Who we are
This website and our services are run by Ultra One Heating & Air Conditioning Ltd, 21b Hardy Croft, WF1 4DN.
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).
We are registered with the Information Commissioner’s Office (ICO), registration number ZC258199. 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 you request a boiler quote
Our boiler quote page asks for your name, phone number, email address and postcode. Your address is optional. You can also, if you choose, send us:
- answers to a short questionnaire about your home and boiler (for example the type of property, fuel, current boiler and where it is fitted, number of bedrooms, bathrooms and radiators, and when you would like the work done); and
- photos of your boiler, its flue and the area around it.
The questionnaire and photos are optional. If you prefer, you can leave just your details and we will arrange a free survey instead. Please do not include people or personal documents in your photos.
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
If you choose finance
We offer finance through Ideal4Finance. You complete the finance application yourself on their website, so we do not see or store your application, bank or credit details. If you go ahead with a financed job, we also take and keep a copy of your photo ID (for example a driving licence) and a signed satisfaction note confirming the work is complete, because the finance provider requires them.
If you contact The Climate Showroom
Our sister company, The Climate Showroom Ltd, refers customers to us for installation quotes. If you ask them for a quote, they pass us the details you gave them, such as your name, contact details and what you are interested in.
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. For boiler quotes, we use your answers and photos to give you a price range, and to prepare for the free survey that confirms your fixed price.
- 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.
- To offer and complete finance – if you choose finance, passing your details on as you ask us to, keeping the ID and satisfaction note the finance provider requires, and confirming to them that the work has been completed.
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 and handles form submissions, including any photos you attach to the boiler quote form. |
| Google Ads and Google Analytics | Sets conversion tracking cookies, only if you accept them on our cookie banner, so we can see which of our adverts lead to enquiries. |
| Google Maps | Shows a map of where to find us. It only loads, and Google may only set cookies, if you click “Show map”. |
| Ideal4Finance (Ideal Sales Solutions Ltd) | A credit broker that arranges finance if you choose it. We are an Introducer Appointed Representative of Ideal Sales Solutions Ltd. Your application is made with them and handled under their own privacy notice. We pass them your ID copy and satisfaction note for financed jobs if they ask for them. |
| The Climate Showroom Ltd | Our sister company, which runs a walk-in showroom. If you ask for an installation quote through them, your enquiry details are shared between us so we can survey, quote and install. |
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.
- Quote enquiries, questionnaire answers and photos – if an enquiry does not lead to a job, we keep it only for as long as we need it to follow up your quote, and then delete it. If it does lead to a job, it becomes part of the job record below.
- Invoices – six years, as required by HMRC and company law.
- Finance paperwork – copies of photo ID and signed satisfaction notes for financed jobs are kept securely for six years with the job record, and made available to the finance provider if they ask.
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: October 2026