Privacy Policy | Tritherm

Privacy Policy
Trinitythermo Technology Limited, trading as Tritherm Underfloor Heating

Last Updated: January 2025  |  Version 1.1

  1. Our Contact Details

This Privacy Policy is issued on behalf of Trinity Thermo Technology Limited, trading as Tritherm Underfloor Heating. When we refer to “Tritherm”, “we”, “us”, or “our”, we mean Trinity Thermo Technology Limited as the data controller responsible for processing your personal information.

Registered Company Name

Trinity Thermo Technology Limited

Trading Name

Tritherm Underfloor Heating

Company Registration No.

16289349

Registered Address

Unit 4 Station Works, Station Road, Long Buckby, NN6 7PF

Contact Email

account@tritherm.co.uk

Contact Phone

+44 7916 202189

ICO Registration No.

To be added upon registration — in progress

This Privacy Policy does not apply to our employees, contractors, agency staff, or candidates for employment, for whom we maintain a separate privacy notice provided at the point of engagement.

  1. Our Privacy Promise

The protection of your privacy and personal information is important to us. We are committed to being transparent about how and why we use your data. In summary:

  • We collect and use your personal information only where we have your permission or a lawful basis under UK GDPR and the Data Protection Act 2018.
  • We will never sell your personal information to third parties.
  • We will not share your information for marketing purposes without your explicit consent.
  • We minimise the data we collect to only what is necessary to deliver our products and services.
  • We are transparent about what we collect, why we collect it, and how long we keep it.
  • We implement appropriate technical and organisational security measures to protect your data.
  • We delete or anonymise your data once the purpose for which it was collected has ended.
  • When third parties provide us with information about you, we verify that they have a lawful basis for sharing it.
  1. Our Legal Basis for Processing

Under UK GDPR and the Data Protection Act 2018, we are required to have a lawful basis for processing your personal data. Depending on the purpose, we rely on one or more of the following:

  • Contract: Processing is necessary to fulfil an order, deliver products, or manage your account.
  • Legal Obligation: Processing is required to comply with UK law, such as tax records and VAT obligations.
  • Legitimate Interests: Processing is necessary for our legitimate business interests, such as fraud prevention and improving our services, where those interests are not overridden by your rights.
  • Consent: Where we send marketing communications or conduct optional data activities, we rely on your explicit consent, which you can withdraw at any time.
  1. The Information We Collect

We may collect and process the following categories of personal information about you:

  • Personal identifiers: name, contact details, billing and delivery address.
  • Geographic location data.
  • Social media handles or online identifiers.
  • Usernames and passwords for account access.
  • Website usage data: browser type, operating system, referral sources, and pages visited.
  • Payment details (processed securely via our payment providers — we do not store full card details).
  • Purchase history and transaction trends.
  • Credit reference information (where applicable for trade account applications).

We do not use CCTV surveillance at our premises, and we do not record telephone calls.

  1. How We Obtain Your Personal Information

Directly from you, when you:

  • Request a quotation or estimate for our products or services.
  • Apply for a trade account or credit terms.
  • Place an order through our website or by phone.
  • Create an account on our website.
  • Contact us by phone, email, WhatsApp, or any other channel.
  • Browse our website, which may generate cookies or usage data.

Indirectly from third parties, such as:

  • Mailing lists or marketing partners where you have consented to your data being shared.
  • Credit reference agencies for trade account applications.
  • Payment processors and fraud prevention services.
  1. How We Use Your Personal Information

We use your personal information for the following purposes:

  • To process and fulfil your orders, including payment, dispatch, and delivery.
  • To respond to enquiries, complaints, and customer service requests.
  • To provide quotations and estimates.
  • To manage your account, verify your identity, and administer credit terms where applicable.
  • To notify you of important changes to our products, services, or policies.
  • To conduct market research and improve our products and services.
  • To send marketing communications where you have opted in, with the option to opt out at any time.
  • To comply with our legal and regulatory obligations, including tax and financial record keeping.
  • To detect, investigate, and prevent fraud or other criminal activity.
  1. Who We Share Your Information With

We do not sell your personal data. We may share your information with carefully selected third parties only where necessary and where appropriate data sharing agreements are in place:

  • Courier and logistics partners: to arrange delivery of your orders.
  • Payment processors: to securely process your transactions.
  • IT and hosting providers: including WordPress and GoDaddy, who host and maintain our website and systems.
  • Credit reference agencies: where you apply for a trade account or credit terms.
  • Legal and professional advisers: where required by law or to protect our legal rights.
  • HMRC and other regulatory bodies: where we are required by law to disclose information.

All third parties we work with are required to handle your personal data in compliance with UK GDPR and the Data Protection Act 2018.

  1. Data Storage and Security

We store your personal information in:

  • Secure cloud-based storage systems.
  • Servers managed by our hosting providers, including WordPress and GoDaddy.

