Data Protection Policy

Company Name: CosyHome Heating Solutions LTD

Effective Date: 02/03/2026

1. Introduction

We are committed to protecting the privacy and personal data of our customers and staff. This policy outlines how we collect, use, store, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR).

2. Data Protection Principles

We process all personal data following these seven core principles:

  • Lawfulness, fairness, and transparency: We only collect data for valid legal reasons and are open about its use.
  • Purpose limitation: We only use data for the specific reason it was collected (e.g., boiler and heat pump installation, service plans and payment collection).
  • Data minimisation: We only collect the bare minimum information needed to perform our services.
  • Accuracy: We take reasonable steps to keep information up to date.
  • Storage limitation: We do not keep data longer than necessary.
  • Integrity and confidentiality: We use appropriate security measures to prevent unauthorised access or loss.
  • Accountability: We take responsibility for how we handle data and demonstrate our compliance.

3. Personal Data We Collect

We typically collect the following information:

  • Customer Details: Name, home address, email address, and phone number.
  • Technical Data: Property type, appliance details, and installation photos.
  • Financial Data: Billing information and payment history.

4. Lawful Basis for Processing

We process data under the following legal grounds:

  • Contract: Necessary to provide quotes and perform installations.
  • Legal Obligation: For tax records or reporting to bodies like Gas Safe Register.
  • Legitimate Interests: To manage business operations and customer relationships.

5. Data Sharing

We may share your data with trusted third parties only when necessary:

  • Subcontractors: To assist in delivering services.
  • Governing Bodies: Gas Safe or for any installation certification.
  • Manufacturers: To register warranties or guarantees on your behalf.

6. Security & Retention

  • Security: We use encryption, strong passwords, and secure physical storage to protect data.
  • Retention: Customer records are typically retained for 6 years to comply with legal and accounting requirements.

7. Your Rights

Under UK GDPR, you have the right to:

  • Access the data we hold about you.
  • Request correction of inaccurate information.
  • Request deletion of your data (“Right to be Forgotten”).
  • Withdraw consent for marketing at any time.

8. Contact Information

For any data queries, contact enquiries@cosy-home.uk. You also have the right to lodge a complaint with the ICO.

9. Policy review.

This document will be reviewed at least annually or when new legislation is introduced.