Privacy Policy

CoolAir Midlands is a trading name of M3 Trades Ltd, a company registered in England & Wales, company number 13035813.

Registered address: 1 Whitestone Road, Halesowen, B63 3PU
Phone: 07791 178784
Email: coolairmidlands@gmail.com

M3 Trades Ltd is the data controller for the personal information described on this page.

When you use the quote form on this website, we collect:

• Your name, phone number and email address
• Your property postcode or address, and the type of property
• Details of the job — rooms, unit preferences, access notes, and any photos you upload
• Basic technical information such as the date and time of your enquiry
• How you arrived at the site — the first page you visited and, if you clicked through from another site or a campaign link, where from. This is stored in your browser and attached to your enquiry so we can tell which marketing is working.

When you contact us on WhatsApp, we receive:

• Your WhatsApp phone number and display name
• The content of your messages, including any photos or videos of your property you send us

If you go on to book work with us, we also keep the job address, invoice and payment records, and installation details needed for warranty and F-Gas record-keeping.

We do not ask for and do not want special category data (health, ethnicity, and so on). Please don't send it to us.

• To prepare and send you a quote — steps taken at your request prior to entering into a contract.
• To carry out the work, invoice you and honour warranties — performance of our contract with you.
• To follow up on an enquiry you started but didn't finish — our legitimate interest in responding to people who asked us for a price. You can tell us to stop at any time.
• To keep tax, safety and refrigerant handling records — legal obligation.
• To send occasional service reminders or offers by email — only where you're an existing customer or you've asked for it, and every message has an unsubscribe link.

We don't sell your data. We share it only with the services we need to run the business:

• Our hosting and database provider — stores your enquiry securely so our engineers can see it.
• Google (Gmail) — used to send our internal notification and your confirmation email.
• Meta (WhatsApp) — if you message us on WhatsApp, that conversation is processed by Meta under their own privacy policy as well as ours.
• Our accountant and, where relevant, HMRC — for invoices and tax records.

Some of these providers process data outside the UK. Where they do, transfers are covered by the UK International Data Transfer Agreement or equivalent safeguards.

• Enquiries that don't become jobs: up to 24 months, then deleted.
• Customer and job records, invoices and warranty details: 6 years, for tax and warranty purposes.
• WhatsApp conversations: kept while the job is live and for a reasonable period afterwards.

Under UK GDPR you have the right to:

• Ask what we hold about you and get a copy
• Have inaccurate details corrected
• Ask us to delete your data where we no longer need it
• Object to us using your data for follow-ups or marketing
• Ask us to restrict how we use it, or to port it elsewhere

Email coolairmidlands@gmail.com or call 07791 178784 and we'll deal with it within one month, free of charge.

If you're unhappy with how we've handled things, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

This website uses only the cookies needed to make it work. We don't currently run analytics or advertising trackers. Full detail is on our cookie policy.

If we change how we handle data — for example if we add analytics or online booking — we'll update this page and change the "last updated" date at the top.