Privacy & Cookies Policy

At Octagon Heating Services Limited (OHS), we take protecting your privacy extremely seriously. It is really important to us that you trust us with your personal information, so we want to make sure that you understand what information we hold about you and how we collect, store and process it in order to provide our services to you.

Please read this privacy policy carefully and if you have any questions about this policy or what we do with your personal information, please fill out the form in the ‘Accessing your personal information’ section below.

What personal information do we collect?

The personal information we collect from you will depend on the service you have requested from us. This information may include your full name, email address, telephone number, business name, business address, website address and bank details for accounting purposes.

What do we use your personal information for?

We will process the information that you provide to us in the following ways for the purpose of (and on the basis of) providing the services we have been engaged to deliver to you:

• to provide you with estimates and invoices for the requested services
• to provide you with regular updates on topics relevant to the services we are providing
• where you have consented to us doing so, to provide you with further information about OHS and our other services.

How do we protect your personal information?

We aim to protect your personal information in the following ways:

• keeping information up to date, primarily through regular contact with you
• storing information in secure locations, including information stored electronically
• destroying information which is no longer relevant, unless we have a legitimate reason or statutory obligation to retain it
• minimising, wherever practicable, the number of staff or third parties who have access to your information.

How long do we keep your personal information?

Wherever practicable, we will retain your personal information for no longer than is necessary; however, there are circumstances in which we will keep your information for longer, including;

• where we have a statutory or regulatory obligation to retain the information (we are required to keep certain information for specified minimum periods, and in some cases indefinitely, depending on the services we provide)
• to ensure our business is properly run in an efficient and compliant manner.

Who else has access to your personal information?

In order to provide you with the services that you have requested from us, there are a number of third parties who may also need to process your personal information.

As the requirements of OHS change, we may need to change the third parties who process your information to meet those requirements.

In some cases, third parties may be based outside of the European Economic Area (EEA); however, OHS will always ensure these third parties operate as if they were based inside the EEA in terms of data protection as part of our due diligence.

Please note that where you enter into a contract with a third party following a recommendation by OHS, the third party will become the “data controller” of any information provided to them, either by you or by us with your consent. If your engagement were to end with OHS, this would not end your engagement with the third party.

Accessing your personal information

You have the following rights regarding your personal information:

• to make a request to see the personal information we hold about you
• to change/update the personal information we hold about you
• to ask us to erase the personal information we hold about you, unless there is a statutory, regulatory or otherwise legitimate reason for us not to comply (we will always provide you with more details about your rights in our response to your request)
• to ask us to provide you or a third party with the personal information we hold about you.

If you wish to exercise any of your rights regarding your personal information we hold about you, please use our contact form. Once you have submitted the form, we will be in touch as soon as possible to assist with your request.

IP addresses and server logs

This site records IP addresses and produces server logs. This information is used solely for monitoring the volume of traffic the site receives and measuring the number of visitors. We do not use the information for tracking the activities of individual visitors to this site.

What are cookies?

Cookies are small text files that are used to store small pieces of information. They are stored on your device when the website is loaded on your browser. These cookies help us make the website function properly, make it more secure, provide better user experience, and understand how the website performs and to analyze what works and where it needs improvement.

How do we use cookies?

As most of the online services, our website uses first-party and third-party cookies for several purposes. First-party cookies are mostly necessary for the website to function the right way, and they do not collect any of your personally identifiable data.

The third-party cookies used on our website are mainly for understanding how the website performs, how you interact with our website, keeping our services secure, providing advertisements that are relevant to you, and all in all providing you with a better and improved user experience and help speed up your future interactions with our website.

What types of cookies do we use?

Essential: Some cookies are essential for you to be able to experience the full functionality of our site. They allow us to maintain user sessions and prevent any security threats. They do not collect or store any personal information. For example, these cookies allow you to log-in to your account and add products to your basket, and checkout securely.

Statistics: These cookies store information like the number of visitors to the website, the number of unique visitors, which pages of the website have been visited, the source of the visit, etc. These data help us understand and analyze how well the website performs and where it needs improvement.

Marketing: Our website displays advertisements. These cookies are used to personalize the advertisements that we show to you so that they are meaningful to you. These cookies also help us keep track of the efficiency of these ad campaigns.

The information stored in these cookies may also be used by the third-party ad providers to show you ads on other websites on the browser as well.

Functional: These are the cookies that help certain non-essential functionalities on our website. These functionalities include embedding content like videos or sharing content of the website on social media platforms.

Preferences: These cookies help us store your settings and browsing preferences like language preferences so that you have a better and efficient experience on future visits to the website.

The below list details the cookies used in our website.

How can I control the cookie preferences?

Should you decide to change your preferences later through your browsing session, you can click on the “Privacy & Cookie Policy” tab on your screen. This will display the consent notice again enabling you to change your preferences or withdraw your consent entirely.

In addition to this, different browsers provide different methods to block and delete cookies used by websites. You can change the settings of your browser to block/delete the cookies. To find out more about how to manage and delete cookies, visit wikipedia.org, www.allaboutcookies.org.

Applicable law

This website and the use of it is governed by English law and English courts shall have exclusive jurisdiction over any related disputes.

Queries or concerns

If you are concerned about how we have treated your information, please fill in our contact form and we will assist you to make things right. Alternatively, you have the right to lodge a complaint with the Information Commissioner’s Office, who can be contacted via their website https://ico.org.uk.

This policy may be updated from time to time

OHS reserves the right to change this Policy at any time, and any amended policy is effective upon posting to this Website. OHS will make every effort to communicate any significant changes to you via email. Your continued use of our services will be deemed acceptance of any amended policy.