Privacy Policy

How KOOLMAX Group Handles Your Information

When you use our website, place an order, or get in touch with our team, you share personal information with us. This policy explains exactly what we collect, why we collect it, how we protect it, and what your rights are. We have written it in plain language because you deserve to know what happens to your data without having to work through dense legal text to find out.

Personal data is any information that relates to an identifiable individual. We take our responsibilities regarding that data seriously, and everything we do with it is governed by the UK General Data Protection Regulation.

What Information We Collect

When you interact with us, whether through our website, over the phone, or by email, we may collect your name, email address, phone number, mailing address, and postcode. We also keep records of communications between you and our team, records of deliveries we have made to you, and any information you provide through enquiry forms or surveys. If you register or place an order on our website, we collect the details you enter at that point.

We collect only what we need. Every piece of information we ask for has a specific purpose, and we do not gather data simply because it might come in useful at some point down the line.

Why We Collect It

We use your information to process your orders accurately, respond to your enquiries with the right information, and keep you updated on anything directly relevant to your purchase. Where you have opted in, we may also send you information about other products and services we offer.

Beyond that, your information helps us personalise your experience on our website, process your transactions efficiently, administer any promotions or surveys you choose to take part in, and respond to customer service requests with full knowledge of your order and circumstances. We do not use your data for anything beyond what is described here, and we do not pass it to third parties for their own marketing purposes.

How We Store and Protect Your Data

Your personal data is held securely in both physical and electronic form. Paper records are kept locked and accessible only to those within KOOLMAX Group who have a genuine need to access them. Electronic records are protected by strong passwords, restricted access, and encryption where appropriate. If any of our team works remotely or off-site, they access only what they need for that specific task and nothing beyond it.

We do not hold your data for longer than is necessary. When data is no longer needed, it is disposed of securely, and that process is followed without exception.

All sensitive information transmitted through our website is encrypted using Secure Socket Layer technology. Transactions are processed through a certified payment gateway and are not stored or processed on our own servers. We do not store your credit card, debit card, or any other financial information in our database at any point.

Data Disclosure

We only share your information where you have given your express consent, where we are legally required to do so, or where there is a clear and legitimate business reason that falls within the scope of applicable legislation.

We do not sell or transfer your personal information to outside parties for commercial or marketing purposes. Everyone within the KOOLMAX Group who has access to personal data operates under a strict confidentiality clause. Any breach of that obligation is treated as a serious disciplinary matter and dealt with immediately.

Subject Access Requests

You have the right to know whether we hold personal data relating to you and to request a copy of it at any time. Submit your request in writing to our management team and we will respond within one month. Where a request is particularly complex, this may be extended by a further two months, and we will let you know if that is the case.

There is no charge for a subject access request unless it is excessive or repetitive. If you believe any information we hold about you is inaccurate, tell us straight away, and we will correct or erase it without delay.

Data Breaches

If a breach occurs that puts your personal data at risk, we are required to report it to the Information Commissioner's Office within 72 hours of becoming aware of it. Any suspected breach is escalated to management immediately so that the obligation is met. If the breach is serious enough to affect you directly, we will contact you without delay and tell you exactly what happened and what we are doing about it.

Cookies

Our website uses cookies to keep your shopping cart working, remember your preferences, and help us understand how visitors use the site so we can keep improving it. We also work with Google Analytics and Google AdSense, which use their own cookies to track site interactions and serve relevant advertising.

You can turn cookies off through your browser settings at any time. If you do, some parts of the website may not function as intended. You can manage how Google uses your data through the Google Ad Settings page, or opt out entirely through the Network Advertising Initiative opt-out page.

Your Rights

You have the right to access the personal data we hold about you, request corrections to anything inaccurate, and ask us to stop sending marketing communications at any point. None of this will cost you anything in standard circumstances. To exercise any of these rights, contact us directly, and we will deal with it promptly.

If you no longer want to hear from us, follow the unsubscribe link at the bottom of any email we have sent you or contact us directly. We will remove you from all correspondence immediately.

Questions

If anything in this policy is unclear or you want to know more about how we handle your data, get in touch. We will give you a straight and complete answer, and clear all your doubts.