Privacy Policy

Last updated: 22 September 2026

Ekohouse Climate Systems Ltd ("Ekohouse", "we", "us" or "our") respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains what information we collect, how and why we use it, who we may share it with, how long we keep it and the rights you have regarding your personal data.


1. Who We Are

Ekohouse Climate Systems Ltd
Company Number: 16320506

Registered Office:
133 Aston Cantlow Road
Wilmcote
Stratford-upon-Avon
England
CV37 9XW


For the purposes of UK data protection law, Ekohouse Climate Systems Ltd is the data controller of the personal information described in this Privacy Policy.

If you have any questions about this policy or how we use your personal information, please contact us using the contact details provided on our website.


2. Information We May Collect

Depending on how you interact with Ekohouse, we may collect the following information.

Contact information


This may include:

  • Your name
  • Email address
  • Telephone number
  • Postal or delivery address
  • Company name
  • Job title
  • Details provided when contacting us


Order and pre-order information


If you purchase or pre-order a product, we may collect:


  • Products ordered
  • Order value
  • Deposit information
  • Billing and delivery details
  • Payment status


Delivery requirements


Communications relating to your order

Payment card details may be processed securely by our chosen payment provider. Ekohouse does not normally store your complete payment card details directly.


Trade and reseller information

If you apply for a trade, installer, merchant, distributor or reseller account, we may collect information including:


  • Contact name
  • Business name
  • Business address
  • Company registration number
  • VAT number
  • Telephone number
  • Email address
  • Type of business
  • Estimated purchasing requirements
  • Purchase Order information
  • Trade references
  • Information required to assess eligibility for credit facilities


Where credit facilities are requested, we may also carry out appropriate business or credit checks.


Website information

When you visit our website, we may automatically collect certain technical information, including:


  • IP address
  • Browser type
  • Device type
  • Operating system
  • Approximate geographic location
  • Pages viewed
  • Time spent on the website
  • Referring website or advertising source
  • Interaction with website features


Some of this information may be collected using cookies and similar technologies.


Enquiries and communications

If you contact Ekohouse by telephone, email, website form, social media or another method, we may retain information about your enquiry and our communications with you.


3. How We Use Your Information


We may use your personal information to:


  • Respond to enquiries
  • Provide quotations and product information
  • Process purchases and pre-orders
  • Take and administer deposits
  • Process final balances and payments
  • Arrange delivery
  • Provide customer service
  • Manage warranties and after-sales support
  • Process trade and reseller applications
  • Establish and manage trade accounts
  • Assess applications for credit facilities
  • Process Purchase Orders
  • Maintain accounting and transaction records
  • Prevent fraud and protect our business
  • Improve our products and services
  • Understand how visitors use our website
  • Measure advertising and marketing performance
  • Send marketing communications where permitted
  • Comply with legal, regulatory, tax and accounting obligations
  • Establish, exercise or defend legal claims


4. Our Legal Basis for Using Your Information


Under UK data protection law, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may rely upon:


  • Contract
  • We may process your information where it is necessary to:
  • Provide a quotation you have requested
  • Process an order or pre-order
  • Take a deposit or payment
  • Arrange delivery
  • Manage your customer or trade account
  • Fulfil contractual obligations


Legitimate Interests


We may process information where necessary for our legitimate business interests, provided those interests are not overridden by your rights.


This can include:


  • Responding to business enquiries
  • Managing customer relationships
  • Improving our website and services
  • Protecting our business against fraud
  • Maintaining appropriate business records
  • Understanding customer demand
  • Marketing to existing business contacts where legally permitted


Legal Obligation

We may process and retain certain information where required to comply with legal, accounting, tax or regulatory obligations.

Consent


Where consent is required, for example for certain forms of electronic marketing or non-essential website tracking technologies, we will ask for your consent.

You may withdraw your consent at any time.


5. Pre-Orders


Ekohouse may offer customers the opportunity to reserve products before stock becomes available.


When you place a pre-order, we may collect and process your contact, order and payment information in order to:


  • Reserve your product
  • Process your deposit
  • Keep you informed about expected availability
  • Contact you regarding delivery
  • Request payment of the outstanding balance
  • Complete your order
  • Information relating to your pre-order will be treated in the same way as information relating to any other customer transaction.


6. Trade and Reseller Accounts


Ekohouse may offer separate facilities for installers, merchants, resellers, distributors and other trade customers.


Information submitted through a trade application may be used to:


  • Assess your suitability for a trade account
  • Contact you regarding your application
  • Provide trade pricing
  • Establish account terms
  • Set appropriate credit limits
  • Carry out relevant credit or business checks
  • Process Purchase Orders
  • Manage invoices and payment terms
  • Maintain and develop our commercial relationship with you


Providing a trade enquiry does not automatically create a credit facility.


Where credit is offered, additional checks and information may be required.


7. Marketing

We may use information you provide to communicate with you about Ekohouse products, services, offers, product launches and related information where we have an appropriate lawful basis to do so.


Where consent is required, we will obtain it before sending marketing communications.


You can unsubscribe from marketing emails at any time by using the unsubscribe option contained within the communication or by contacting us.

Stopping marketing communications will not prevent us from contacting you about an existing enquiry, order, pre-order, account, warranty or other service-related matter.


