Privacy Policy

We respect your privacy and are committed to protecting your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data We Collect

When you submit this form, we collect:

• Your name (if provided)
• Your email address
• Your phone number (optional)
• Any message you submit via the form

2. How We Use Your Data

We use your data to respond to your enquiry and manage communications related to our business. Additionally, we retain certain client data for legal and tax compliance purposes, including possible checks by HMRC.

3. Lawful Basis for Processing

We process your data based on:

• Your explicit consent, given when you check the box agreeing to this privacy policy.
• Legal obligations to retain data for tax and regulatory compliance.

4. Data Storage and Security

Your data is stored securely in password-protected systems (email and laptop) and is accessible only to authorised personnel. Appropriate technical and organisational measures are in place to protect your personal data.

5. Retention

We will retain your personal data only as long as necessary to respond to your enquiry or as required by law for tax and regulatory purposes (typically at least 5 years for HMRC compliance). After this period, emails and any spreadsheets containing client data will be deleted.

6. Third-party Processing

We use FormSubmit to process form submissions. FormSubmit forwards your submission to our email and then deletes it from their servers. We remain responsible for retention, storage, and access of the data once it is received by us.

7. Analytics

We use privacy-respecting analytics (Loglesk) to measure website traffic. These analytics do not use cookies or collect personal data.

8. Children

Our services are not directed to children under 13, and we do not knowingly collect their data.

9. Your Rights

You have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data, except where retention is required by law
• Withdraw consent at any time for processing that is based on consent

To exercise your rights, please contact us at enquiries@heatscan.co.uk

10. Contact

If you have questions about this privacy policy or how we process your data, please contact us at enquiries@heatscan.co.uk

Last updated: 2 November 2025