Legal
Privacy policy
This explains what we do with your personal information when you use this website or get in touch with us. We have tried to write it in plain English rather than legal boilerplate.
Who we are
OX Heating & Cooling Ltd is the data controller for the information described here. We are registered in England and Wales, company number 11050689.
- Address: 12 Wodhams Drive, Brackley, Northamptonshire, NN13 6NB
- Email: oxcooling@gmail.com
- Phone: 07538 574018
What we collect and why
When you send an enquiry
The enquiry form asks for your name, email address, phone number, the service you need and your message. We use it to reply to you, arrange a survey and quote for the work. The lawful basis is that we are taking steps at your request before entering into a contract, and where the enquiry does not lead to work, our legitimate interest in answering people who contact us.
We do not need your consent to reply to your own enquiry. The tick box on the form records that you are happy for us to hold your details in order to do so.
When you call, email or message us on WhatsApp
We keep a record of the conversation and any details you give us so we can pick up where we left off. WhatsApp messages are handled by Meta under their own terms, and are end to end encrypted in transit.
When you visit the site
Our web host keeps standard server logs, which include IP addresses, in order to serve the site and protect it from abuse. Beyond that, nothing is measured unless you agree to it in the cookie banner.
Cookies and tracking
A cookie is a small file a website asks your browser to store. We group ours into three, and only the first is on by default.
Necessary
One cookie, cc_cookie, which remembers the choice you make
in the banner so we do not ask again on every page. It lasts six months
and contains nothing but your choices and the date you made them. This
is the only cookie this site sets on its own account.
Analytics
Google Analytics, so we can see which pages people read and where they give up. We look at this in aggregate. It is off until you turn it on.
Advertising
Google Ads and Meta, so we can tell which adverts led to an enquiry and avoid showing you ours repeatedly. Turning this off does not reduce the number of adverts you see anywhere; it only makes ours less relevant. The Meta pixel is not currently running on this site.
If you reached us by clicking one of our Google adverts, the phone number shown on this site is replaced with a free forwarding number provided by Google. Calls to it ring straight through to us in the usual way. Google tells us that a call happened and how long it lasted, so we can see which adverts are worth paying for. We are not sent a recording, and we do not record calls. Everyone who did not arrive from one of our adverts sees our real number, 07538 574018, and you can always dial that instead.
How your choice is applied
We use Google Consent Mode v2. Until you choose, every storage permission is set to denied, which means no analytics or advertising cookies are written and no advertising identifiers are sent.
In this state the Google tag still loads and sends a request that contains no cookies and no advertising identifiers, which Google uses to estimate figures it cannot measure. If you would rather nothing at all reached Google before you choose, tell us and we can switch the site to hold the tag back entirely. The Meta pixel is never loaded before you agree, because it has no equivalent denied state.
You can change or withdraw your choice at any time using the panel, or the link in the footer of every page. Withdrawing consent clears the cookies in that category. Anything already collected before you withdrew stays collected, but we stop collecting more.
Fonts
The site loads its typefaces from Google Fonts, which means Google receives your IP address when a page loads, before the banner appears. This is not used for advertising and is not something you can turn off without breaking the page. We are looking at serving the fonts from our own server instead, which would remove the request altogether.
Who we share it with
We do not sell your information. We share it only with:
- Bunny.net, our web host, which stores the site and its server logs. The site is arranged and managed for us by StartPoint Web Design Ltd .
- Our email provider, which delivers enquiry notifications to us.
- Google, which stores a copy of your enquiry in a spreadsheet we keep as a backup, so that a problem with our email cannot lose it. This is nothing to do with the analytics and advertising described above and does not depend on your cookie choices. It is part of receiving your enquiry at all, and the copy is kept for as long as the enquiry is, as set out below.
- Google and Meta, for the analytics and advertising described above, and only where you have agreed.
- Where you ask us about finance, the provider handling that application. We are an Introducer Appointed Representative of Phoenix Financial Consultants, FCA reference 924057.
Google and Meta are based in the United States. Where information is transferred outside the UK, that transfer relies on the UK extension to the EU-US Data Privacy Framework or on standard contractual clauses.
How long we keep it
Enquiries that lead to work are kept for as long as we may need them for the job, warranties and our tax records, which is six years after the end of the relevant tax year. Enquiries that do not lead to work are kept for a shorter period and then deleted.
Your rights
Under UK GDPR you can ask us for a copy of the information we hold about you, ask us to correct it, ask us to delete it, object to how we are using it, or ask us to restrict what we do with it. Where we rely on your consent, you can withdraw it at any time.
Email oxcooling@gmail.com and we will respond within one month. You will not be charged for this.
If you are unhappy with how we have handled your information you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would rather you came to us first so we can put it right.
Changes
If we change how we handle your information we will update this page and change the date at the top. If the change is significant we will ask you to make your cookie choices again.