Privacy Policy

Cool 2 Freeze — Refrigerated & Freezer Trailer Hire

This Privacy Policy explains how Cool 2 Freeze collects and uses your personal data, and your rights under UK data protection law (the UK GDPR and the Data Protection Act 2018).

For the purposes of this policy, the data controller is:

[FULL LEGAL NAME], trading as Cool 2 Freeze [BUSINESS ADDRESS] Email: [EMAIL] Phone / WhatsApp: [PHONE]

What data we collect

When you contact us or make a booking, we may collect:

  • Your name
  • Your email address
  • Your phone number
  • The delivery address or postcode for your hire
  • Details of your enquiry or booking (dates, trailer type, event details, power availability)
  • Any other information you choose to share when you message or speak to us

We collect this information when you complete our enquiry form, email us, message us on WhatsApp, call us, or otherwise get in touch.

How we use your data, and our lawful basis

We use your personal data to:

  • Respond to your enquiry and provide a quote — our lawful basis is our legitimate interest in answering enquiries, and taking steps at your request before entering into a contract.
  • Arrange and fulfil your hire — our lawful basis is performance of our contract with you.
  • Communicate with you about your booking — performance of our contract, and our legitimate interest in providing the service.
  • Meet our legal and accounting obligations — our lawful basis is compliance with a legal obligation (for example, keeping financial records).
  • Send you marketing, such as occasional offers — only where you have given consent, which you can withdraw at any time.

Marketing

We will only send you marketing if you have asked us to or agreed to receive it. Every marketing message will include a way to unsubscribe, and you can opt out at any time by contacting us at [EMAIL].

Who we share your data with

We do not sell your personal data. We share it only with service providers who help us run our business, and only as far as needed. These may include:

  • Our website hosting provider
  • Our email provider
  • Our enquiry form and contact management tools (for example, the software that handles form submissions and stores your enquiry)
  • WhatsApp / Meta, if you choose to contact us via WhatsApp — your message is processed through Meta’s platform under their own terms
  • Our payment provider, where you pay for a hire
  • Our accountant and, where required, HMRC or other authorities

These providers process your data on our behalf under appropriate agreements, or as independent controllers under their own terms (such as WhatsApp/Meta).

International transfers

Some of our providers — for example WhatsApp/Meta — may process data outside the UK. Where that happens, appropriate safeguards are in place to protect your data in line with UK data protection law. If you would prefer not to use WhatsApp, you can contact us by phone or email instead.

How long we keep your data

  • Enquiries that do not lead to a booking: we keep these for up to [12 months] in case you get back in touch, then delete them.
  • Customer and booking records: we keep financial and transaction records for 6 years to meet HMRC requirements, after which they are securely deleted.

Your rights

Under UK data protection law you have the right to:

  • Access the personal data we hold about you
  • Have inaccurate data corrected
  • Have your data erased, where there is no legal reason to keep it
  • Restrict or object to how we use your data
  • Receive your data in a portable format
  • Withdraw consent at any time, where we rely on consent

To exercise any of these rights, contact us at [EMAIL]. We will respond within one month.

Cookies

Our website uses a small number of cookies to make it work and to help us understand how it is used. [If you add analytics, name them here — e.g. “We use Cloudflare for security and performance.”] You can control cookies through your browser settings.

Keeping your data secure

We take reasonable technical and organisational measures to keep your personal data secure and to prevent unauthorised access, loss or misuse.

Complaints

If you have a concern about how we handle your data, please contact us first at [EMAIL] so we can try to put it right. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk, or by calling 0303 123 1113.

Changes to this policy

We may update this policy from time to time. The latest version will always be available on our website.

Last updated: 23rd July 2026