Privacy Policy

Phoenix ACR Limited Last updated: April 2026

At Phoenix ACR Limited, we are committed to protecting and respecting your privacy. This privacy policy outlines how we collect, use, and protect the personal information you provide to us when using our website and services, including our online air conditioning quote calculator, and data management through SimPRO software.

1. Who We Are

Phoenix ACR Limited is a company specialising in air conditioning and refrigeration installations. We are committed to ensuring that your privacy is protected and that we comply with all applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We may collect and process the following data about you:

Personal Information: Name, email address, telephone number, and postal address when you contact us, request our services, or use our online quote calculator.

Quote Calculator Data: When using our online air conditioning quote calculator, we collect information you provide including your name, postcode, property type, room dimensions, and system preferences. We also collect technical data about your quote journey, including which steps you completed, the brand and system configuration you selected, and estimated pricing.

Journey Tracking Data: Our quote calculator uses browser-based tracking to understand how customers interact with the tool. This includes a unique session identifier stored in your browser’s local storage, the steps you progress through, and the time spent on each stage. This data helps us improve our service and follow up with customers who may need assistance completing their quote.

Abandoned Quote Data: If you choose to save your quote progress by providing your email address (for example, via our “Save My Quote” feature), we store your email alongside your quote details so we can send you a link to resume your quote.

Financial Information: Payment details for billing purposes, processed securely through Stripe. Phoenix ACR Limited does not store your card details directly.

Project Information: Details of any installations, repairs, or maintenance services you have requested, stored and managed through our use of SimPRO.

3. How We Use Your Information

We may use the data we collect for the following purposes:

To provide our services: This includes processing quotes via our online calculator, scheduling services, and managing installations, repairs, and maintenance.

To improve our quote calculator: We analyse anonymised journey data to understand where customers may experience difficulty and to improve the user experience of our online tools.

Managing customer relationships: Using SimPRO software, we manage customer information, project details, invoices, and communications.

Follow-up on incomplete quotes: Where you have provided your contact details, we may contact you to offer assistance if you started but did not complete a quote. You can opt out of these communications at any time.

Marketing: With your consent, we may send you promotional materials about our services or industry updates that may interest you.

Legal compliance: We may need to use your data to comply with legal obligations or to protect the rights and safety of our company and customers.

4. Local Storage and Cookies

Local Storage: Our online quote calculator uses your browser’s local storage to save your quote progress. This means if you close your browser and return later, your quote data will be restored so you can continue where you left off. This data is stored only on your device and is automatically deleted when you complete or submit a quote. You can clear this data at any time through your browser settings.

Cookies: Our website uses cookies to enhance user experience and gather information about visitors. Cookies help us track website traffic and improve our services. You can control cookie preferences through your browser settings.

Analytics: We use analytics tools to understand how visitors use our site. These tools collect information such as your IP address, browser type, and pages visited.

5. Data Storage and Security

Phoenix ACR Limited takes data security seriously. We store all personal data collected in secure environments and, when using third-party tools like SimPRO and Stripe, we ensure that their data storage systems are compliant with applicable data protection laws.

SimPRO is used to store customer records, project details, and related communications. This information is securely stored on SimPRO’s cloud-based system, which is encrypted and regularly monitored for security vulnerabilities.

Stripe is used to process deposit payments securely. Payment data is handled directly by Stripe and is subject to their privacy policy and PCI DSS compliance.

Quote calculator data is stored on our secure web servers hosted within the United Kingdom.

6. Sharing Your Information

We do not sell or rent your personal data to third parties. However, we may share your information in the following circumstances:

With service providers: We may share information with third-party providers who help us with functions like payment processing (Stripe), field service management (SimPRO), IT support, or software solutions.

Legal reasons: We may disclose your personal information to regulatory authorities, legal advisors, or law enforcement if required by law.

7. Your Rights

Under applicable data protection laws, you have the following rights regarding your personal information:

• Right to Access: You can request a copy of the data we hold about you.
• Right to Correction: If any of the information we hold about you is inaccurate, you have the right to request that we update it.
• Right to Erasure: You can ask us to delete your personal information under certain circumstances.
• Right to Restrict Processing: You can request that we limit how we use your data in certain situations.
• Right to Object: You have the right to object to our use of your data for direct marketing or other purposes.
• Right to Data Portability: You can request a copy of your data in a structured, machine-readable format.

To exercise any of these rights, please contact us using the details below.

8. How Long We Keep Your Data

We will only retain your personal information for as long as necessary to fulfil the purposes for which we collected it, including for the purposes of satisfying any legal, accounting, or reporting requirements.

• Quote calculator journey data is retained for up to 12 months for analytics and follow-up purposes, after which it is anonymised or deleted.
• Abandoned quote data (email and quote details) is retained for up to 6 months.
• Completed quote and project data stored in SimPRO will be retained according to our data retention policy and applicable legal obligations.

Once the data is no longer required, it will be securely deleted.

9. Third-Party Links

Our website may contain links to other websites, including WhatsApp for customer communication. Once you leave our website, we have no control over the external sites, and this privacy policy no longer applies. We recommend reviewing the privacy policies of any third-party sites you visit.

10. Changes to This Privacy Policy

We may update this privacy policy from time to time to reflect changes in our practices or legal obligations. The latest version will always be available on our website.

11. Contact Us

If you have any questions or concerns about this privacy policy or how your personal data is handled, please contact us at:

Phoenix ACR Limited 86-90 Paul Street, London EC2A 4NE Email: [email protected] Phone: 0333 220 2475