Privacy policy
Last updated: 27 September 2026
This explains what personal information UltraOne Heating & Air Conditioning Ltd collects when you contact us, request a quote, or have us carry out work, and what we do with it.
Who we are
UltraOne Heating & Air Conditioning Ltd, 26 Brooklands Crescent, Havercroft, WF4 2HS. We're the "data controller" for the information described here — the ones who decide what it's used for. If you have any question about your data or this policy, email craig@ultraone.co.uk or call the number on our website.
What we collect
Depending on how you get in touch or what work you have us do, this can include:
- Your name, phone number, email address and the property address for the job
- Details of the enquiry, quote, job, or appointment — what work is needed, dates, and any notes you give us
- Records we're required by law to keep, such as gas safety records, F-Gas leak-check records, and service/commissioning certificates
- Photos taken during a visit (for example, of an installation, fault, or appliance rating plate) and signatures taken to confirm work carried out
- Correspondence with us — emails, texts and notes of phone calls relating to your job
- Invoice and payment records
We only ask for what we need to quote, book, and carry out the work, and to meet our legal record-keeping duties as a Gas Safe and F-Gas registered business.
How we use it
We use your information to arrange and carry out the work you've asked us to do, to keep the legal records our trade requires, to follow up on quotes, and to contact you about appointments, servicing reminders, or anything relevant to a job. We don't use your information for marketing without your agreement, and we don't sell it to anyone.
Who we share it with
We use a small number of other companies to run our business, each only processing your data to provide their service to us — none of them use it for their own purposes:
| Who | What for |
|---|---|
| Google (Firebase & Google Calendar) | Hosts our customer database and, if we've synced it, your appointment on our engineers' calendars |
| Netlify | Hosts this website and our booking pages |
| Zoho Mail | Sends you quotes, invoices and certificates by email |
| Intuit QuickBooks | Our accounting software, if your invoice is synced there |
| Anthropic (Claude) | Helps our office staff quickly turn a pasted message or screenshot into a tidy enquiry — only used internally, never shown to anyone outside the business |
We only share information beyond this with your explicit agreement, or where we're required to by law (for example, to a Gas Safe or HSE investigation).
How long we keep it
How long we keep something depends on what it is:
- Landlord gas safety records (CP12) — at least 2 years, as required by the Gas Safety (Installation and Use) Regulations 1998
- F-Gas records for air conditioning, refrigeration and heat pump work (leak checks, refrigerant added or recovered) — at least 5 years, as required by the F-Gas Regulation
- Invoices and other accounting records — 6 years, as required by HMRC and company law
To keep things simple and to follow Gas Safe Register's own guidance to engineers, we keep all job records — quotes, invoices, certificates, correspondence and photos — for at least 6 years, whichever of the above applies. After that, we keep information only for as long as there's an ongoing reason to hold it, or until you ask us to delete it — see your rights below.
Your rights
Under UK data protection law, you can ask us to:
- See everything we hold on you
- Correct anything that's wrong or out of date
- Delete your data, except where we're legally required to keep a record (such as a safety certificate)
- Restrict or object to how we use it
To ask for any of this, email craig@ultraone.co.uk. We'll normally respond within a month. If you're unhappy with how we've handled your data, you can also complain to the Information Commissioner's Office at ico.org.uk.
Keeping your data safe
Access to your records is limited to the engineers and office staff working on your job, protected by individual sign-in. Links we send you to view a quote, invoice or certificate use a private, hard-to-guess web address rather than a password, so please don't forward them to anyone you don't want to see the document.
Changes to this policy
If we change how we handle your information, we'll update this page and change the date at the top.