Privacy policy
Last updated 14 October 2026.
1. Who we are
UK Air Con Tracker (ukaircontracker.co.uk) is a trading name of POLICYANDPLAY LTD, a company registered in England and Wales (company number 17253846). Registered office: 7 Cosford Drive, Shortstown, Bedford MK42 0DQ, United Kingdom. POLICYANDPLAY LTD is the data controller for the personal data described here and is registered with the Information Commissioner’s Office (ICO), reference ZC165321.
Contact us on hello@ukaircontracker.co.uk for any privacy question or request.
2. What we collect, why, and for how long
We collect as little as we can. The table covers everything we store about you. We never sell personal data.
| Data | Why we use it | Lawful basis | How long we keep it |
|---|---|---|---|
| Restock alerts, weekly email, Climate Watch and the grant alert: your email address, the product or list you chose, a confirmation token and the time you confirmed. For the grant alert we also keep the postcode, property type, rooms and home-ownership answer you gave, so we can tell you if the grant suits you. We also record the page you signed up on, the site that sent you and any campaign tags in the link. | To send you the alert, heads-up or weekly email you asked for, confirm your sign-up (double opt-in) and honour your unsubscribe. A restock alert does not sign you up to the weekly email; that needs its own tick box. | Consent | Until you unsubscribe. We then keep your address, marked as unsubscribed, for 12 months so we never email you again, and delete it after that. Sign-up records: 24 months. |
| Outbound click log: which product and retailer you clicked, the page you came from, the date and time, your IP address and your browser's user-agent text. The page and device type are also recorded as an analytics event. There is no cookie and no ID that follows you between visits. | To see which products people want, filter out bots and scrapers, and check affiliate commission reports against real clicks. | Legitimate interests (running and improving a free tracker) | 12 months, then deleted. |
| Server logs: IP address, browser type, the page requested and the time. | To deliver the site, keep it secure and spot abuse. | Legitimate interests (security and delivery) | Held by our host, Netlify, under its standard log settings. We do not keep copies for longer than 30 days. |
| Microsoft Clarity (only if you accept analytics cookies): pages viewed, clicks, scrolling, device and browser details, approximate location from your IP address, and a random ID in Clarity's cookies. Text you type into forms is masked. | To see where visitors get stuck and fix it. | Consent | Up to 13 months (Clarity's setting). Withdraw consent at any time with Cookie settings in the footer. |
| Guide purchases: your email address and payment details, which you give to Stripe on Stripe's page. We receive the product bought, the amount, the Stripe session reference and a record that you ticked the immediate-access box. We never see your card number. | To take payment, give you the guide, handle refunds and keep our accounts. | Contract; legal obligation (company and tax records) | Sale records: 6 years. Our payment-event log: 12 months. |
| Quote requests (air con or heat pump): name, email, phone, postcode, property details, notes, and the page you used. | To pass your request to up to three local installers who can quote, and to confirm we have done so. | Consent (you ask us to pass it on when you submit the form) | 12 months. Installers who receive your request keep their own copy under their own privacy notice. |
| Room quiz: if you choose to sign up for a back-in-stock alert from your result, your email address and the product you picked, held on the same terms as other stock alerts (confirm by email, unsubscribe any time). | To email your matched results. | Consent | Until you unsubscribe, then 12 months on the suppression list, then deleted. |
| Installer accounts: business name, your name, email, phone, website, F-Gas or MCS number, areas covered, lead credits and credit purchases. | To run the lead service, sell and track lead credits, and contact you about it. | Contract; legitimate interests; legal obligation (accounts) | While the account is open and for 30 days after deletion. Purchase records: 6 years. |
| Brand and retailer enquiries: the contact details and message you send through our forms. | To reply to you. | Legitimate interests | 24 months after the last message. |
| Emails you send to us at hello@: your address, name and message. | To read and answer them. | Legitimate interests | 24 months after the last message. |
Some things stay on your own device and never reach us, for example the choices you make in the landlord condensation log. See the cookie policy.
3. Marketing emails
Restock alerts, Climate Watch heads-ups and the weekly email go only to people who asked for them and confirmed. Every email has an unsubscribe link, or you can email hello@ukaircontracker.co.uk. We do not add anyone who buys a guide to a marketing list.
A restock alert is not a newsletter sign-up. Setting an alert gets you emails about that product only. The alert form has a separate box, unticked unless you tick it, for the weekly deals email and occasional offers (for example heatwave alerts, Prime Day deals and air con installation tips). If you tick it, the same confirmation email confirms both, and each has its own unsubscribe link, so leaving the weekly email keeps your alert and the other way round.
