Required before launch: confirm the final hosting, email and business-system suppliers and approve the retention periods below.
Who controls your information
Hadley Air Ltd, trading through The Air Con Shop, is responsible for personal information submitted on this website. Our contact address is Hunts Farm, Broadstreet Common, Aldershot Road, Guildford, Surrey, GU3 3HX. For privacy questions or requests, email hadleyair@me.com or call 07810 184539.
Information we collect
When you contact us or request a quote, we may collect your name, email address, telephone number, postcode, preferred contact method, property and room details, cooling estimate, selected equipment, message and the date and content of your request. We also process limited technical data, including a pseudonymous hash derived from an IP address and browser information, to protect forms from spam and misuse. We do not intentionally request special-category information, payment-card details or finance-application data through these forms.
Why we use it and our lawful bases
- Enquiries and quotations: to respond, recommend equipment, arrange a survey and take steps you request before a possible contract
- Orders and installation: to perform an agreed contract, administer payments, installation and aftercare
- Records and compliance: to meet tax, accounting, safety and other legal obligations
- Security and service improvement: our legitimate interests in protecting the website, preventing misuse, maintaining records and running the business effectively
We do not currently use quote or contact details for unrelated electronic marketing. If that changes, we will provide a clear choice and follow UK GDPR and PECR requirements. Consent will not be made a condition of receiving a quotation where it is not necessary.
Who receives it
Authorised Hadley Air personnel and suppliers needed to provide hosting, email, IT support and business administration may process relevant information for us. Information may also be shared with professional advisers, regulators or law-enforcement bodies where necessary or required by law. We do not sell personal information. The finance calculator is illustrative: information entered there is not currently submitted to a lender or used for a credit search.
International transfers
The site currently loads Google Fonts from Google's servers. This may send technical connection data, including your IP address, outside the UK. Where a supplier processes personal information outside the UK, we will check that a UK adequacy regulation or another lawful safeguard applies. Before launch, the business should either document Google's applicable safeguard and supplier terms or host the fonts locally.
How long we keep it
Unsuccessful quote and general-contact enquiries are intended to be reviewed and deleted after 24 months. Form-security rate-limit records are pseudonymous and are automatically eligible for deletion after 24 hours. Contract, installation, warranty, accounting and dispute records are kept only for as long as needed for the relevant legal, contractual or evidential purpose. These periods must be checked against the business's final record-retention schedule before launch. When information is no longer needed, it will be deleted or anonymised securely.
Your rights
Depending on the circumstances, you may ask for access to your information, correction, deletion, restriction, portability or object to processing based on legitimate interests. Where processing relies on consent, you may withdraw it at any time without affecting earlier processing. Contact us using the details above. You also have the right to complain to the Information Commissioner's Office.
Cookies and external services
The forms use a strictly necessary PHP session cookie for security, CSRF protection and rate limiting. No advertising or analytics cookies are intentionally set by this site at present. If analytics, advertising, embedded maps or other non-essential technologies are added, the site and this notice must be updated and consent obtained where required before they are used.
Security
We use proportionate technical and organisational measures intended to protect personal information. No online service can guarantee absolute security. Please do not submit payment details, health information or other unnecessary sensitive information through the free-text fields.
Changes
We will update this notice when the website, suppliers or business practices change. Last reviewed: 29 August 2026.