Privacy Policy

Throughout this document, “we,” “our,” “IHS” or “us” refer to Infrared Heating Specialists Ltd. We are a registered company (Company Number: 14797211) based in the United Kingdom, with our registered office at 202 Ashley Road, Hale, Altrincham WA15 9SN.

Introduction

This privacy notice aims to provide you with information about how we collect and process the information we obtain from you or that you provide to us. It covers both personal and non-personal information. “Process” refers to activities such as collecting, storing, transferring, using, or acting on information. This notice informs you of your privacy rights and the legal protections in place.

Protecting your privacy and the confidentiality of your personal information is of utmost importance to us. Our policy is not merely a compliance exercise but a demonstration of our respect for you and your personal information. Our policy aligns with the Data Protection Act 2018 (the “Act”), which incorporates the EU General Data Protection Regulation (GDPR).

To ensure you are aware of your rights and our obligations regarding the processing and control of your personal data, we request that you familiarise yourself with the information provided at http://www.knowyourprivacyrights.org. Except as outlined below, we do not share, sell, or disclose any information collected through our website to third parties.

Data Protection Officer

We have appointed a Data Protection Officer (DPO) who is responsible for ensuring compliance with our policy. For any questions regarding this privacy notice or requests to exercise your legal rights, please contact us at info@infraredheatingspecialists.co.uk.

Data We Process

We may collect, use, store, and transfer various types of personal data about you, which we have categorised as follows:

Identity Information: Includes your first name, last name, and title.
Contact Information: Includes your billing address, delivery address, email address, telephone numbers, and any other information you provide for communication or meeting purposes.

• Financial Data: Includes card details collected during the point of sale.
• Transaction Data: Comprises details about payments or communications to and from you, as well as information about products and services you have purchased from us.
• Technical Data: Encompasses your internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology used to access our website.
• Profile Data: Covers information such as your purchases or orders, interests, preferences, and feedback.
• Marketing Data: Includes your preferences for receiving marketing communications from us, communication preferences, and your responses and actions related to our services.
• Anonymous Data: We may aggregate statistical or demographic data for various purposes. Anonymous data does not identify you as an individual. If aggregated data is combined or connected with your personal information, we treat it as personal information and handle it according to this privacy notice.

Importance of Providing Personal Information

If you fail to provide the personal data we require by law or under a contractual agreement, we may be unable to fulfil our contractual obligations to you. In such cases, we may have to discontinue providing our services. We will notify you of any such circumstances.

The Basis for Processing Your Information

The law mandates that we determine the basis for processing different categories of your personal information. We will notify you of the basis for each category and immediately cease processing if a particular basis becomes irrelevant. If there are changes to the basis, we will notify you in compliance with legal requirements.

Information Processed Based on Contractual Obligations

When you create an account on our website, purchase a product or service, or agree to our terms and conditions, a contract is formed between you and us. To fulfil our obligations under this contract, we must process the information you provide, which may include personal information. We process this information to:

• Verify your identity for security purposes.
• Sell products to you.
• Provide you with our services
• Offer suggestions, advice, and recommendations on products, services, and website usage.

We process this information based on the existence of a contract between us or your request for information prior to entering a legal contract. We will continue processing this information until the contract ends or is terminated by either party in accordance with the contract’s terms.

Information Processed for Legitimate Interests

We may process your information based on our legitimate interests or those that are beneficial to you. When processing your data under this basis, we carefully consider:

• Whether the same objective can be achieved through other means.
• Whether processing or not processing might cause you harm.
• Whether it is reasonable for you to expect us to process your data.

Examples of processing based on legitimate interests include:

• Record-keeping for proper and necessary business administration.
• Responding to unsolicited communication from you, where a response can be reasonably expected.
• Protecting and asserting the legal rights of any party.
• Obtaining professional advice or insurance required to manage business risks.
• Protecting your interests when we have a duty to do so.

Payment Method Information

At IHS, payment details are never stored. Only authorised staff members are permitted to handle card payments, and card details are recorded on an approved form. Once the card payment is approved, all details are immediately disposed of. Any electronic payments received are logged by authorised staff members only.

Job Applications and Employment

If you submit information in connection with a job application, we may retain it for up to twelve months in case we need to contact you in the future. If you become employed by us, we will collect and use information relevant to your employment solely for purposes directly related to your role. After your employment ends, we will retain your file for seven years before destroying or deleting it.

