Our Commitment to Data Privacy: We strictly protect your personal information and heating data. We never sell, rent, or trade your contact details with external marketing aggregators. Information is used strictly to provide upfront trade pricing, coordinate vetted heating engineers, and register manufacturer warranties.
1 Introduction
The Online Boiler Company (“we”, “us”, “our”) operates from Glasgow, Scotland. This Privacy Policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
We are dedicated to compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).
2 Information We Collect
Information you provide directly:
- Contact details: Full name, telephone number, email address, and property postcode/address submitted through quote forms.
- Heating system specifics: Current boiler fuel type, radiator count, showers, property architecture (e.g. sandstone tenement, detached house), and flue exit positioning.
- Customer imagery: Photographs of your existing boiler, flue terminal, or pipework voluntarily uploaded to assist our engineers with remote technical assessments.
- Transactional records: Invoice receipts, payment confirmations, and communications history.
Information collected automatically:
- Technical data: IP address, device type, browser specifications, and operating system.
- Usage metrics: Pages viewed, navigation pathways, referral sources, and interaction duration via privacy-respecting cookies.
3 How We Use Your Information
We process personal data under lawful grounds including Contractual Necessity, Legitimate Interests, and Legal Obligation:
- To generate accurate fixed-price trade boiler quotes and dispatch customized quote summaries.
- To schedule and coordinate heating survey appointments with certified Gas Safe registered independent engineers.
- To register equipment warranties (up to 12 years) with boiler manufacturers (e.g. Worcester Bosch, Ideal Heating).
- To issue official Gas Safe Building Regulations Compliance documentation and invoices upon completion.
- To maintain internal accounting and tax records in compliance with HMRC statutory obligations.
4 Sharing Your Information
We only share data with vetted third parties strictly necessary to deliver our heating services:
- Assigned Gas Safe Engineers: Contact details, address, and property photos shared with the independent installer attending your property.
- Boiler Manufacturers: Serial numbers and homeowner contact details provided to register parts-and-labour warranties.
- Gas Safe Register: Installation notifications submitted to comply with mandatory UK building safety regulations.
- Technical Service Providers: Secure UK/EU cloud hosting, database backup systems, and transactional email gateways.
Zero Third-Party Marketing: We never sell, lease, or distribute your personal details to third-party marketing companies, lead brokers, or cold-calling agencies.
5 Cookies & Tracking Technologies
Our website utilizes necessary and analytical cookies to ensure optimal functionality:
- Strictly Necessary Cookies: Required to preserve quote calculator progress and maintain navigation session states.
- Performance & Analytics Cookies: Anonymous aggregated metrics (e.g. Google Analytics) used to measure traffic volume and improve site responsiveness.
You can configure your internet browser to refuse cookies or alert you when cookies are sent; however, certain interactive quote functions may not operate as intended without essential cookies enabled.
6 Data Retention Periods
We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected:
- Completed installation & invoicing records: Retained for 7 years to comply with UK company law, HMRC tax requirements, and manufacturer warranty tracking.
- General quote inquiries without completed booking: Retained for up to 24 months to assist with follow-up seasonal inquiries, after which records are securely destroyed.
7 Data Security Safeguards
We maintain robust technical and operational safeguards to protect your personal information against unauthorized access, loss, destruction, or alteration. All web communications are encrypted via industry-standard 256-bit SSL/TLS protocols.
8 Your Statutory Rights Under UK GDPR
Under the UK General Data Protection Regulation, you have the following enforceable rights:
- Right of Access: Request a copy of the personal information we hold about you.
- Right to Rectification: Request correction of inaccurate or incomplete personal records.
- Right to Erasure: Request deletion of your personal data where retention is no longer legally required.
- Right to Restrict or Object to Processing: Limit how we use your personal information.
- Right to Data Portability: Obtain your personal data in a structured, commonly used digital format.
To exercise any of these rights, please email contact@onlineboilercompany.co.uk. We respond to all verified statutory requests within one calendar month.
You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at ico.org.uk if you believe your data has been mishandled.
9 Third-Party Links & External Services
Our website may include links to external websites (e.g. Google Maps, Gas Safe Register, Energy Saving Trust). We do not control and are not responsible for the privacy practices or content of external third-party sites.
10 Policy Updates & Amendments
We review and update this Privacy Policy periodically to reflect legislative updates or modifications to our operational model. Any revisions will be published on this page with an updated “Last Updated” date.
