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Privacy Policy

Effective Date: 05/06/2026

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The Contractors Group Ltd ("we," "our," or "us") is committed to protecting your privacy and ensuring your personal information is handled securely. This Privacy Policy explains how we collect, use, and protect the personal data of visitors to our website, www.thecontractorsgroup.co.uk, and our clients.

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As a UK-based business, we adhere strictly to the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Information We Collect

To provide you with our air conditioning services, remote quotes, and finance options, we may collect the following data:

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  • Contact Information: Your name, email address, phone number, and installation/billing address.

  • Property & Quoting Data: Photos and videos of your property, current air conditioning setup, and pipework that you provide to us to facilitate remote quoting and installation planning.

  • Financial & Credit Information: Details required to process finance applications, which we share with our finance providers. (Note: We do not store full credit/debit card details on our servers).

  • Media & Testimonials: Photographs, videos, and video interviews of your installation or testimonials, which we collect for marketing purposes (only ever used with your explicit consent).

  • Service & Warranty Details: Your service history, equipment serial numbers, and maintenance records.

  • Technical Data: IP address, browser type, and how you interact with our website.

  • Analytics & Advertising Data: We collect information about your interactions with our website, including your IP address, browser type, device information, and browsing activity (such as pages visited and time spent on our site). This data is collected through cookies and similar technologies to help us understand how our site is used, improve our services, and deliver relevant advertising.

2. How We Collect Your Data

We collect data from you in the following ways:

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  • Direct Interactions: When you fill out a contact form, request a remote quote, apply for finance, book a service, or provide a testimonial.

  • Through our CRM: Your data is entered and securely stored in our central customer relationship management system, Odoo, when you interact with us.

  • Automated Technologies: As you browse our website, we use cookies and similar tracking technologies (such as pixels and tags) to automatically collect technical data about your equipment, browsing actions, and patterns. We use these technologies in partnership with third-party providers, including Google (for GA4 and Google Ads) and PostHog, to help us analyze website traffic, understand user behavior, and improve our services. These tools may also be used to provide relevant advertising across other websites. You can manage your preferences or opt out of these non-essential cookies via our cookie consent banner.

3. How We Use Your Information (and Legal Basis)

Under UK GDPR, we must have a valid legal basis for processing your data. We use your data for:

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  • Providing Services & Remote Quotes: To assess your property remotely via photos/video, provide accurate quotes, and install air conditioning units. (Legal Basis: Performance of a Contract)

  • Processing Finance Applications: To facilitate your application for monthly finance or credit plans by sharing your details with our chosen finance partners and credit reference agencies. (Legal Basis: Performance of a Contract / Explicit Consent)

  • Activating Warranties: To register your new air conditioning equipment with the relevant manufacturers to validate your 10-year warranty. (Legal Basis: Legitimate Interest / Performance of a Contract)

  • Social Media & Marketing: To post pictures of completed installations, video interviews, and customer testimonials on our social media platforms. (Legal Basis: Consent – we will always ask for your permission before posting identifying media).

  • Business Operations: For internal record keeping, accounting, and managing our relationship with you via Odoo. (Legal Basis: Legal Obligation / Legitimate Interest)

  • Website Analytics & Marketing: To understand how visitors interact with our website, measure the effectiveness of our advertising campaigns, and improve our services. We use third-party tools (including Google Analytics 4, Google Ads, and PostHog) to collect information about your browsing behavior. (Legal Basis: Consent – we only process this data if you have provided your explicit consent via our cookie banner).

  • Our site uses Wix’s internal tools to monitor performance and improve site stability.

4. Sharing Your Data

We do not sell your personal data. We only share your information with trusted third parties necessary to run our business and provide your service:

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  • Sub-contractors & Independent Engineers: We share your name, address, and property details with our network of vetted independent engineers and sub-contractors so they can carry out your installation or repair.

  • Manufacturers: We share your name, address, and product details with equipment manufacturers (e.g., Daikin, Mitsubishi) to register your 10-year warranty.

  • Finance Providers: If you apply for finance, your data is shared with our finance partners to conduct credit checks and set up your payment plan.

