Privacy Policy

Last updated: 6th October 2026

Who we are

This privacy policy explains how Cotswold Heating & Renewables Ltd (“we”, “us”, “our”) collects and uses personal information about you when you use our website, contact us, or use our services.

Cotswold Heating & Renewables Ltd is a company registered in England and Wales (company number 16505358), with its registered office at 12 Willow Way, Meon Vale, Stratford-upon-Avon CV37 8FT.

We are the data controller for the personal information described in this policy. If you have any questions about it, email cotswoldheatingrenewables@gmail.com, call 01789 700026, or write to us at 12 Willow Way, Meon Vale, Stratford-upon-Avon CV37 8FT.

Information we collect

We collect personal information when you:

send an enquiry through our website form - your name, phone number, email address, the service you're interested in, whether you're interested in a government grant, and any details you include in your message
call, email or message us
ask us for a quote, book a survey or have work carried out - including your address, details about your property and heating system, and payment information
apply for a grant through us, such as the Boiler Upgrade Scheme - including the information needed to support the application
use our website, if you accept statistics cookies - the pages you visit, the device and browser you use and your approximate location, collected by Google Analytics

We don't knowingly collect information about children, or special category information such as health details, unless you choose to share it with us - for example when discussing an accessible bathroom.

How we use your information

We use your personal information to:

respond to your enquiry and provide quotes
arrange and carry out surveys, installations, servicing and repairs
manage grant applications on your behalf
register products and warranties, and notify bodies such as Gas Safe Register or MCS where we're required to
take payment and keep financial records
provide aftercare, such as reminders when a service is due
meet our legal and regulatory obligations

Our legal basis

Under UK data protection law we rely on the following lawful bases:

Contract - to provide quotes and carry out work you've asked for
Legal obligation - for example keeping financial records and making required safety notifications
Legitimate interests - for example responding to enquiries, providing aftercare and improving our service, where this doesn't override your rights
Consent - where we ask for it, such as sending marketing messages or using analytics cookies. You can withdraw consent at any time.

We never sell your personal information. We only share it where needed, with:

scheme administrators and certification bodies, such as Ofgem for the Boiler Upgrade Scheme, MCS, RECC and Gas Safe Register
manufacturers and suppliers, for product and warranty registration
subcontractors who work with us on your project
our IT, email and website providers
Google, which provides our website analytics (only if you accept statistics cookies), and Cloudflare, which checks enquiry form submissions for spam
our accountants, insurers and professional advisers
the police, regulators or other authorities where the law requires it

Anyone we share information with is expected to keep it secure and use it only for the purpose we've shared it for.

How long we keep it

We keep personal information only for as long as we need it. As a guide:

enquiries that don't lead to work: 12 months
customer, job and warranty records: 6 years after the work is completed
financial records: at least 6 years, as required by law

Your rights

You have the right to:

ask for a copy of the personal information we hold about you
ask us to correct information that's inaccurate or incomplete
ask us to delete your information, where we don't need to keep it
object to or ask us to restrict how we use your information
ask for your information to be transferred to another organisation
withdraw your consent, where we rely on it

To use any of these rights, email cotswoldheatingrenewables@gmail.com, call 01789 700026, or write to us at 12 Willow Way, Meon Vale, Stratford-upon-Avon CV37 8FT. We'll respond within one month.

Cookies and third-party services

Our website uses a small number of third-party services: Google Analytics (only if you accept statistics cookies), an embedded Google Map, and Cloudflare Turnstile to protect our enquiry forms from spam. Find out more in our cookie policy.

Keeping your information secure

We take appropriate technical and organisational measures to protect your personal information against loss, misuse and unauthorised access.

Complaints

If you're unhappy with how we've handled your information, please contact us first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.