Privacy Policy | Coolth Emergency Refrigeration

Who We Are

📋 Data Controller

This Privacy Policy applies to Coolth Emergency Refrigeration, a trading name of Road and Rescue Ltd.

Registered company: Road and Rescue Ltd
Company number: 16401492
Registered office: 71-75 Shelton Street, Covent Garden, London WC2H 9JQ
Email: legal@coolth.tech
Website: www.coolth.tech

We are the data controller for personal data collected through our website and services. We are committed to protecting your privacy and handling your data lawfully under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data We Collect

We collect and process the following categories of personal data:

Identity & Contact Data Your name, telephone number, and email address — provided when you book a service or contact us.
Location Data Your service address or postcode — required to dispatch a technician to your location.
Payment Data Card payment details processed securely through Stripe. We do not store card numbers — Stripe handles all payment processing and is PCI-DSS compliant.
Service Records Details of the service call including fault type, equipment details, technician notes, and temperature logs. These may be used as evidence in any payment dispute or warranty claim.
Usage Data Anonymous analytics data (pages visited, session duration) via Google Analytics. This does not identify you personally.
Communications Any emails, messages, or form submissions you send us, retained for customer service and legal purposes.

How We Use Your Data

⚖️ Legal Bases & Purposes

Service Delivery (Contract Performance): To dispatch technicians, confirm bookings, and fulfil emergency refrigeration services you have requested.
Payment Processing (Contract Performance): To charge for services rendered via our secure Stripe payment integration.
Legal Obligations: To comply with our legal and regulatory obligations including tax, financial record-keeping, and food safety law.
Legitimate Interests — Fraud Prevention: Service call records, GPS dispatch data, and payment evidence are retained to defend against fraudulent chargebacks and payment disputes.
Legitimate Interests — Business Improvement: Aggregated, anonymised usage data to improve our website and service offering.
Consent — Marketing: We do not send marketing emails unless you have explicitly consented. You may withdraw consent at any time.

🤝 Who We Share Data With

We do not sell your personal data. We share data only with:

Stripe, Inc. — payment processing (PCI-DSS compliant, data may be processed in the US under Standard Contractual Clauses)
Google LLC — anonymous analytics via Google Analytics (data may be processed in the US)
Our technician network — your name, contact number, and service address are shared with the attending engineer
Legal authorities — if required by law, court order, or to protect our legal rights

🗓 Retention Periods

Service & payment records: 7 years (HMRC requirement)
Contact & booking data: 3 years from last contact
Analytics data: 26 months (Google Analytics default)
Legal correspondence: 6 years (Limitation Act 1980)

Your Rights

Under UK GDPR you have the following rights. To exercise any of them, email us at legal@coolth.tech. We will respond within 30 days.

Right of Access Request a copy of the personal data we hold about you (Subject Access Request).
Right to Rectification Ask us to correct inaccurate or incomplete personal data.
Right to Erasure Request deletion of your data where we have no legal obligation or legitimate reason to retain it.
Right to Restriction Ask us to limit how we use your data while a dispute is resolved.
Right to Data Portability Receive your data in a structured, machine-readable format where processing is automated and based on consent or contract.
Right to Object Object to processing based on legitimate interests. We will stop unless we can demonstrate compelling legitimate grounds.
Right to Complain You may lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk or call 0303 123 1113.

Data Protection Contact

📧 Get In Touch

Data protection & privacy enquiries

legal@coolth.tech

Postal address

Road and Rescue Ltd, 71-75 Shelton Street, Covent Garden, London WC2H 9JQ

Supervisory authority

Information Commissioner's Office (ICO) — ico.org.uk

Terms of Service Legal Authority