Privacy Policy - JT Heating Services
Last updated: May 2026
Who We Are
JT Heating Services provides boiler installation and warm air heating services across West Cumbria . We are the data controller responsible for your personal data under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Contact details:
Address: 65 Gable Avenue, CA13 9BU, Cockermouth, United Kingdom.
Email: [email protected]
Phone: 07476 950644
We are not required to appoint a Data Protection Officer (DPO) as we are a small business that does not carry out large-scale or high-risk data processing.
What Personal Information We Collect
When you contact us to request a quote, make a booking, or use any of our services, we may collect the following:
Your name, home address, phone number, and email address
Details about your property and boiler or heating system
Information about the job or service required
Payment and invoicing details (where applicable)
Records of communications between us (emails, messages, call notes)
Why We Collect Your Information and Our Legal Basis
Under UK GDPR, we must have a lawful basis for processing your personal data. The table below explains how and why we use your information:
PurposeLegal BasisProviding quotes, installations, repairs, and maintenanceContractCommunicating with you about your booking or serviceContractInvoicing and managing paymentsContract / Legal ObligationMaintaining records for tax and accounting purposesLegal ObligationGas Safe compliance, warranties, and safety recordsLegal ObligationGeneral business administrationLegitimate InterestsSending existing customers updates about similar servicesLegitimate InterestsAutomated follow-up messages (e.g. booking reminders, quote chasers)Legitimate Interests
Where we rely on legitimate interests, we have assessed that our interests do not override your rights and freedoms. You can object to this processing at any time (see Your Rights below).
Automated Communications
We may use our CRM system to send automated follow-up messages, such as booking confirmations, appointment reminders, or quote follow-ups. These are administrative in nature and are not used to make any automated decisions about you. No profiling or lead scoring is carried out.
If you would prefer not to receive automated messages, you can contact us at any time using the details above and we will remove you from any automated sequences.
Who We Share Your Data With
We do not sell your personal data or share it with third parties for their own marketing purposes.
We may share your information with the following trusted parties, only to the extent necessary:
Our CRM platform, used to manage enquiries, bookings, and communications
Accountants / bookkeeping software — for invoicing and tax record purposes
Gas Safe Register — where required for compliance and certification
TradeHelp Ltd and associated finance providers — where you apply for finance to fund your installation
Professional advisors (e.g. accountants or legal advisors) — under confidentiality obligations
How Long We Keep Your Data
We do not keep your personal data for longer than necessary. Below is a summary of our retention periods:
Customer records (post-service) Kept for 6 years after the service is completed, in line with HMRC and legal requirements.
Enquiry data (no service provided) Kept for 1 year. If no service was carried out, your data is deleted after this period.
Marketing and communication preferences Kept until you unsubscribe or formally object to us. We action all opt-out requests promptly.
Finance application records Retained for as long as required by TradeHelp Ltd and the relevant finance provider, in line with their own regulatory obligations.
After these periods, your data is securely deleted or anonymised so it can no longer be linked back to you.
Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
Access — request a copy of the data we hold about you
Rectification — ask us to correct inaccurate or incomplete data
Erasure — request deletion of your data (subject to legal retention obligations)
Restriction — ask us to limit how we use your data
Objection — object to processing based on legitimate interests, including marketing
Portability — receive your data in a portable format where technically feasible
Withdraw consent — where processing is based on your consent, you may withdraw it at any time
To exercise any of these rights, contact us using the details at the top of this policy. We will respond within one calendar month. There is no charge for making a request in most circumstances.
Marketing Communications
If you are an existing customer, we may occasionally contact you by email about similar boiler or heating services that may be of interest to you. This is done under legitimate interests.
Every marketing email includes an unsubscribe link. You can also opt out at any time by contacting us directly. We will action your request promptly.
We do not send marketing to people who have enquired but not become customers, unless you have specifically opted in.
Our Website
We are committed to keeping our website privacy-friendly:
We do not use tracking cookies or advertising pixels (including Facebook/Meta Pixel)
We do not use Google Analytics or behavioural tracking tools
Google Search Console is used solely to monitor technical site performance, no personal data is collected through this
Contact forms on our website feed directly into our CRM
Complaints Policy
Your views are important to us. If we fail to meet the high standards you expect or make a mistake, we want to know. We will investigate your complaint and aim to resolve the issue as quickly as possible. We also use feedback to help us improve our service.
How we handle complaints
Step 1: Getting in touch
If you wish to make a complaint, please contact us with the following details:
• Your full name, address, and telephone number
• Any reference number or previous correspondence you’ve had with us
• A clear description of the issue or concern.
You can reach us by post, by telephone or by email, using the details on the home page of our website.
If you require us to communicate with you in a different format (such as large print, braille, or by phone), please let us know and we’ll do our best to accommodate you.
Step 2: Acknowledgement and resolution
We aim to resolve complaints as quickly as possible.
We aim to resolve your complaint straightaway and write to you to confirm, but if we can’t then we will write to you within three business days to tell you:
• why we have not resolved your complaint
• who is dealing with your complaint
• when we will contact you again.
We will keep you informed on a regular basis but if you need an update please contact us and ask to speak to the person handling your complaint.
If we can’t agree a solution with you within eight weeks of receiving your complaint, we will send a letter giving our reasons for the delay and an indication of when we expect to provide a final decision; or we will issue our final decision letter which will explain our final position.
Step 3: only for complaints relating to products purchased via finance, if you remain dissatisfied
If we do not issue a final response within eight weeks, or if you are not satisfied with the outcome or progress of the complaint, you have the right to refer your complaint to the credit provider/s and/or the Financial Ombudsman Service.
On the rare occasion that we do receive a complaint, we take it very seriously.
If you have an issue with a product purchased via finance and we have been unable to resolve your issue, please contact TradeHelp Ltd using the following details:
• Write: Marchwiel Centre, Bryn Lane, Wrexham Ind Est, LL13 9UT
• Telephone: 01978 666887
• E-mail: [email protected]
If your complaint relates to the finance linked to your purchase you can still let us know about this, but we will forward it on to your credit provider. Your credit provider will acknowledge your complaint and investigate it thoroughly and issue their response within eight weeks.
What to do if you can’t reach an agreement:
If you are not satisfied with the broker’s/lender’s response to your complaint relating to the finance agreement, you may be able to refer the matter to the Financial Ombudsman Service.
You must contact them within six months of the date of the lender’s final response letter to you. They can be contacted in the following ways:
• Write: Financial Ombudsman Service, Exchange Tower, London, E14 9SR
• Telephone: 0300 123 9 123
• E-mail: [email protected]
Further details can be found on the Financial Ombudsman Service website: www.financial-ombudsman.org.uk