Privacy, explained.

1. Who is responsible for your information?

Alpha HVAC UK Ltd, trading as Alpha HVAC, is responsible for the personal information covered by this notice. Our company number is 12115305.

For a privacy question or request, call 07890 652368 or write to Alpha HVAC UK Ltd, 27 St. Cuthberts Street, Bedford, MK40 3JG (registered office).

2. Information you provide

Our website enquiry form asks for your name, telephone number, email address, the service you need and your message. Please include only information relevant to your enquiry; do not send payment-card details or sensitive personal information through this form.

If an enquiry becomes a quotation or job, the information needed may also include your installation or service address, equipment details, appointment arrangements and records of the work and payments.

3. Why we use it

We use enquiry details to respond, understand your requirements and arrange the next steps. When you ask for a quotation or book work for yourself, we use the information to take steps towards, or carry out, a contract with you.

For general enquiries and business contacts, we rely on our legitimate interest in answering enquiries and managing business relationships. We also use equipment and service history to administer ongoing servicing and warranty enquiries, and contact existing customers about their servicing requirements. Security and abuse prevention support our legitimate interest in maintaining a reliable website. Records required by tax or accounting law are handled to meet legal obligations.

You can ask us to stop service invitations or other promotional messages at any time. Submitting an enquiry is not consent to unrelated marketing.

The form’s required fields are needed to process an enquiry through the form. You can telephone us instead. Supplying details is not a commitment to buy.

4. Where information goes

The website is hosted by IONOS. The enquiry form emails your message to the Alpha HVAC team’s Microsoft-hosted mailboxes, including the business’s Hotmail mailbox. Microsoft email, OneDrive and Bookings are used for business communications, records and appointments.

Relevant information is accessed by the team organising or carrying out your work. We also use OpenAI tools for AI-assisted administration, checking records and drafting communications; relevant enquiry or customer information may be processed in those tools. AI assistance is not a substitute for our responsibility for the work or communications.

Information may also need to be disclosed where required by law or to deal with a legal claim. We do not sell customer information.

5. How long information is kept

Enquiries that do not become jobs: our policy is to delete enquiry information from active enquiry records as soon as the enquiry is closed without proceeding to a job, with no routine follow-up retention period. An unanswered, still-open enquiry is not automatically treated as a refusal.

Customer service-contact records and routine service history: we keep these while the customer relationship continues. Our deletion rule applies once the customer has declined further servicing and 12 months have passed since the last completed service. Both conditions must be met; a lack of reply alone is not a refusal. This service-record rule does not determine when an equipment warranty expires.

Financial and other necessary records: invoices, payment and accounting records are kept separately, normally for six years from the end of the company financial year they relate to, and longer where legally required. We retain relevant records for an ongoing warranty obligation, complaint or dispute for as long as needed to resolve it or meet legal requirements.

These rules concern our active business records. Residual copies may remain in provider backups or security logs until those systems’ retention cycles expire; deletion from an active record does not promise immediate erasure of every backup. Contact us if you need information about a particular record or a deletion request.

6. Website security, logs and cookies

Our enquiry form uses a spam trap and limits repeated submissions. It uses a hashed identifier derived from an IP address and stores submission timestamps on the server. Its rate limit checks the preceding ten minutes; this is not a ten-minute deletion period. These records are used for abuse prevention, not advertising.

Our quotation-response page uses an essential session cookie named alpha_quote_session to protect the response form. When you submit a response, we record the quotation reference, your name, acceptance or refusal, any reason you provide and the response date. The cookie is a session cookie; browser settings may restore sessions when a browser is reopened.

The main website does not include advertising or third-party analytics scripts. Hosting logs are separate: IONOS describes collecting technical visit information, including requested pages, browser/device information, access times and anonymised IP addresses, for hosting security and operation. Its standard web-hosting documentation describes an eight-week visitor-data retention period. See IONOS’s hosting privacy information.

7. Service providers and overseas processing

Some service providers operate internationally, so information may be processed outside the UK. Microsoft, for example, describes processing in the United States and other countries, with safeguards described in its privacy statement, including contractual safeguards where applicable.

Provider processing and retention depend on the service and account arrangements; we do not promise that all information stays in the UK. Please contact us using the details above for information about the providers and transfer arrangements relevant to your records, including how to obtain details of applicable safeguards.

8. Your rights

Depending on the circumstances and the basis for using your information, you may have rights to access it, correct it, ask for its deletion, restrict its use or receive a portable copy. These rights are not absolute.

You can object to processing based on legitimate interests. You can always object to the use of your information for direct marketing. Where processing relies on consent, you can withdraw that consent without affecting the lawfulness of earlier processing.

Use the contact details above to raise a request. You can also complain to the Information Commissioner’s Office (ICO), the UK data protection regulator.

9. Links and bookings

Our website links to external services, including Microsoft Bookings, Google, Trustpilot and YouTube. If you follow a link, that provider’s privacy information applies to its own service. A link does not itself mean that your enquiry message is sent to that provider.

10. Changes to this notice

We will update this notice when the way we handle information changes. The latest revision date appears at the top of this page.