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Coldroom Solutions (“we”, “our”, or “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy outlines how we collect, use, store, and protect your personal information when you register on our website, interact with us, or use our services.
1. Information We Collect We collect the personal information you voluntarily provide through our registration form—both required and optional fields—as well as any information you submit through other means of communication or interaction with our services (e.g., emails, phone calls, contact forms, or surveys). This may include, but is not limited to, identification and contact details, company information, and service preferences.
2. Purpose of Data Collection Your personal information is collected and processed for the following legitimate business purposes:
• To create and manage your user account
• To provide and improve our products and services
• For internal analytics and operational use
• To send you marketing communications and promotional offers relevant to your business or interests
• To comply with legal obligations
3. Marketing Communications We may send you emails about new products, updates, or promotional offers that we believe are of interest to you. You may opt out of receiving marketing emails at any time through your account dashboard or by using the unsubscribe link in any email we send.
4. Data Sharing We do not sell, rent, or share your personal data with third parties for their marketing purposes. Your information is only shared under the following circumstances:
• With our internal team and trusted service providers who assist in the operation of our website, data processing, analytics, or communications, all of whom are contractually obligated to protect your data.
• When required by law, regulatory obligation, or upon formal legal request from a court or governmental authority.
• With your explicit consent, or upon your direct request.
We take appropriate measures to ensure that any third parties with access to your data maintain strict confidentiality and comply with applicable data protection laws.
5. Data Storage and Security We implement technical and organizational measures to ensure the security of your personal data against unauthorized access, disclosure, or destruction. Your data is stored on secure servers, and access is restricted to authorized personnel only. While we take all reasonable steps to safeguard your information—including using professional hosting environments and security systems—it is important to note that no method of transmission over the internet or method of electronic storage is 100% secure. Therefore, we cannot guarantee absolute security against sophisticated cyber threats, though we remain committed to maintaining the highest possible protection standards.
Personal data submitted through our registration form will be retained in our internal database for a period of up to six (6) months for administrative and audit purposes. During this retention period, the data will not be used for marketing, profiling, or any other purpose beyond the original scope of registration and internal management.
After this period, the data will be securely deleted or anonymized, unless otherwise required by law.
6. Data Retention We retain your personal data only for as long as necessary to fulfill the purposes outlined in this Privacy Policy unless a longer retention period is required by law.
7. Your Rights Under the UK General Data Protection Regulation (UK GDPR), you have the right to:
• Access the personal data we hold about you
• Request correction or deletion of your data
• Object to or restrict certain data processing
• Withdraw consent to marketing communications at any time
8. Changes to This Policy We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. All updates will be posted on this page with the updated effective date.
9. Payments and Financial Information All payments made through our website are processed via secure, PCI-compliant third-party payment gateways. We do not collect, store, or have access to your full credit or debit card details. Only the minimum necessary payment confirmation data (such as transaction IDs, payment status, and partial card details like the last four digits) is securely stored for identity verification, fraud prevention, and financial reporting purposes. These records are used internally for bookkeeping, audits, and tax compliance, and are only accessible to authorized personnel.
10. Website Usage Data To better understand how our website is used and to improve its functionality, we may collect general technical and usage information through tools such as Google Analytics. This may include basic data such as location, device type, and Browse behavior. We do not use this information to identify individuals, and it is processed only in accordance with applicable data protection laws.
Contact Us
If you have any questions or concerns about this Privacy Policy or your personal data, you may contact us at:
Coldroom Solutions Unit 48 Woolmer Trading Estate, Bordon, Hampshire, GU35 9QF
General Enquiries: 01420 513462
Email: info@coldroomsolution.co.uk
Copyright – Coldroom Solution Ltd