8. Cookies and Similar Technologies


Our website may use cookies and similar technologies to:


  • Enable essential website functionality
  • Maintain website security
  • Remember preferences
  • Understand website usage
  • Measure website performance
  • Analyse traffic
  • Measure advertising effectiveness
  • Support marketing and remarketing campaigns


Some cookies are necessary for the website to operate correctly.


Where required, non-essential analytics, advertising or tracking technologies will only be activated after you have made an appropriate choice through our cookie consent system.

Depending on the services enabled on the website, technologies may be provided by third parties such as website hosting providers, analytics providers, advertising platforms and social media services.


You can change your cookie preferences through the website's cookie controls where available.


You can also manage or delete cookies through your browser settings.


9. Analytics and Advertising

We may use analytics tools to understand how visitors interact with our website.


We may also use advertising technologies provided by platforms such as Google, Facebook, Instagram or other advertising networks.

These technologies may help us:


  • Measure website visits
  • Understand how people find our website
  • Measure enquiries and sales
  • Understand advertising performance
  • Improve advertising campaigns
  • Show relevant advertisements to appropriate audiences


Where these services involve non-essential cookies or similar technologies, they will be subject to the appropriate consent requirements.


10. Social Media


Ekohouse may operate profiles on platforms such as Facebook, Instagram and other social networks.


If you communicate with us through a social media platform, that platform may also process your personal information under its own privacy policy.

We recommend reviewing the privacy settings and policies of any social media services you use.


11. Who We May Share Information With


We do not sell your personal information.

We may share information with trusted third parties where necessary to operate our business, including:


  • Website and hosting providers
  • Ecommerce providers
  • Payment processors
  • Delivery and logistics providers
  • IT and technical support providers
  • CRM and customer management systems
  • Email and communications providers
  • Accountants and professional advisers
  • Marketing and advertising providers
  • Analytics providers
  • Credit reference or business information providers
  • Fraud prevention services
  • Insurers
  • Regulators, government authorities or law enforcement where legally required


We only provide third parties with information that is reasonably necessary for them to perform the relevant service.


Where third parties process personal information on our behalf, we expect them to protect it appropriately.


12. International Data Transfers

Some of the technology providers we use may process information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to ensure that suitable safeguards are in place as required by applicable UK data protection law.

These safeguards may include adequacy regulations or appropriate contractual protections.


13. How Long We Keep Your Information

We do not keep personal information for longer than is reasonably necessary.


Retention periods depend on the type of information and why it was collected.


As a general guide:

General enquiries may normally be retained for up to 24 months following the last meaningful contact.


Customer, order, invoice and transaction records may normally be retained for up to six years or longer where required by applicable accounting, tax or legal obligations.

Trade account records may be retained for the duration of the commercial relationship and for an appropriate period afterwards.


Marketing information may be retained until you unsubscribe, withdraw consent or we determine that the information is no longer required.


Cookie and analytics information is retained according to the settings and retention periods of the relevant technologies.


We may retain information for longer where necessary to establish, exercise or defend legal claims or where required by law.


14. Keeping Your Information Secure

We take reasonable organisational and technical measures to protect personal information against:


  • Unauthorised access
  • Accidental loss
  • Misuse
  • Alteration
  • Disclosure
  • Destruction


However, no internet-based system can be guaranteed to be completely secure.


You are responsible for keeping any passwords or account credentials relating to our services confidential.


15. Your Data Protection Rights

Depending on the circumstances, UK data protection law gives you rights including the right to:


  • Request access to personal information we hold about you
  • Ask us to correct inaccurate or incomplete information
  • Ask us to delete your personal information in certain circumstances
  • Ask us to restrict how your information is used
  • Object to certain types of processing
  • Request transfer of information in certain circumstances
  • Withdraw consent where processing is based upon consent
  • Object to direct marketing
  • These rights are subject to certain legal conditions and exemptions.
  • To exercise any of these rights, please contact us using the details provided on our website.
  • We may need to verify your identity before responding to a request.


16. Complaints


If you have concerns about how Ekohouse uses your personal information, please contact us first so that we can investigate the matter.

You also have the right to raise a complaint with the UK's data protection regulator:

Information Commissioner's Office (ICO)


www.ico.org.uk


17. Third-Party Websites


Our website may contain links to websites operated by other organisations.

Ekohouse is not responsible for the privacy practices, security or content of third-party websites.

We recommend reviewing the privacy policy of any external website before providing personal information.


18. Children

Ekohouse products and services are not specifically directed at children and we do not knowingly seek to collect personal information from children through our website.


19. Changes to This Privacy Policy


We may update this Privacy Policy periodically to reflect changes to:


  • Our website
  • Our services
  • The technologies we use
  • Our business practices
  • Applicable laws or regulatory guidance
  • The latest version will be published on our website and the date at the top of this policy will be updated accordingly.


20. Contact Ekohouse


If you have questions about this Privacy Policy, wish to exercise your data protection rights or have concerns about how your information is being handled, please contact:


Ekohouse Climate Systems Ltd
133 Aston Cantlow Road
Wilmcote
Stratford-upon-Avon
England
CV37 9XW


Company Number: 16320506



Alternatively, please contact us using the contact details or contact form available on the Ekohouse website.