Who we are
This website and our services are run by UltraOne Heating and Air Conditioning Ltd, 26 Brooklands Crescent, Havercroft, WF4 2HS.
We are the “data controller” for the personal information described in this policy. That means we decide how and why it is used, and we are responsible for looking after it properly under UK data protection law (the UK GDPR and the Data Protection Act 2018).
If you have any questions about this policy or your data, email craig@ultraone.co.uk.
What we collect
When you request a quote
When you fill in the quote-request form on our website we collect:
- your name
- your phone number
- your postcode
- your email address (optional)
- your address (optional)
- the type of service you need
- the description of the job you give us
When we carry out work for you
If we go on to do work for you, we also create and keep records about that work, which can include:
- gas safety records and certificates (including landlord gas safety records)
- F-Gas records for air conditioning, heat pump and refrigeration equipment
- photos of the installation or work carried out
- signatures confirming work or sign-off
- emails, messages and other correspondence with you
- quotes and invoices
Why we use it
We only use your information for the reasons below:
- To quote for and carry out the work you ask for – contacting you, arranging visits, doing the job and invoicing you.
- To meet our legal record-keeping duties – as a Gas Safe registered and F-Gas certified business we are required by law to keep certain records of the work we do.
- To follow up on quotes – for example, checking whether you have any questions about a quote we have sent you.
We never sell your personal information. We will never use it for marketing unless you have agreed to that.
Who we share it with
We use a small number of trusted service providers to run our website and store enquiries. They only process your data on our behalf and for the purposes below.
| Provider | What they do |
|---|---|
| Google Firebase and Firestore | Securely stores the details you send us through the quote-request form. |
| Netlify | Hosts this website. |
| Google Ads and Google Analytics | Sets conversion tracking cookies when the quote-request form is submitted, so we can see which of our adverts lead to enquiries. |
We may also share information where the law requires us to, for example with Gas Safe Register or other regulators.
How long we keep it
- Landlord gas safety records – at least two years, as required by the Gas Safety (Installation and Use) Regulations 1998.
- F-Gas records – at least five years, as required by the F-Gas Regulation.
- Invoices – six years, as required by HMRC and company law.
In practice, to be safe, we keep all job records for at least six years.
Your rights
You have the right to:
- access the personal information we hold about you;
- correct anything that is wrong or incomplete;
- ask us to delete your information – except where the law requires us to keep a record (such as a gas safety or F-Gas record, or an invoice);
- restrict how we use your information, or object to us using it.
To use any of these rights, simply email:
If you are unhappy with how we have handled your information, you can also complain to the Information Commissioner’s Office (ICO) at ico.org.uk.
Security
We take sensible steps to keep your information safe, including using reputable providers with secure, encrypted systems and limiting access to the people who need it to do their job.
Changes to this policy
We may update this policy from time to time, for example if the law changes or we change how we work. The latest version will always be on this page.
Last updated: September 2026