Privacy Policy

Heat Firm Ltd is dedicated to protecting the privacy of your personal data. This policy outlines how we collect, use, store, and safeguard your information. Please read it carefully to understand our practices.1. Who Are ‘We’? In this policy, ‘We’, ‘Us’, or ‘Our’ refers to Heat Firm Ltd, a Gas Safe registered company providing boiler servicing, repairs, and heating solutions

Contact Us:


Heat Firm Ltd
Ensbury Avenue, Bournemouth, Dorset, BH10 4HG, United Kingdom
Email: info@heatfirm.co.uk (mailto:info@heatfirm.co.uk)
Phone: 0800 270 75682.

About This Policy

2.1 This policy explains why and when we collect personal information, how we use it, how we secure it, and your rights regarding your data.
2.2 We collect, process, and store your personal data as outlined in this Privacy Policy and when we gather data directly from you.
2.3 We may update this Privacy Policy periodically without prior notice. Check our website (heatfirm.co.uk) regularly for updates. Amendments will not apply retrospectively.
2.4 We comply with the General Data Protection Regulation (GDPR). As the “controller” of your personal data under GDPR, we ensure its lawful processing. For more on GDPR, visit the Information Commissioner’s Office (ico.org.uk).

3. What Information Do We Collect?

We collect personal data when you interact with us, including when you:

  • Visit Our Website: We collect anonymized data like IP address, browser type, location (e.g., Bournemouth or Poole postcodes), referral source, page views, and time spent on heatfirm.co.uk. This helps us understand user behavior. See section 3.1 for cookie details.
  • Book Online or Request a Quote: We collect your name, email, phone number, address, and boiler details (e.g., Vaillant, Worcester) when you book a service (including our 20% off instant online booking offer) or request a quote for boiler repairs, servicing, or thermostat installations.
  • Contact Us: We collect your name, email, phone number, and any comments when you call (0800 270 7568), email, or use our contact form for inquiries about boiler servicing, repairs, or landlord gas safety certificates.
  • Request Landlord Services: We collect property details, tenant names, and contact information for gas safety certificates (CP12) or related services in Dorset and Hampshire.
  • Sign Up for Updates: We collect your name and email for newsletters or promotional offers (e.g., seasonal boiler maintenance tips or discounts).
  • Provide Feedback or Reviews: We collect your name, contact details, and comments when you submit feedback or reviews via our website, email, or third-party platforms (e.g., Google, TrustATrader).

3.1 Cookies

Cookies are small data files sent by our website to your browser to track usage.

  • We use session cookies to manage your navigation on heatfirm.co.uk (deleted when you close your browser).
  • We use persistent cookies to recognize returning visitors (stored until deleted or expired).
  • We use Google Analytics cookies to analyze website performance (e.g., page views, bounce rates). Google stores this data; see their privacy policy at google.com/privacypolicy.html.
  • You can block cookies via browser settings (e.g., in Chrome: Settings > Privacy > Cookies > Block All Cookies), but this may affect website functionality.

4. How Do We Use Your Data?

We process your data for specific purposes, ensuring minimal impact on your privacy:

  • Contractual Obligations:
    • To schedule and deliver boiler servicing, repairs, central heating installations, or smart thermostat (Hive, Google Nest) services you’ve booked.
    • To issue landlord gas safety certificates (CP12) for properties in Bournemouth, Poole, or Dorset.
    • To process payments for services (e.g., via secure online systems for bookings with the 20% discount).
  • With Your Consent:
    • To send newsletters, promotional offers (e.g., 20% off online bookings), or updates about our services.
    • To contact you about upcoming maintenance tips or local events (e.g., Bournemouth heating workshops).
  • Legitimate Business Interests:
    • To analyze website usage (anonymized) for improving heatfirm.co.uk.
    • To assess service performance (e.g., boiler repair response times) and customer satisfaction.
    • To compile anonymised reports (e.g., average boiler service costs in Dorset) for internal use or industry insights.

5. How We Protect Your Personal Data

5.1 We do not transfer your data outside the UK or EU without your explicit consent.
5.2 We use industry-standard security measures (e.g., SSL encryption, secure servers) to protect your data from loss, misuse, or unauthorized access.
5.3 Internet data transmission (e.g., via email or forms) is not 100% secure. We strive to protect your data but cannot guarantee absolute security.
5.4 Payments made online (e.g., for 20% off bookings) use trusted, secure payment processors (e.g., Stripe, PayPal).
5.5 We will notify you promptly if a data breach occurs that poses a significant risk to you.6. Who Has Access to

Your Data?

6.1 We do not share your personal data with third parties without your consent, except as required by law or in section 6.2.
6.2 We may share minimal data with trusted service providers (e.g., booking system providers, email marketing platforms like Mailchimp) to deliver services you’ve requested (e.g., appointment confirmations, newsletters). These providers are contractually obligated to secure your data and use it only for our purposes. They may use sub-processors, who are also bound by strict data protection agreements.
6.3 Examples:

  • A booking platform processes your name and address to schedule a boiler service.
  • Gas Safe Register may receive anonymized data for compliance audits.

7. How Long Do We Keep Your Data?

7.1 We retain your data only as long as necessary for contractual, legal, or business purposes (e.g., tax records, warranty claims).

  • Booking/contact data: Kept for 6 years to comply with UK tax laws and service warranties.
  • Newsletter subscriptions: Kept until you unsubscribe (opt-out links provided).
  • Website analytics: Anonymity data kept for up to 2 years.

7.2 Data from third-party tools (e.g., online booking systems) is deleted by them within 90 days after transfer to us.
7.3 We securely delete or anonymity data when no longer needed, using encrypted deletion protocols.

8. Your Rights

Under GDPR, you have the right to:
(a) Access your personal data (via a Subject Access Request).
(b) Be informed about how we process your data.
(c) Correct inaccurate data.
(d) Request data erasure (where applicable).
(e) Object to or restrict data processing.
(f) Request data transfer to you or another business

8.1 Updating Your Information

Please inform us if your personal data (e.g., address, phone) needs updating. Contact us at info@heatfirm.co.uk (mailto:info@heatfirm.co.uk).

8.2 Contact Us

For questions about this policy or your data, reach us at:
Email: info@heatfirm.co.uk
Post: Heat Firm Ltd, Ensbury Avenue, Bournemouth, Dorset, BH10 4HG
Phone: 0800 270 7568

8.3 Complaints

If you’re concerned about our data practices, contact us first. You may also lodge a complaint with the Information Commissioner’s Office:
Website: ico.org.uk/concerns
Phone: 0303 123 1113

https://ico.org.uk/concerns