Communication with Us

When you contact us via telephone, our website, or email, we collect the data you provide to us to respond to your inquiries. We maintain records of your requests and our replies to enhance the efficiency of our business. Personally identifiable information such as your name and email address are retained to track our communications with you and provide a high-quality service.

Complaints Regarding Website Content

If you submit a complaint about any content on our website, we will investigate the matter. If we find it justified or if legal requirements dictate, we may temporarily remove the content during the investigation. When we receive a complaint, we record all the information you provide to us and use it to address your concerns. In some cases, it may be necessary to share relevant information from your complaint with other individuals or entities involved. We do this at our discretion and limit the disclosure to what is necessary. We may also compile statistics using information obtained from complaints to assess the level of service we provide, but we ensure that the data cannot be used to identify you or any other person.

How to Complain

If you are unhappy with our privacy policy or have any other complaints, please inform us directly at info@infraredheatingspecialists.co.uk We hope to resolve any disputes through good faith discussions, mediation, or arbitration. If you are dissatisfied with the resolution, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at https://ico.org.uk/make-a-complaint/. However, we appreciate the opportunity to address your concerns first.

Cookies

Use of Information Collected through Automated Systems on our Website.
Our website uses cookies, which are small text files placed on your computer’s hard drive by your web browser when you visit a website. Cookies allow information from one web page to be stored for use on another, enabling personalized experiences and providing website owners with statistics to improve the user experience.

Some cookies have a defined period of validity, such as one day or until you close your browser, while others persist indefinitely. Your web browser should enable you to delete or limit the use of cookies through its settings. However, please note that disabling or restricting cookies may impact the functionality of our website.

We use cookies for the following purposes:

• Tracking your website usage.
• Recording whether you have viewed specific messages displayed on our website.
• Capturing your answers to surveys and questionnaires while you complete them on our site.

Personal Identifiers from Browsing Activity

When your web browser requests web pages and content from our servers, we record information about these requests. This includes your geographical location, internet service provider, IP address, and details about the software and devices you use to browse our website. We aggregate this information to assess the popularity of webpages and evaluate content delivery.

In combination with other information obtained from your previous visits, this data may potentially identify you personally, even if you are not signed in to our website.

Re-marketing

We may use re-marketing techniques that involve placing cookies on your computer when you browse our website. This allows us to display advertisements for our products or services when you visit other websites. From time to time, we may engage third-party providers to assist with re-marketing. If you have provided consent for the use of cookies, you may encounter advertisements for our products and services on other websites.

As part of our re-marketing efforts, we use Google Ads. We recommend reviewing Google’s Privacy & Terms to understand how they handle your personal data when you consent to their services on our website.

Processing of Data Outside the European Union

Disclosure and Sharing of Your Information

Our websites are hosted within the UK. However, we may occasionally use outsourced services that operate in countries outside the European Union. As a result, data obtained within the UK, or any other country may be processed outside the European Union. In such cases, we will apply the same level of compliance and scrutiny to ensure the safety and security of your data, as described in this document.

Other Matters

Site Use by Children

We do not sell products or provide services for purchase by children, nor do we market to children. If you are under 18 years old, you may only use our website with consent from a parent or guardian.

Encryption of Data Transmission

To verify our identity to your browser and encrypt any data you provide, we may utilize Secure Sockets Layer (SSL) certificates. When information is transferred between us, you can check for SSL encryption by looking for a closed padlock symbol or trust mark in your browser’s URL bar or toolbar.

Retention Period for Personal Data

Unless otherwise specified in this privacy notice, we retain your personal information only as long as necessary:

• To provide the requested services.
• To comply with applicable laws, including requirements from tax authorities.
• To support a claim or defence in court.

Compliance with Applicable Laws

Our privacy policy is designed to comply with the laws of all countries and jurisdictions where we conduct business. If you believe it does not meet the requirements of your jurisdiction, we welcome your feedback. However, the decision to use our website ultimately lies with you.

Review of this Privacy Policy

We may update this privacy notice as necessary. The terms applicable to you are those posted on our website on the day you use it. We recommend printing a copy for your records. If you have any questions about our privacy policy, please contact us.