Privacy policy.

Last updated: 4 June 2026

1. Who we are

This privacy notice describes how South East HVAC Design & Installations Ltd (“we”, “us”, “our”) processes personal data. We are the data controller for the information you share with us.

Company: South East HVAC Design & Installations Ltd
Registered office: Ground Floor, 108–112 Main Road, Sundridge, Sevenoaks, TN14 6ES
Companies House: 17251184
Contact: info@southeasthvac.uk / 07••• ••• 203

2. What we collect

• Contact details you submit through our quote form, WhatsApp, email or phone — name, address, postcode, phone number, email.
• Job details you share for us to quote — property type, system age, photos you choose to send, access notes.
• Invoice and payment records — required by HMRC to be retained for six years.
• Gas Safe / F-Gas / installation certificates — held both by us and lodged with the relevant register where the law requires.
• Website analytics — if and when we enable analytics, this notice will be updated to describe what is collected and how to opt out.

3. Lawful basis

We rely on the following lawful bases under Article 6 UK GDPR:

• Contract — to provide a quote and carry out the work you've asked for.
• Legal obligation — to maintain Gas Safe, F-Gas, HMRC and Companies House records.
• Legitimate interests — to follow up on enquiries and provide aftercare on completed work.

4. How we use your data

• Respond to your quote request and arrange a site survey.
• Issue written quotes, contracts and invoices.
• Carry out the installation or servicing you've booked.
• Lodge installation certificates with Gas Safe Register and (where required) the F-Gas register.
• Contact you about annual servicing if you're on a maintenance contract.
• Comply with our legal and tax record-keeping obligations.

5. Who we share data with

We share the minimum personal data necessary with:

• Gas Safe Register — to lodge gas-installation certificates as required by law.
• REFCOM / F-Gas register — to lodge refrigerant-handling certificates as required by law.
• HMRC — for VAT and Corporation Tax filings.
• Ofgem & MCS — only where you've asked us to submit a Boiler Upgrade Scheme grant application on your behalf.
• Our accountant — under a confidentiality agreement, for bookkeeping and tax filings.
• Email and form-processing providers — FormSubmit (form posts) and Google Workspace (email). Both process data in line with the UK GDPR.

We do not sell your personal data and we do not share it for marketing purposes.

6. How long we keep it

• Enquiries that did not lead to work: 12 months from last contact.
• Quotes, contracts and customer records: 7 years from the end of the work, in line with HMRC's six-year retention plus a buffer.
• Gas Safe / F-Gas certificates: as required by the relevant register.
• Website server logs: handled by Vercel, our hosting provider, per their data-retention policy.

7. Your rights

Under UK GDPR you have the right to:

• Access the personal data we hold about you.
• Ask us to correct inaccurate data.
• Ask us to delete your data (subject to legal retention obligations).
• Restrict or object to processing in some circumstances.
• Receive a portable copy of data you provided.
• Withdraw consent at any time where we rely on consent.

To exercise any of these rights, email info@southeasthvac.uk. We will respond within one month.

8. Complaints

If you are not satisfied with how we handle your data, you can complain to the Information Commissioner's Office:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Phone: 0303 123 1113. Web: ico.org.uk

9. Cookies

This site uses essential cookies for the WhatsApp and tel-reveal mechanisms only. No analytics, advertising or third-party tracking cookies are set at this time. If that changes, this notice will be updated and a cookie banner added.

10. Updates

We will update this notice as our processing changes. The “last updated” date at the top of the page reflects the most recent change.

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