Be Cool Refrigeration Ltd (company number 13901261, registered office Office 7, 35/37 Ludgate Hill, London EC4M 7JN) operates the Be Cool Shop site and is the data controller for personal information collected through it. We are committed to handling that information transparently and in line with UK GDPR and the Data Protection Act 2018.
What data we collect
Information you give us directly
- Order data: name, billing and delivery address, email, phone number, the products you ordered
- Account data: if you create an account, your email and a hashed password
- Trade application data: business name, VAT number, trade type, years trading, estimated monthly spend
- F-Gas certificate uploads: the certificate file plus any installer details on it (treated as commercially sensitive)
- Contact form / phone enquiries: the information you choose to share
- Marketing preferences: if you opt in to our newsletter
Information collected automatically
- Website analytics: pages visited, time on site, referral source, device type. Collected via Google Analytics 4 and Meta Pixel, subject to your cookie consent
- Technical data: IP address, browser type, operating system
- Stripe payment data: when you pay, Stripe collects your card details directly. We receive only the last four digits, card brand, and a transaction reference. We never see or store your full card number
Why we use it
- To process and fulfil your order (legal basis: contract)
- To respond to enquiries and provide quotes (legal basis: contract or legitimate interest)
- To verify F-Gas certificates before dispatch (legal basis: legitimate interest + legal obligation under EU 517/2014, retained UK law)
- To process trade pricing applications (legal basis: contract)
- To send order updates and dispatch notifications (legal basis: contract)
- To send marketing emails where you have opted in (legal basis: consent)
- To improve the site and our services (legal basis: legitimate interest)
- To comply with legal and accounting obligations (legal basis: legal obligation)
Who we share data with
We do not sell your personal data. We share it only with the following processors, each bound by a data processing agreement:
- Stripe Payments UK Ltd, payment processing
- Resend, transactional email delivery (order confirmations, dispatch updates)
- Cloudflare R2, storage of F-Gas certificates and product imagery (private buckets, access-controlled)
- Turso / libSQL, our customer and order database
- Render, application hosting
- Google Analytics 4 + Google Tag Manager, anonymised usage analytics (only with cookie consent)
- Meta (Facebook) Pixel, conversion tracking for advertising (only with cookie consent)
- Equipment manufacturers, for warranty registration, only with your consent
- Professional advisors, accountants and lawyers, where legally required
How long we keep it
- Order records: 7 years (HMRC requirement)
- F-Gas certificates: 5 years from order date (compliance with retained F-Gas regulations)
- Account data: until you delete your account, plus 7 years for any associated orders
- Contact form submissions: 12 months
- Marketing list: until you unsubscribe
- Analytics data: 26 months (Google Analytics default)
Cookies and similar technologies
The site uses cookies for essential functionality (your cart, your login session, fraud prevention) and, with your consent, for analytics and advertising. Strictly necessary cookies do not require consent. All others are loaded only after you opt in via our cookie banner.
Cookie categories we use:
- Strictly necessary: session, cart, CSRF protection
- Analytics: Google Analytics 4 (anonymised IP)
- Marketing: Meta Pixel, Google Ads conversion tracking
You can change your cookie preferences at any time using the cookie settings button in the footer.
Your rights under UK GDPR
You have the right to:
- Access the personal data we hold about you
- Have inaccurate data corrected
- Have your data deleted ("right to be forgotten") subject to retention obligations above
- Restrict or object to processing
- Data portability (receive your data in a machine-readable format)
- Withdraw consent at any time (for processing based on consent)
- Lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk
To exercise any of these rights, email info@becoolrefrigeration.co.uk. We respond within 30 days as required by law.
International transfers
Some of our processors (Google, Meta, Stripe) may transfer data outside the UK. All such transfers rely on UK GDPR adequate safeguards: either an adequacy decision, Standard Contractual Clauses, or equivalent protection.
Security
We protect your data with HTTPS encryption, encrypted backups, access-controlled storage, hashed passwords (bcrypt), and limited employee access. Payment processing happens entirely inside Stripe’s PCI-DSS Level 1 environment, your card details never touch our servers.
Children
The Be Cool Shop is a trade and B2B-leaning ecommerce site. We do not knowingly collect personal data from anyone under 18. If you believe a minor has provided us with personal data, contact us and we will delete it.
Changes to this policy
We may update this policy from time to time. The “last updated” date at the top reflects the most recent change. Material changes will be communicated by email to anyone with an active account.
Contact
Be Cool Refrigeration Ltd
Office 7, 35/37 Ludgate Hill
London EC4M 7JN
Company number: 13901261
Email: info@becoolrefrigeration.co.uk
Phone: 0203 488 1889
