Privacy Policy

Your Personal Data and Rights

How we collect, use, and protect your information when you enquire about heat pump surveys, installation, and services

Northline Heat Pumps is the data controller for personal data collected through this website and for enquiries and jobs we handle in and around Manchester and Greater Manchester. This Privacy Policy covers information you provide through our website forms, by email, phone, or in person, and information we create during surveys, quotations, installation work, servicing, and aftercare.

Personal data means information that can identify you directly or indirectly, such as your name and contact details, or details about your property and heating system when linked to you. We collect name and title, phone number and email, property address and access notes, survey notes and measurements, photos of relevant areas, heating system and energy details, quotations, invoices, and payments records, and communications and appointment history.

If our website links to third-party websites such as manufacturers, finance providers, or accreditation bodies, those sites have their own policies. We are not responsible for how they collect or use data. Our services are intended for adults. If you believe a child has provided us information, please contact us so we can delete it.

We may update this policy from time to time to reflect changes to our services, how we use data, or legal requirements. If you choose not to provide certain information such as your address or survey access details, we may not be able to provide a quotation, book a survey, or complete installation or servicing safely.

How We Use Your Information

Clear purposes connected to providing quotes and services, meeting legal obligations, and running our operations

Purposes and Lawful Bases

• Respond to enquiries, answer questions, and provide quotations
• Assess suitability, size equipment, and propose system design
• Plan work, allocate engineers, manage site safety, and provide aftercare
• Bill you, record payments, and keep proper accounts
• Comply with legal and regulatory requirements
• Improve website and handle enquiries
• Prevent fraud and protect our business
• Send marketing messages where permitted

Your Data Protection Rights

UK data protection law provides rights over your personal data; some apply in specific circumstances

You have the right of access to request copies of your personal data. We may charge a small fee for this service. You have the right to rectification, meaning you can request that we correct any information you believe is inaccurate or complete information you believe is incomplete.

You have the right to data portability, which means you can request that we transfer the data we have collected to another organisation or directly to you under certain conditions.

You have rights about automated decisions, including profiling. If you make a request, we have one month to respond to you. If you would like to exercise any of these rights, please contact us using the details shown on our Contact page.

If you write to us, we may need to verify your identity before acting. Some rights apply in specific circumstances, and we will explain any limits that apply when we respond.

Cookies, Analytics and Sharing

How we use cookies, analytics tools, and carefully chosen service providers to deliver our website and services

Cookies and Data Sharing

• Essential cookies for site function
• Analytics or similar tools for visitor usage
• Cookie banner or preference tool
• Service providers for IT hosting, email, storage, booking
• Subcontractors for work you requested
• Safeguards for data processed outside the UK
• Appropriate technical and organisational measures
• No system is completely secure

Retention, Security and Complaints

How long we keep data, how we protect it, and what to do if you are unhappy with our handling

We keep personal data only for as long as needed for the purposes described above, including providing services, handling queries, maintaining business records, and meeting legal, tax, or insurance requirements. We use appropriate technical and organisational measures to protect personal data.

No system is completely secure, but we work to prevent unauthorised access, loss, misuse, or disclosure. Some suppliers that help us provide website, email, storage, or booking services may process data outside the UK. Where required, we use appropriate safeguards such as contractual protections recognised under UK law.

We may share personal data with carefully chosen service providers such as IT hosting, email services, and accounting tools, and with subcontractors where needed to deliver work you have requested. If you are unhappy with how we handle your data, please contact us first so we can put things right.

You also have the right to complain to the UK Information Commissioner's Office. This policy was last updated on 12 August 2026. For privacy questions, requests, or complaints, please contact us using the details shown on our Contact page.