Privacy Policy

1. Who We Are

AirCon Docs is a trading name of DNO Renewables Ltd, registered in England and Wales (Company No. 15929837, VAT Registration No. 480690866). We are the data controller for the personal data you provide through this website and our services.

2. What Data We Collect

We collect the following types of personal data:

• Account information: your name, email address and password (stored securely and hashed).
• Project information: customer names, addresses, email addresses, phone numbers, company details and engineer qualifications that you submit through the project form.
• Technical data: IP address, browser type and usage data collected through cookies and analytics.
• Messages: any messages you send us through the contact form.

3. How We Use Your Data

We use your personal data to:

• Provide and manage your AirCon Docs account.
• Process your project submissions and prepare compliance documentation packs.
• Communicate with you about your projects, account and our services.
• Respond to enquiries sent through our contact form.
• Comply with our legal and regulatory obligations, including F-Gas record-keeping requirements.

4. Legal Basis for Processing

We process your personal data under the following legal bases under UK GDPR:

• Contract: to provide the services you have requested.
• Legal obligation: to comply with F-Gas regulations and other UK laws.
• Legitimate interests: to operate and improve our services and communicate with you.
• Consent: for marketing communications and non-essential cookies, which you can withdraw at any time.

5. Data Sharing

We do not sell your personal data. We share it only with trusted service providers who help us operate the platform (such as cloud hosting and email delivery), and where required by law. All third parties are bound by confidentiality obligations and UK data protection requirements.

6. Data Retention

We retain your project data for as long as your account is active and for the period required by F-Gas regulations (typically a minimum of 5 years). Contact form messages are retained for 12 months. You can request deletion of your data at any time, subject to our legal obligations.

7. Your Rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you.
• Request correction of inaccurate data.
• Request deletion of your data (subject to legal exceptions).
• Object to or restrict certain processing.
• Request data portability.
• Withdraw consent at any time.

To exercise any of these rights, please contact us at hello@aircondocs.co.uk.

8. Cookies

We use essential cookies to operate the website and optional cookies for analytics. You can manage your cookie preferences through the cookie consent banner. See our cookie policy for more detail.

9. Security

We take appropriate technical and organisational measures to protect your personal data, including encryption in transit and at rest, secure cloud infrastructure and access controls.

10. Contact

If you have any questions about this privacy policy or how we handle your data, please contact us at hello@aircondocs.co.uk. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.