Privacy notice
Last updated January 2026
This notice explains what Cool Rush Air collects, why, and what you can do about it. We have tried to write it in plain language rather than legal boilerplate.
What we collect
When you request service or create an account we collect:
- Your name, phone number and email address
- The service address, and any access notes you give us
- What you tell us about the problem, and any photos you upload
- Details of the equipment we work on, and the work we perform
- Payment records — we do not store full card numbers
We also record the IP address and browser used when you submit a form or change a communication preference. That is kept purely as evidence of consent and to detect abuse of our forms.
Why we use it
- To schedule, perform and invoice the work you asked for
- To keep a service history for your equipment, which helps diagnose future faults and supports warranty claims
- To contact you about appointments and your account
- To send maintenance reminders and offers — but only if you have separately opted in
Marketing is opt-in, always
We never add you to a marketing list automatically. Service communications about your own appointments are separate from marketing, and you control each category independently from your account's contact preferences page. Every change is recorded with the date and the exact wording you agreed to.
Who we share it with
We do not sell your information. We share it only with the suppliers who make the service work — for example the company that delivers our email, or a payment processor — and only what they need. We will disclose information if the law requires it.
How long we keep it
Service and invoice records are kept for as long as we are required to for tax and warranty purposes, typically seven years. Consent records are kept for as long as you are a customer, plus the period we may need to demonstrate the consent was given.
How we protect it
Access to customer data is restricted by role — a technician sees only the jobs assigned to them. Passwords are stored using modern one-way hashing and cannot be read by us or recovered. Stored credentials such as mail server passwords are encrypted. Every privileged action is written to an audit log.
Your choices
- Change your communication preferences at any time in your account
- Ask us for a copy of the information we hold about you
- Ask us to correct anything that is wrong
- Ask us to delete information we are not legally required to keep
To make any of these requests, contact us using the details below and we will respond within a reasonable period.
Contact us
Cool Rush Air
[email protected]