Privacy Policy

HVACX ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and share your personal information when you use our marketplace platform (the "Service").

1. Data Controller

HVACX is the data controller responsible for your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

Account Information

• Name, email address, phone number
• Company name and role (for contractor accounts)
• F-Gas certificate number (for certified contractors)
• Service area and specialisation

Project & Lead Information

• Project details submitted via RFQ forms (title, description, budget, location, postcode)
• Uploaded documents (tender documents, photos, specifications)
• Messages exchanged between buyers and contractors
• Quotes submitted and accepted

Usage Data

• Pages visited, search queries, and clicks
• Device type, browser, and IP address
• Approximate location derived from IP or postcode

Payment Data

Credit pack purchases are processed by our payment provider (Wix Payments). We do not store card details — only transaction references and credit balances are retained on our servers.

3. How We Use Your Information

• To create and manage your account
• To match Buyers with suitable Contractors and facilitate quotes
• To process lead credit purchases and manage credit balances
• To send notifications about new leads, quotes, and messages
• To send remarketing emails to contractors about relevant leads
• To verify contractor certifications and qualifications
• To improve our marketplace, search results, and user experience
• To comply with legal obligations and prevent fraud

4. Legal Basis for Processing

• Contract — processing necessary to provide the marketplace service you requested
• Consent — for marketing emails and non-essential cookies (you can withdraw at any time)
• Legitimate Interest — for fraud prevention, analytics, and platform security
• Legal Obligation — for tax records and regulatory compliance

5. How We Share Your Information

Between Users

When a contractor unlocks a lead, the Buyer's contact details (name, email, phone) are shared with that contractor. Similarly, the contractor's contact details are shared with the Buyer. This is the core function of the marketplace and is necessary to facilitate quotes.

Service Providers

• Payment processing (Wix Payments)
• Email delivery
• Cloud hosting and database storage
• Analytics and search console integration (Google)

Legal Disclosure

We may disclose your information if required by law, court order, or to protect our rights, property, or safety.

We do not sell your personal data to third parties.

6. Data Retention

We retain your data for as long as your account is active. After account closure, we retain transaction records for 7 years (for tax and legal compliance) and then securely delete them. Project leads and messages are retained for 2 years after the last activity.

7. Your Rights

Under UK GDPR, you have the right to:

• Access — request a copy of your personal data
• Rectification — correct inaccurate or incomplete data
• Erasure — request deletion of your data (subject to legal retention requirements)
• Restriction — limit how we process your data
• Portability — receive your data in a structured, machine-readable format
• Objection — object to processing based on legitimate interests
• Withdraw consent — at any time for consent-based processing

To exercise any of these rights, contact us at info@hvacx.co.uk.

8. Cookies

We use essential cookies for authentication and session management. We may use analytics cookies (with your consent) to understand how the platform is used. You can manage cookie preferences in your browser settings.

9. International Data Transfers

Your data is stored on servers located in the UK and EU. Where data is transferred outside the UK, we ensure appropriate safeguards are in place (such as Standard Contractual Clauses).

10. Security

We implement appropriate technical and organisational measures to protect your data, including encryption in transit and at rest, access controls, and regular security reviews. However, no method of transmission over the internet is 100% secure.

11. Children's Privacy

The Service is not intended for individuals under 18. We do not knowingly collect data from children. If you believe we have collected data from a minor, please contact us immediately.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of significant changes via email or platform notification. Continued use of the Service after changes take effect constitutes acceptance.

13. Contact

For privacy questions or to exercise your data rights, contact us at info@hvacx.co.uk.