The grant alert sends you one email when claims open for the air-to-air heat pump grant, and nothing else unless you also tick its separate, unticked offers box.
From time to time we may email alert subscribers to ask if they still want their alerts. That email is about your alerts only. If you do not click “Keep my alerts” within 30 days, your alerts stop. The page you reach from that email has the same unticked offers box; we only add you to offers if you tick it.
To stop everything at once, use the “unsubscribe from all emails” link in any email, or the unsubscribe from all emails page linked in the site footer. It ends every alert, Climate Watch heads-up and newsletter to your address straight away. Your right to object to direct marketing is absolute: we stop as soon as you ask, with no reason needed, and we keep only the short suppression record described in section 2 so we never email you by mistake.
We may email installers about our lead service using business details from public sources, such as the MCS installer register. We rely on legitimate interests for that. This notice is how we tell you where we got your details (a public register), what we hold (business contact details) and that you can object at any time. If you are a sole trader and want us to stop, email us and we will.
4. Who we share your data with
These providers handle data for us under contract. They may only use it to provide their service to us.
- Netlify (hosting and server logs), United States.
- Supabase (database for sign-ups, click log, leads and installer accounts).
- Resend (sending and receiving email), United States.
- Stripe (taking payment for guides and lead credits), operating in the UK, Ireland and the United States.
- Microsoft (Clarity analytics, only if you accept), United States.
- Google (mailbox for hello@ukaircontracker.co.uk), United States.
We pass details to others only in these cases. Installers receive your quote request because you asked us to send it. Amazon, eBay and Awin (an affiliate network) are independent of us. When you click through to a retailer, your browser contacts them directly, and their own privacy notice applies from that point. Product photos on our pages load from Amazon and eBay image servers, so those companies see your IP address when the photo loads. If you join our public restock channel on Telegram, Telegram handles your account under its own policy and we do not receive your details.
We may also disclose data if the law requires it.
5. Transfers outside the UK
Some providers are in the United States. Where we send personal data there, we rely on one of these safeguards, shown for each provider:
| Provider | Transfer mechanism |
|---|---|
| Netlify | UK Extension to the EU-US Data Privacy Framework (Netlify is certified). If that does not cover a transfer, the ICO's International Data Transfer Agreement in its data processing addendum. |
| Resend | The ICO's UK Addendum to the EU Standard Contractual Clauses in its data processing addendum. Resend also complies with the Data Privacy Framework. |
| Supabase | The ICO's UK Addendum to the EU Standard Contractual Clauses in its data processing addendum. |
| Stripe | UK Extension to the EU-US Data Privacy Framework, with the UK Addendum to the Standard Contractual Clauses in Stripe's data processing agreement as back-up. |
| Microsoft (Clarity) | UK Extension to the EU-US Data Privacy Framework (Microsoft is certified), with the UK Addendum to the Standard Contractual Clauses in Microsoft's data protection terms as back-up. |
| Google (mailbox) | UK Extension to the EU-US Data Privacy Framework (Google is certified), with the UK Addendum to the Standard Contractual Clauses in Google's data processing terms as back-up. |
You can ask us for details of the safeguard that applies to your data.
6. How long we keep it
The retention periods are in the table in section 2. In short: click log 12 months; server logs no more than 30 days from us; quote requests 12 months; sale and tax records 6 years; alert and email lists until you unsubscribe, plus 12 months on a suppression list so you are not emailed again. When a period ends, we delete the data or remove anything that identifies you.
7. Your rights
Under UK GDPR you have the right to access the personal data we hold about you, to have it corrected, to have it erased, to restrict how we use it, to receive it in a portable format, and to object to our use of it. You can object to direct marketing at any time, and we will stop. Where we rely on your consent, you can withdraw it at any time. You also have rights around decisions made only by automated means. We do not make any such decisions about you.
Email hello@ukaircontracker.co.uk to use any of these rights. We reply within one month. We may ask you to prove who you are first.
8. Complaints
If you are unhappy with how we have handled your data, email hello@ukaircontracker.co.uk with “Data protection complaint” in the subject. We will acknowledge it within 30 days and tell you the outcome. You can also complain to the Information Commissioner’s Office: ico.org.uk/make-a-complaint, 0303 123 1113.
9. Cookies
Nothing non-essential loads until you accept it. Every cookie and storage item, who sets it and for how long, is listed in our cookie policy. Use “Cookie settings” in the footer to change your choice at any time.
10. Children
The site is not aimed at children under 13 and we do not knowingly collect their data. If you think a child has given us their details, email us and we will delete them.
11. Changes to this policy
We may update this policy as the site changes. The date at the top shows the latest version. If we make a material change to how we use your email address, we will tell you by email before it takes effect.