We implement appropriate technical and organisational security measures to protect your data against unauthorised access, loss, alteration, or disclosure. These measures include encryption, firewalls, and access controls. We regularly review our security arrangements to ensure they remain appropriate.

In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and, where required, inform you directly.

  1. How Long We Keep Your Data

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Our standard retention periods are as follows:

Data Type

Retention Period

Reason

Customer order & transaction records

6 years

UK tax law and HMRC requirements

Customer account information

Duration of account + 2 years

Legitimate interests / contractual obligations

Marketing consent records

Until consent withdrawn + 1 year

Legal obligation to evidence consent

Website usage / cookie data

Up to 12 months

Website performance and improvement

Trade account / credit applications

6 years

Legal and financial compliance

Warranty and complaints records

6 years

Consumer protection and dispute resolution

Once the applicable retention period has ended, we securely delete or anonymise your data so that you are no longer identifiable.

  1. Your Rights Under UK GDPR

Under the UK GDPR and the Data Protection Act 2018, you have the following rights in relation to your personal data:

  • Right of Access: You can request a copy of the personal data we hold about you (known as a Subject Access Request).
  • Right to Rectification: You can ask us to correct any inaccurate or incomplete data we hold about you.
  • Right to Erasure: You can ask us to delete your personal data where there is no longer a lawful reason for us to hold it.
  • Right to Restrict Processing: You can ask us to limit how we use your data in certain circumstances.
  • Right to Data Portability: You can request that we transfer your data to another organisation in a structured, machine-readable format.
  • Right to Object: You can object to us processing your data for direct marketing or where we rely on legitimate interests as our legal basis.
  • Right to Withdraw Consent: Where processing is based on consent, you can withdraw that consent at any time without affecting the lawfulness of prior processing.

To exercise any of these rights, please contact us using the details in Section 1. We will respond within one calendar month. There is no charge for making a request.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe we have not handled your personal data in accordance with the law:

  • Website: ico.org.uk
  • Phone: 0303 123 1113
  • Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
  1. Marketing

We will only send you marketing communications if you have opted in to receive them. You can withdraw your consent and unsubscribe at any time by:

  • Clicking the unsubscribe link in any marketing email we send you.
  • Contacting us directly by email or phone using the details in Section 1.

Withdrawing your consent will not affect the lawfulness of any marketing communications sent prior to withdrawal. We will process your opt-out request promptly.

  1. Cookies and Website Tracking

Our website uses cookies that are necessary for the website to function correctly. These are provided by our content management system (WordPress) and do not collect personal or sensitive information unless you choose to provide it.

We recommend that you periodically review the cookie settings on your browser, as the use of cookies by our hosting and platform providers (including WordPress and GoDaddy) may be subject to change. If you have any concerns about cookies used on our website, please contact us.

You can control and manage cookies through your browser settings. Please note that disabling certain cookies may affect the functionality of our website.

  1. Surveillance and Call Monitoring

For transparency, we want to confirm the following:

  • CCTV: We do not operate CCTV or any video surveillance systems at our premises. No video recordings of individuals are collected or processed by us.
  • Call Recording: We do not record telephone calls. Any notes taken during a call are kept as an internal record only and handled in line with this Privacy Policy.
  1. Profiling and Automated Decision Making

We may carry out limited profiling activities for the following purposes:

  • Analysing website usage and customer behaviour to improve our services.
  • Detecting and preventing fraudulent or suspicious activities.
  • Conducting market analysis and assessing financial viability for trade account applications.

We do not use solely automated decision making (without any human involvement) that produces legal or similarly significant effects on you. Any credit or account decisions involve human review.

  1. International Data Transfers

Our primary data storage and processing takes place within the UK and the European Economic Area (EEA). Some of our third-party service providers, such as cloud hosting platforms, may process data outside the UK or EEA. Where this occurs, we ensure that appropriate safeguards are in place in accordance with UK GDPR, such as standard contractual clauses or adequacy decisions recognised by the UK.

  1. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make significant changes, we will update the “Last Updated” date at the top of this document and, where appropriate, notify you directly.

We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.

  1. Contact Us

If you have any questions, concerns, or requests relating to this Privacy Policy or the way we handle your personal data, please contact us:

Email

account@tritherm.co.uk

Phone

+44 7916 202189

Post

Trinity Thermo Technology Limited, Unit 4 Station Works, Station Road, Long Buckby, NN6 7PF

Response Time

We aim to respond to all privacy-related enquiries within 5 working days.

If you are not satisfied with our response, you have the right to escalate your complaint to the ICO at ico.org.uk or by calling 0303 123 1113.

This policy is governed by UK GDPR and the Data Protection Act 2018.

Trinitythermo Technology Limited  |  Company No. 16289349  |  Registered in England & Wales