Legal
Privacy Policy
Who We Are
Warm Energy Labs Ltd trading as Fan Coil (“Heat Pump Fan Coil”) is the data controller for personal data collected through this website.
- Company No. 14120157
- Email: hello@fancoil.co.uk
- Website: fancoil.co.uk
What Data We Collect
Account Registration
When you create an account, we collect:
- Name
- Email address
- Phone number (optional)
- Company name (optional)
- Billing address
- Password (stored securely hashed — we cannot see your password)
Orders
When you place an order, we also collect:
- Delivery address (if different from billing)
- Order details (products, quantities, prices)
- Order notes
Installer Accounts
If you register as an installer, we additionally store:
- Installation photographs submitted for warranty registration
- Service records
Stock Notifications
If you sign up for back-in-stock notifications, we collect your email address and the product you are interested in. This data is deleted after the notification is sent.
How We Use Your Data
| Purpose | Legal Basis (GDPR) |
|---|---|
| Processing your orders and sending invoices | Contract performance |
| Creating and managing your account | Contract performance |
| Sending order confirmations and dispatch notifications | Contract performance |
| Processing warranty claims | Contract performance |
| Sending back-in-stock notifications | Consent (you opted in) |
| Responding to enquiries via email | Legitimate interest |
| Website analytics (Fathom) | Legitimate interest (privacy-friendly, no personal data) |
| Fraud prevention and security | Legitimate interest |
We do not use your data for marketing emails, sell your data to third parties, or share your data with advertisers.
Third Parties
We share your personal data with the following third parties, only to the extent necessary to fulfil our service:
| Service | Data Shared | Purpose |
|---|---|---|
| FreeAgent (accounting software) | Name, email, address, order details | Invoice generation and payment tracking |
| Pallet carrier | Name, delivery address, phone | Delivering your order |
| Fathom Analytics | None (no personal data collected) | Privacy-friendly website analytics |
We do not use Google Analytics, Facebook Pixel, or any other tracking that collects personal data.
Cookies
This website uses only essential cookies required for the site to function:
| Cookie | Purpose | Duration |
|---|---|---|
| Session cookie | Maintains your login session and shopping cart | Until you close your browser or log out |
| XSRF token | Prevents cross-site request forgery (security) | Session |
| Remember me (optional) | Keeps you logged in between visits if you choose | 30 days |
We do not use advertising cookies, tracking cookies, or third-party cookies. Fathom Analytics does not use cookies — it is fully GDPR compliant and does not track individuals.
Because we only use essential cookies that are strictly necessary for the website to function, a cookie consent banner is not required under UK GDPR / PECR.
Data Retention
- Account data: retained while your account is active. You can request deletion at any time.
- Order data: retained for 7 years for accounting, tax, and legal compliance (HMRC requirement).
- Installation photographs: retained for the duration of the warranty period plus 1 year.
- Stock notifications: deleted after the notification email is sent.
Your Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Correct inaccurate personal data
- Delete your personal data (subject to legal retention requirements)
- Object to processing based on legitimate interest
- Port your data to another service
- Withdraw consent for any processing based on consent
To exercise any of these rights, contact us at hello@fancoil.co.uk. We will respond within 30 days.
Data Security
Your data is stored on servers hosted in the UK/EU. Passwords are hashed using industry-standard algorithms — we cannot see or retrieve your password. All data is transmitted over HTTPS (encrypted in transit).
Children
This website is not intended for children under 18. We do not knowingly collect data from children.
Changes to This Policy
We may update this policy from time to time. The date at the bottom of this page shows when it was last updated. Significant changes will be communicated via email if you have an account.
Complaints
If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner’s Office (ICO):
- Website: ico.org.uk
- Helpline: 0303 123 1113
Last updated: June 2026