Privacy Policy

At Climagen, we respect your privacy and are committed to protecting your personal data. This Privacy Policy outlines how we collect, use, store, and safeguard your personal information when you visit our website, complete our 30-second estimate questionnaire, or communicate with our team via WhatsApp and other channels.

Effective Date: August 28, 2026

Website: climagen.co.uk

Brand: Climagen (“we”, “us”, “our”)

1. Important Information & Who We Are

Climagen is a specialized provider of dual heat and cool air conditioning installations across the United Kingdom. We act as the Data Controller responsible for your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions regarding this Privacy Policy or wish to exercise your legal rights, please contact our Data Protection Lead:

Email: privacy@climagen.co.uk
Website Contact: climagen.co.uk

2. The Information We Collect About You

We collect personal data to provide accurate cost estimates, design bespoke climate control systems, and complete accredited installations. We may collect, use, store, and transfer the following categories of data:

Identity Data: Your full name and title
Contact Data: Email address, telephone number, WhatsApp contact details, and installation address (including UK postcode).
Technical & Property Data: Details provided through our 30-second questionnaire, including room types, property dimensions, photos or videos of your space shared for system sizing, and existing heating/cooling setups.
Financial & Transaction Data: Payment details, invoice history, and records regarding 0% VAT energy-saving material eligibility where applicable.
Usage & Technical Data: IP address, browser type, operating system, time zone settings, and website interaction data collected via cookies and analytics.

3. How We Collect Your Personal Data

We collect data through the following methods:

Direct Interactions: You provide Identity, Contact, and Property Data when completing our 30-second online questionnaire, requesting an estimate, booking an installation, or contacting us via WhatsApp, phone, or email.
Instant WhatsApp Consultation: When you transition from our online questionnaire to WhatsApp, your phone number, message history, and any photos or room layouts shared are processed to finalize system specifications and fixed quotes.
Automated Technologies: As you interact with climagen.co.uk, we may automatically collect technical data regarding your equipment, browsing actions, and patterns using cookies and standard server logs.

4. How We Use Your Personal Data

We only process your personal data when the law allows us to. Most commonly, we use your data under the following legal bases:

5. Disclosures of Your Personal Data

We do not sell, rent, or trade your personal information. We may share your personal data with trusted third parties strictly for operational and legal compliance purposes:

Certified Installation Engineers: Fully accredited, F-Gas certified installation teams assigned to carry out on-site surveys and fittings.
Certified Installation Engineers: Fully accredited, F-Gas certified installation teams assigned to carry out on-site surveys and fittings.
Service Providers: Technical service providers that supply our digital architecture, including website hosting, form funnel software, cloud database storage, and messaging integrations (such as WhatsApp Business / Meta Platforms Ireland Ltd).
Regulatory Bodies: Government or legal authorities where required by UK law, including F-Gas regulatory bodies (REFCOM/Environment Agency) or HMRC for tax compliance.

6. International Data Transfers

Where we utilize service providers or communication tools (such as messaging platforms or cloud systems) that store or process data outside the United Kingdom, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

Transferring data to countries deemed to provide an adequate level of protection for personal data by the UK Information Commissioner’s Office (ICO).
Utilizing standard contractual clauses approved for use in the UK which give personal data the same protection it has in the UK.

7. Data Security & Retention

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, accessed in an unauthorized way, altered, or disclosed. Access to your personal data is limited strictly to employees, engineers, and service providers who have a business need to know.

We retain your personal data only for as long as necessary to fulfill the purposes we collected it for, including satisfying any legal, accounting, warranty, or regulatory reporting requirements (such as retaining installation and F-Gas compliance records for statutory warranty periods).

8. Your Legal Rights

Under UK data protection laws, you have the following rights regarding your personal information:

Request Access: Request a copy of the personal data we hold about you.
Request Correction: Request correction of any incomplete or inaccurate data we hold.
Request Erasure: Ask us to delete or remove personal data where there is no good reason for us continuing to process it.
Object to Processing: Object to processing where we rely on a legitimate interest or direct marketing.
Request Restriction: Ask us to suspend the processing of your personal data.
Withdraw Consent: Withdraw consent at any time where we rely on consent to process your data.

To exercise any of these rights, please email us at privacy@climagen.co.uk. You also have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (ico.org.uk).

9. Cookies & Third-Party Links

Our website uses cookies to distinguish you from other users and analyze website traffic. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. Please note that if you disable or refuse cookies, some parts of our 30-second estimate funnel may become inaccessible or function incorrectly.

10. Changes to This Privacy Policy

We review and update this Privacy Policy regularly to reflect changes in our services, customer feedback, or UK legal requirements. Any updates will be published directly on this page.

Purpose / Activity	Type of Data	Legal Basis for Processing
Calculating and delivering your instant 30-second price estimate	Identity, Contact, Property Data	Performance of a contract / Taking steps at your request
Direct engineer messaging and fixed quoting via WhatsApp	Identity, Contact, Technical Data	Performance of a contract / Legitimate Interests (providing customer service)
Carrying out F-Gas certified installations, electrical work, and servicing	Identity, Contact, Financial, Property Data	Performance of a contract / Legal Obligation (F-Gas compliance)
Applying 0% VAT energy-saving incentives on qualifying installations	Contact, Financial, Property Data	Legal Obligation
Improving website performance, lead funnels, and customer experience	Technical, Usage Data	Legitimate Interests (analyzing customer usage)