  • Software Providers: Your data is stored securely in our cloud-based CRM and ERP system, Odoo, which acts as a data processor on our behalf.

  • Legal Obligations: If required by law, regulatory bodies, or to protect the rights and safety of our business or customers.

  • Analytics & Marketing Providers: We share anonymized or pseudonymized data with our analytics and marketing partners, including Google (for GA4 and Google Ads) and PostHog, to help us analyze website traffic, understand user behavior, and deliver relevant advertising. These providers act as data processors, and their use of your data is governed by their respective privacy policies and our strict data processing instructions.

  • Website Platform (Wix): Our website is hosted by Wix. When you interact with our site (such as filling out a contact form), your contact information (name, email, phone number, and address) is processed and stored on Wix's secure servers. Wix acts as a data processor on our behalf, and they only process this data in accordance with our instructions.

5. Data Security

We have implemented appropriate technical and organisational security measures to protect your personal data from unauthorised access, use, or disclosure. All customer records stored within our systems (such as Odoo) are protected by secure access controls. Access to personal data is restricted to authorised employees, sub-contractors, and independent engineers strictly on a "need-to-know" basis. For data collected via our website through analytics and marketing tools, we use secure transmission methods and work with trusted third-party providers who are committed to maintaining data security.

6. Data Retention

We only retain your personal data for as long as necessary to fulfill the purposes for which it was collected.

  • Warranty & Service Records: Because we sell products with a 10-year warranty, we retain your contact details, installation records, property photos, and warranty data for a minimum of 10 years to support your warranties, maintenance schedules, and our legal/accounting obligations.

  • Website Analytics & Marketing Data: Data collected via tools like Google Analytics 4, Google Ads, and PostHog is retained only for as long as necessary to analyze website performance and marketing effectiveness. We regularly review this data and will delete or anonymize it when it is no longer required for these purposes.

    • Google Analytics: We store data about your interactions for a period of 2 months to inform marketing and optimisation decisions, and User Data for 14 months to identify trends and further improve user experience.​

    • Google Ads: As of June 1, 2026, hourly, daily, and weekly data is generally available for 37 months, while monthly, quarterly, and annual data is retained for 11 years. We use this specific data to identify and analyse seasonal trends on a year-by-year basis to improve our services and inform future marketing strategies.

    • PostHog: We retain "Session Recording" data for a total of 30 days, to make informed decisions on marketing and experience optimisation strategies/changes. Other data is retained for a period of 1 year, for the same purpose on a more long-term trajectory.

  • General Records: Where we hold data for other purposes (such as general inquiries), we keep it only as long as is necessary to address your request or comply with applicable laws.

    • We store information submitted in your enquiry form in Wix's CMS for the duration of our business relationship.​

7. Your Data Protection Rights

Under UK data protection law, you have specific rights:

  • Right to be informed: You have the right to be informed about how your data is collected and used (as set out in this notice).

  • Right of access: You can request copies of your personal data.

  • Right to rectification: You can request that we correct inaccurate or incomplete data.

  • Right to erasure: You can request that we delete your data where we no longer have a lawful reason to keep it (subject to our legal obligations for warranty and accounting records).

  • Right to restrict processing: You can request that we limit how we use your data.

  • Right to object: You can object to our processing of your data. Note: You have an absolute right to object to the use of your data for direct marketing.

  • Right to data portability: In certain circumstances, you can request that we transfer your data to another organization.

  • Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time by [insert instructions on how to do this].

  • Right to complain: You have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data.

8. Cookies

Our website uses cookies to enhance user experience and analyse website traffic. For detailed information on the cookies we use and how to manage them, please visit our Cookie Policy.

9. Changes to This Privacy Policy

We keep our privacy policy under regular review and will place any updates on this web page.

10. Contact Us

If you have any questions about this Privacy Policy or would like to exercise your rights, please contact us:

  • Company Name: The Contractors Group Ltd

  • Company Registration Number: 16289169

  • Address: 128 City Road, London, EC1V 2NX

  • Telephone: 0114 470 0114

  • Email: info@thecontractorsgroup.co.uk

If you feel we have not addressed your concerns satisfactorily, you have the right to complain to the Information Commissioner’s Office (ICO) at www.ico.org.uk.

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