Last updated: 22 September 2026

This Privacy Policy explains how Comfort Services Engineers Ltd collects, uses and protects personal information when you visit www.comfortservicesengineers.co.uk, contact us, or use our air conditioning, MVHR and commercial maintenance services. It is written to meet the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

1. Who is responsible for your information

Comfort Services Engineers Ltd (“we”, “us”, “our”) is the controller of the personal information described in this policy. If you have any question about this policy or how we handle your information, contact us using the details above. We aim to reply within one month.

2. The information we collect

Information you give us

• Enquiry details sent through our website form: the service you need, your name, phone number, email address, postcode, property or room type, manufacturer or model details, a description of the project or fault, and any photos you choose to upload.
• Messages and calls by phone, WhatsApp or email, including anything you tell us about your property, system or requirements.
• Customer and job records if you use our services: the property or site address, access arrangements, survey notes, photographs of the installation or equipment, equipment serial numbers, commissioning and service records, quotations, invoices and payment records.
• Commercial contacts: the names, job titles and business contact details of people we deal with at client, supplier and partner organisations.

Please do not send us sensitive information (such as health details) through the website. If a job involves access needs you want us to know about, tell us only what is necessary.

Information collected automatically

• Technical data: when you visit the website, our web host’s servers record standard log information such as your IP address, browser type, device, the pages requested and the date and time. This is used to deliver the website securely and to detect misuse.
• Cookies: we only use cookies that are strictly necessary for the website to work. See our Cookie Policy.

Information from other sources

If a landlord, managing agent, facilities manager or main contractor books work on your behalf, they may give us your name, contact details and property address so we can arrange access.

3. How we use your information and our lawful bases

Where we rely on legitimate interests, we have considered your interests and rights and concluded that the processing is expected and proportionate. We do not send marketing emails or texts. If that changes, we will only do so with your consent or where the law allows, and every message will include an easy way to opt out.

You do not have to give us your information, but without contact details and a description of the job we cannot respond to an enquiry or carry out work. We do not make decisions about you using solely automated means, including profiling.

4. Who we share your information with

We never sell your personal information. We only share it where needed for the purposes above, with:

• Our website host, Hostinger, which stores the website and form submissions on our behalf.
• Email and messaging providers we use to communicate with you, including WhatsApp (Meta) if you choose to contact us that way.
• Equipment manufacturers and suppliers, for warranty registration, technical support or parts ordering.
• Accountants, insurers and professional advisers, where necessary to run our business.
• Trusted subcontractors working under our instructions on your job, such as electricians or access specialists.
• Google, which serves the fonts used on this website. When your browser loads a font from Google’s servers, your IP address is sent to Google.
• Regulators, law enforcement or courts, where the law requires it.

Our service providers may only use your information on our instructions and must keep it secure.

5. International transfers

Some of our providers, such as Google and Meta, may process information outside the UK, including in the United States. Where this happens, the transfer is protected by UK adequacy regulations (including the UK Extension to the EU-U.S. Data Privacy Framework for certified companies) or by the International Data Transfer Agreement or Addendum approved under UK law.

6. How long we keep your information

• Enquiries that do not lead to work: up to 2 years from our last contact, then deleted.
• Customer, job, invoice and payment records: 6 years after the end of the financial year in which the work was completed, to meet tax, accounting and legal claim requirements.
• Installation, refrigerant and service records for equipment: for as long as we maintain the equipment and at least as long as the law requires, as these records may be needed for warranties and compliance.
• Website server logs: kept by our host for a limited period for security purposes, then deleted.

7. Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is inaccurate or incomplete;
• ask us to delete your information where there is no good reason for us to keep it;
• ask us to restrict how we use your information;
• object to our use of your information where we rely on legitimate interests, and at any time to direct marketing;
• ask us to transfer information you gave us to another organisation (data portability), where the processing is based on contract or consent;
• withdraw consent at any time, where we rely on consent.

To make a request, email admin@comfortservicesengineers.co.uk or call 020 7183 9615. There is normally no charge. We will respond within one month, and may ask you to confirm your identity first.

8. How we protect your information

We use appropriate technical and organisational measures to protect personal information, including an encrypted (HTTPS) website connection, access limited to people who need it, password-protected accounts and secure handling of job records and photographs.

9. Children

Our website and services are intended for adults. We do not knowingly collect information from children under 18.

10. Complaints

If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK data protection regulator: ico.org.uk/make-a-complaint, telephone 0303 123 1113.

11. Changes to this policy

We may update this policy when our services, suppliers or the law change. The latest version will always be on this page, with the date it was last updated at the top.

See also our Cookie Policy and Terms & Conditions.