UK Coldroom Ltd

Privacy Policy

Last updated: 8 November 2026

UK Coldroom Ltd (“we”, “us”, “our”) designs, installs, services and repairs cold rooms, freezer rooms, commercial refrigeration, air conditioning and heat pump systems. Cold room projects are available across the UK; our local repair network covers London and Greater London. This policy explains what personal information we collect through ukcoldroom.com and when you contact us, how we use it, and your rights under the UK GDPR and the Data Protection Act 2018.

Who we are

Data controller: UK Coldroom Ltd, 3 Fairgreen East, Barnet, EN4 0QR, United Kingdom.

Registered in England and Wales, company number 09410735.

Email: info@ukcoldroom.com · Freephone: 0800 772 0333 · Mobile/WhatsApp: 07722 523727

What we collect

  • Contact and enquiry details you give us through our website forms, phone, email or WhatsApp: your name, company name, email address, phone number, site address or postcode, and the details of your enquiry (for example equipment type, fault description, photos you send).
  • Customer and job records if you become a customer: site details, equipment and service history, quotations, invoices and payment status.
  • Technical data collected automatically when you visit the website: IP address, browser and device type, and pages requested. This is used for security, spam prevention and keeping the site working.
  • Website chat: the messages you type and any photos you choose to send through the chat on our website (see “Website chat (Yutab)” below).

Cold room designer

You can plan a cold room inside our website using the Yutab designer. When you register and send a design enquiry, we collect your name, email address, phone number, site address and the design details, including the generated PDF. We use these to verify your email and respond to the project you have asked us to assess. An email code verifies access to your address; sending a design is an enquiry, not a confirmed order or booking.

The designer saves a draft in your browser’s local storage so that you can return to your work on the same device. Clearing this website’s data removes the local draft. Submitted designs and enquiry details are also stored on our systems and sent to our company inbox for review. They are handled as enquiry or customer records under the retention periods below. The designer is served from yutab.ukcoldroom.com within the UK Coldroom page.

Website chat (Yutab)

Our website has a chat assistant called Yutab. Yutab is an AI assistant: its replies are written automatically by software, not by a person. It can answer general questions and take down your enquiry, but it does not give prices, book visits or make any decision about you. Quotes and visits are always confirmed by our engineers.

What we collect: the messages you type, any photos you choose to send, and the date and time of each message. Please do not send payment card details or other sensitive information in the chat.

How it works:

  • A random chat ID is saved in your browser’s local storage so that you can close the chat and carry on later on the same device. It does not identify you and is not used for tracking or advertising. You can remove it by clearing this website’s data in your browser.
  • Your messages are stored on our own server. To write a reply, the text of your conversation is sent to OpenAI, our AI service provider, which processes it on our behalf. OpenAI may process data outside the UK (see “Third-party services used on the website” below).
  • Photos are stored on our server for our engineers to look at. They are checked for viruses, but they are not sent to OpenAI or to any other AI service.
  • When a new chat starts we are notified. Conversations and photos can be read by our director and by the engineers and office staff he authorises, so that they can deal with your enquiry. Staff access is recorded.
  • To protect the chat from abuse, your connection’s IP address is used briefly to limit the number of messages. It is not saved with your conversation.

Lawful basis: steps you ask us to take before a contract (answering your enquiry), and our legitimate interests in running the chat and protecting it from misuse.

How long we keep it: conversations and photos stay in the chat system for 90 days after your last message. They are then moved to a closed archive and deleted 24 months after your last message, the same as other enquiries. If the chat leads to a quote or a job, the details we need become part of the customer and job records described under “How long we keep it” below.

Our website uses Google Analytics and Google Ads for website measurement and advertising, as explained below.

How we use it and our lawful basis

  • To reply to your enquiry and prepare a quotation or site survey — steps taken at your request before entering a contract.
  • To carry out installation, maintenance and repair work, and to invoice — performance of a contract.
  • To keep records required by law, including tax records and F-Gas records for refrigeration equipment — legal obligation.
  • To protect the website from spam and attacks — our legitimate interests.

We do not sell your personal information and we do not send marketing emails unless you have asked us to.

Third-party services used on the website

  • Google reCAPTCHA (Google LLC) on our contact form, to block spam. It processes device and interaction data. See Google’s privacy policy.
  • Google Maps on our contact page, which loads map content from Google.
  • Google reviews widget (Trustindex), which displays our public Google reviews and loads content from Trustindex servers.
  • Google Analytics and Google Ads measure website visits, interactions and advertising results. Our contact tracking records clicks on phone and WhatsApp links and successful form submissions; these tracking events do not include the message you enter in the form.
  • WhatsApp (Meta): if you choose to message us through the WhatsApp button, your message is handled under WhatsApp’s own terms.
  • Sucuri website firewall and our hosting provider, which process visitor IP addresses for security and to deliver the site.
  • Links to our Facebook, Instagram and YouTube pages. These sites apply their own privacy policies once you visit them.
  • OpenAI: processes the text of website chat conversations to write Yutab’s replies. Photos are not sent to OpenAI.

Some of these providers may process data outside the UK. Where they do, they rely on safeguards recognised under UK law, such as adequacy regulations or the International Data Transfer Agreement.

Cookies

Essential cookies and storage support site security, spam protection and features you request. Google’s measurement and advertising tags load when you visit this website; the site does not display a cookie-choice banner.

Google Analytics uses cookies such as _ga and _ga_* to recognise visits. Google Ads uses cookies such as _gcl_au to measure advertising activity. You can block or delete cookies using your browser settings. Google explains its data handling and available controls in its privacy policy.

Third-party features, including Google reCAPTCHA, Maps and embedded reviews, also process connection or interaction data when they load. Their own privacy information explains their processing.

How long we keep it

  • Enquiries that do not lead to work: up to 24 months.
  • Customer, job and invoice records: 6 years after the end of the financial year they relate to, as required for tax purposes.
  • F-Gas and equipment service records: for the period required by the F-Gas regulations.
  • Website chat conversations and photos: 90 days in the chat system, then a closed archive, deleted 24 months after the last message (unless they become part of a customer or job record).

Your rights

You can ask us to give you a copy of your personal information, correct it, delete it, restrict or object to how we use it, or transfer it to another organisation. To make a request, email info@ukcoldroom.com. We will respond within one month.

If you are not happy with how we handle your information, please contact us first. You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk, 0303 123 1113.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed.