharing Outside These Purposes
We may also share limited data with other trusted third parties who support our operations (for example, payment processors, CRM providers, or IT hosting providers), always under a data processing agreement. We do not share your data with unrelated third parties for their own marketing purposes.
8. How Long We Keep Your Data
We retain personal data only for as long as necessary to fulfil the purposes described in this policy, and to meet our legal, accounting, or reporting requirements. Retention periods vary depending on the type of record (e.g. membership records, financial records, call recordings) and further detail is available on request.
9. Your Rights Under UK GDPR
You have the right to:
- Access the personal data we hold about you
- Rectify inaccurate or incomplete data
- Erase your data in certain circumstances
- Restrict or object to certain processing
- Data portability (receive your data in a portable format)
- Withdraw consent at any time where processing is based on consent
- Complain to the Information Commissioner’s Office (ICO) if you believe we have not handled your data properly
To exercise any of these rights, contact us using the details below.
10. Contact Us
If you have any questions about this policy or how your data is shared and used, please contact:
Data Protection Contact
WarmCare Installations Limited (trading as WarmBox)
Email: [email protected]
Address: Asm House, 103a Keymer Road, Hassocks, West Sussex, United Kingdom, BN6 8QL
If you are not satisfied with our response, you can contact the ICO:
Website: ico.org.uk
Helpline: 0303 123 1113
11. Changes to This Policy
We may update this policy from time to time to reflect changes in our practices or legal requirements. The latest version will always be available on this page, with the “last updated” date shown above.
This policy should be read alongside our full Privacy Policy and Cookie Policy.