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Privacy Policy

Effective Date: 15/03/2026

The Contractors Group Ltd ("we," "our," or "us") is committed to protecting your privacy and ensuring your personal information is handled securely. This Privacy Policy explains how we collect, use, and protect the personal data of visitors to our website, www.thecontractorsgroup.co.uk, and our clients.

As a UK-based business, we adhere strictly to the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

To provide you with our air conditioning services, remote quotes, and finance options, we may collect the following data:

  • Contact Information: Your name, email address, phone number, and installation/billing address.

  • Property & Quoting Data: Photos and videos of your property, current air conditioning setup, and pipework that you provide to us to facilitate remote quoting and installation planning.

  • Financial & Credit Information: Details required to process finance applications, which we share with our finance providers. (Note: We do not store full credit/debit card details on our servers).

  • Media & Testimonials: Photographs, videos, and video interviews of your installation or testimonials, which we collect for marketing purposes (only ever used with your explicit consent).

  • Service & Warranty Details: Your service history, equipment serial numbers, and maintenance records.

  • Technical Data: IP address, browser type, and how you interact with our website.

2. How We Collect Your Data

We collect data from you in the following ways:

  • Direct Interactions: When you fill out a contact form, request a remote quote, apply for finance, book a service, or provide a testimonial.

  • Through our CRM: Your data is entered and securely stored in our central customer relationship management system, Odoo, when you interact with us.

  • Automated Technologies: Via cookies and similar technologies as you browse our website.

3. How We Use Your Information (and Legal Basis)

Under UK GDPR, we must have a valid legal basis for processing your data. We use your data for:

  • Providing Services & Remote Quotes: To assess your property remotely via photos/video, provide accurate quotes, and install air conditioning units. (Legal Basis: Performance of a Contract)

  • Processing Finance Applications: To facilitate your application for monthly finance or credit plans by sharing your details with our chosen finance partners and credit reference agencies. (Legal Basis: Performance of a Contract / Explicit Consent)

  • Activating Warranties: To register your new air conditioning equipment with the relevant manufacturers to validate your 10-year warranty. (Legal Basis: Legitimate Interest / Performance of a Contract)

  • Social Media & Marketing: To post pictures of completed installations, video interviews, and customer testimonials on our social media platforms. (Legal Basis: Consent – we will always ask for your permission before posting identifying media).

  • Business Operations: For internal record keeping, accounting, and managing our relationship with you via Odoo. (Legal Basis: Legal Obligation / Legitimate Interest)

4. Sharing Your Data

We do not sell your personal data. We only share your information with trusted third parties necessary to run our business and provide your service:

  • Sub-contractors & Independent Engineers: We share your name, address, and property details with our network of vetted independent engineers and sub-contractors so they can carry out your installation or repair.

  • Manufacturers: We share your name, address, and product details with equipment manufacturers (e.g., Daikin, Mitsubishi) to register your 10-year warranty.

  • Finance Providers: If you apply for finance, your data is shared with our finance partners to conduct credit checks and set up your payment plan.

  • Software Providers: Your data is stored securely in our cloud-based CRM and ERP system, Odoo, which acts as a data processor on our behalf.

  • Legal Obligations: If required by law, regulatory bodies, or to protect the rights and safety of our business or customers.

5. Data Security

We have implemented appropriate security measures to protect your data. All customer records stored within Odoo are protected by secure access controls. Access to your personal data is restricted to employees, sub-contractors, and independent engineers strictly on a "need-to-know" basis to perform their specific duties (e.g., an engineer will only see the details for the job they are attending).

6. Data Retention

We will only retain your personal data for as long as necessary. Because we sell products with a 10-year warranty, we retain your contact details, installation records, property photos, and warranty data for a minimum of 10 years to ensure we can support your warranties, maintenance schedules, and our legal/accounting obligations.

7. Your Data Protection Rights

Under UK data protection law, you have specific rights:

  • The right to access: Request copies of your personal data.

  • The right to rectification: Request correction of inaccurate or incomplete data.

  • The right to erasure: Request erasure of your data (subject to our legal obligation to keep warranty/accounting records).

  • The right to restrict processing: Request we restrict the processing of your data.

  • The right to object to processing: Object to our processing of your data.

  • The right to data portability: Request the transfer of your data to another organization.

8. Cookies

Our website uses cookies to enhance user experience and analyse website traffic. For detailed information on the cookies we use and how to manage them, please visit our Cookie Policy: https://www.thecontractorsgroup.co.uk/cookie-policy.

9. Changes to This Privacy Policy

We keep our privacy policy under regular review and will place any updates on this web page.

10. Contact Us

If you have any questions about this Privacy Policy or would like to exercise your rights, please contact us:

  • Company Name: The Contractors Group Ltd

  • Company Registration Number: 16289169

  • Address: 128 City Road, London, EC1V 2NX

  • Telephone: 0114 470 0114

  • Email: info@thecontractorsgroup.co.uk

If you feel we have not addressed your concerns satisfactorily, you have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.