This policy explains what personal data we collect when you use our website, place an order, open an account or contact us, how we use it, who we share it with and the rights you have.
1. Who we are
Dekso Cooling is the controller of your personal data for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Our address is Unit B Watkins House, Pegamoid Road, London, N18 2NG, United Kingdom. You can contact us about privacy at info@deksocooling.com or on +44 20 8345 6622.
2. The data we collect
| Category | Examples |
|---|---|
| Identity and contact | Name, company name, job role, e-mail address, phone number, postal, delivery and billing addresses, VAT number |
| Account | Login e-mail, password (stored only in encrypted, hashed form), account type, saved addresses, marketing preference |
| Orders and enquiries | Products ordered or enquired about, order history, quote requests, messages you send us, delivery notes |
| Payment | Payment method, payment status and transaction references. Card details are entered on the secure pages of our payment providers and are never stored by us. |
| Technical | IP address, browser type, pages requested and the date and time of your visit, recorded in our server logs and used for security |
We do not knowingly collect special category data, and our website is not intended for children.
3. How and why we use your data
| Purpose | Lawful basis |
|---|---|
| Processing and delivering your order, taking payment, providing invoices, handling returns and warranty claims | Performance of a contract with you |
| Creating and managing your customer account | Performance of a contract with you |
| Answering quote requests and messages | Taking steps at your request before entering into a contract, and our legitimate interest in responding to enquiries |
| Keeping accounting and tax records | Compliance with a legal obligation |
| Preventing fraud, keeping our website secure and limiting abuse (for example, failed login attempts) | Our legitimate interests |
| Sending service messages about your order or account | Performance of a contract |
| Sending marketing e-mails about our products | Your consent, or for existing business customers, our legitimate interest under the Privacy and Electronic Communications Regulations. You can opt out at any time. |
4. Who we share your data with
We share personal data only where necessary, with organisations that act for us under contract and are required to keep it secure:
- Stripe processes card payments. Stripe's privacy notice is available at stripe.com/gb/privacy.
- PayPal processes PayPal payments as an independent controller. See paypal.com/uk/legalhub/privacy-full.
- Couriers and delivery partners receive your name, delivery address and phone number so they can deliver your order.
- Our website hosting and e-mail providers store and transmit the data needed to run this website and send e-mails.
- Postcode lookup services receive the postcode you enter when you use the address finder, so they can return matching addresses.
- Professional advisers such as accountants and lawyers, and HMRC or other authorities where the law requires it.
We do not sell your personal data.
5. International transfers
Some of our service providers, such as payment providers, may process data outside the UK. Where this happens we make sure appropriate safeguards are in place, such as UK adequacy regulations or the International Data Transfer Agreement or Addendum approved by the Information Commissioner.
6. How long we keep your data
- Order, invoice and payment records: six years from the end of the financial year in which the order was placed, as required for tax and accounting.
- Customer accounts: until you close your account. We may close accounts that have not been used for three years after letting you know.
- Quote requests and messages: up to two years after our last contact with you, unless they lead to an order.
- Security records such as failed login attempts: up to 24 hours. Server logs: up to 30 days.
7. Your rights
Under UK data protection law you have the right to:
- ask for a copy of the personal data we hold about you;
- ask us to correct data that is wrong or incomplete (you can update most details yourself in your account);
- ask us to delete your data, where we no longer have a reason to keep it (you can close your account at any time from Account details);
- ask us to restrict how we use your data, or object to our use of it based on legitimate interests;
- object to direct marketing at any time;
- ask for data you gave us to be transferred to another organisation;
- withdraw consent at any time, where we rely on consent.
To exercise any of these rights, e-mail info@deksocooling.com. We will reply within one month. There is normally no charge.
8. Security
Our website uses HTTPS encryption. Passwords are stored as one-way hashes, access to customer data is limited to staff who need it, and payments are processed by PCI DSS compliant providers. No system is completely secure, but we take reasonable steps to protect your information.
9. Cookies
We use a small number of cookies that are needed for the website to work. Please see our Cookie Policy.
10. Complaints
If you are unhappy with how we have handled your data, please contact us first. You also have the right to complain to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection, at ico.org.uk or on 0303 123 1113.
11. Changes to this policy
We may update this policy from time to time. The date at the top of this page shows when it was last changed.