Privacy Policy

Last updated: 26 June 2026

This policy explains how ArcticNord ("we", "us", "our") collects and uses your personal information when you contact us, request a quote, book a service, or use one of our care plans. We are committed to protecting your privacy and handling your data in line with UK GDPR and the Data Protection Act 2018.

1. Information we collect

We only collect information we need to provide our services. This may include:

• Your name, postal address, email address and phone number;
• Details of your property and air conditioning equipment;
• Service history, quotes, invoices and payment records;
• Correspondence you send us by phone, email or our contact form;
• Basic technical and usage data if you visit our website (see our Cookie Policy).

2. How we use your information

We use your information to:

• Respond to enquiries and provide quotes;
• Arrange, carry out and record servicing, maintenance and repairs;
• Manage care-plan agreements, payments and renewals;
• Send service reminders and important updates about work we are doing for you;
• Meet our legal, F-Gas and health-and-safety obligations.

3. Our lawful basis

Depending on the situation, we rely on: contract (to deliver services you have requested), legitimate interests (to run and improve our business and contact you about work), legal obligation (e.g. F-Gas record-keeping and tax), and consent (e.g. optional marketing or non-essential cookies, which you can withdraw at any time).

4. Sharing your information

We do not sell your data. We may share it with trusted providers who help us operate — such as payment processors, booking or CRM software, and accountants — and with authorities where we are legally required to. Any provider acting on our behalf is required to keep your data secure and use it only as instructed.

5. How long we keep it

We keep personal data only as long as necessary for the purposes above and to meet legal and accounting requirements (typically up to [6 years] for financial records). After that it is securely deleted or anonymised.

6. Your rights

Under UK data protection law you have the right to access, correct, delete or restrict the use of your personal data, to object to certain processing, and to data portability. To exercise any of these, contact us using the details below. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

7. Security

We use appropriate technical and organisational measures to protect your information against loss, misuse or unauthorised access.

8. Changes to this policy

We may update this policy from time to time. The latest version will always be published on this page with a revised "last updated" date.

9. Contact us

For any privacy question or to exercise your rights, contact:
ArcticNord — hello@arcticnord.co.uk · 0333 090 7546
Registered office: Unit 10 Brailwood Close, Bilsthorpe, Newark, Nottinghamshire, NG22 8UG.