Last updated: 19 October 2026
UK Coldroom Ltd (“we”, “us”, “our”) designs, installs, services and repairs cold rooms, freezer rooms, commercial refrigeration and air conditioning across London and the UK. 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.
We do not use advertising or analytics tracking cookies on this website.
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.
- 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.
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
The website uses only cookies that are strictly necessary for it to work and stay secure (for example firewall and spam-protection cookies). Third-party features such as Google reCAPTCHA, Google Maps and embedded content may set their own cookies when they load.
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.
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.