Privacy Policy

Privacy Policy

Please read this Privacy Policy together with our Website Terms & Conditions on warmboxheating.co.uk.

WarmBox is available at warmboxheating.co.uk.

1. Who We Are

WarmBox is a trading name of WarmCare Installations Limited, Company No. 13425045, registered office: Asm House, 103a Keymer Road, Hassocks, West Sussex, United Kingdom, BN6 8QL ("we", "us", "our").

WarmCare Installations Limited is the data controller responsible for your personal data as described in this policy.

We may share your personal data with trusted third parties who help us deliver your service, including for claims handling, repairs and installation work, and customer service. Further detail is set out in section 6 below.

2. Scope and Age Restriction

This policy applies to visitors to warmboxheating.co.uk and to WarmBox members and customers. Our website and services are intended for users aged 18 and over, and we do not knowingly collect personal data from anyone under 18.

3. Information We Collect

Information you provide to us

This includes information you provide when you make an enquiry, take out a membership, or request a service:

• Name, address, email address, and phone number
• Payment or billing details, where applicable
• Property and appliance details relevant to your membership or service request
• Details of your enquiry, request, or correspondence with us

Information collected automatically when you browse our website

• IP address, browser type, and device information
• Operating system
• Pages visited and time spent on the site
• Cookie data, as explained in section 5 below

4. How We Use Your Information and Our Legal Basis

Under UK GDPR Article 6, we only process your personal data where we have a valid legal basis to do so.

We do not use automated decision-making or profiling that produces legal or similarly significant effects about you.

5. Cookies and Similar Technologies

We use essential cookies that are necessary for our website to function. These do not require your consent.

We only use non-essential cookies, such as analytics or advertising cookies, with your consent. When you first visit our site, you will be asked to accept or reject these categories of cookies. You can change your preferences at any time via the cookie settings link on our website, or by managing cookies through your browser settings.

Some third-party providers, such as analytics services, may set their own cookies if you consent to their use. We do not control how those third parties use cookies, and you should review their own privacy and cookie policies.

6. Who We Share Your Information With

We do not sell your personal data. We may share your information with trusted third parties only where necessary, including:

• Claims handling providers, to manage and process claims relating to your membership or service
• Engineers, technicians, and contractors assigned to carry out your installation, service, or repair, limited to the details needed to complete the job
• Customer service providers, to help handle enquiries, membership requests, and support on our behalf
• Other service providers who support our operations, such as hosting providers, payment processors, CRM providers, and analytics providers, who are contractually required to protect your data and use it only to provide services to us
• Legal and regulatory bodies, where required to comply with a legal obligation, enforce our agreements, or protect safety and security

7. International Transfers

Some of our service providers may store or process data outside the United Kingdom. Where this happens, we ensure an appropriate safeguard is in place, such as the UK International Data Transfer Agreement, UK-approved Standard Contractual Clauses, or reliance on a UK adequacy decision, in accordance with the UK GDPR.

8. Data Retention

We keep personal data only for as long as reasonably necessary to deliver your membership or service, maintain records for operational purposes, comply with legal, tax, or dispute-resolution obligations, and prevent fraud.

Retention periods vary depending on the type of record, 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, meaning you can 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 if you believe we have not handled your data properly

To exercise any of these rights, contact us using the details in section 13 below.

10. Security

We use practical security measures designed to protect your personal information, which may include secure connections, SSL/TLS, access controls limiting who can access data, secure storage, and system monitoring and testing to reduce risk.

No online system is completely secure, but we take reasonable steps to reduce the risk of unauthorised access or misuse.

11. Children's Privacy

Our website and services are not intended for children under 18, and we do not knowingly collect personal data from children.

12. Third-Party Links

Our website may include links to third-party websites. We are not responsible for their content, security, or privacy practices, and you should review their own policies before sharing your information with them.

14. Changes to This Policy

We may update this Privacy Policy from time to time to reflect operational changes or changes in applicable law. When we do, we will post the revised version here and update the "last updated" date shown above.