Privacy Policy

Penmann Climatic Systems Ltd understands that your privacy is important to you and that you care about how your personal data is used. We only collect and use personal data in ways that are consistent with our obligations and your rights under the law.

This Privacy policy explains your rights under the law relating to personal data; what and how we collect the information and how it is stored and used.

Your rights under GDPR

Under GDPR you have the following rights, which this Policy and our use of personal data have been designed to uphold:

  • The right to be informed about our collection and use of personal data;
  • The right of access to the personal data we hold about you;
  • The right to rectification if any personal data we hold about you is inaccurate or incomplete;
  • The right to be forgotten – i.e. the right to ask us to delete any personal data we hold about you.
  • The right to restrict (i.e. prevent) the processing of your personal data;
  • The right to data portability (obtaining a copy of your personal data to re-use with another service or organisation);
  • The right to object to us using your personal data for particular purposes;

How we collect the information?

The company may collect personal information in a variety of ways as follows:

We collect personal information as follows:

  • When you talk to us on the phone personally or communicate with us via social media or website
  • In emails and letter and if you send in an email or letter enquiry
  • When you use our website and interact on social media including LinkedIn
  • During the application process to be an approved supplier for us
  • During application process via recruitment process.
  • Payment and transactional data
  • If you send in an email enquiry
  • When we meet you at network events and referrals
  • If you choose to subscribe to our newsletter. We may also use your personal information to provide you with information by email about our services. You have the option to opt out at any time.

What information is collected?

We may collect the some of the following personal data (with this varying according to your relationship with us)

  • Your contact details including your name, title, address, telephone number and email address.
  • Company details including company registration number
  • Details of insurances for suppliers and contractors
  • Unique Tax Reference numbers (UTR) and details of Construction Industry Scheme
  • Registered VAT number
  • Bank account details so that payments can be made

When using our website you may provide personal information when completing an enquiry. This information will be used only to respond to your enquiry and will not be added to any marketing or newsletter list unless you have requested us to do so.

You may be asked to provide some limited personal information in order to enable the provision of certain services Penmann Climatic Systems Limited may store this information manually or electronically. By supplying this information, you are consenting to Penmann Climatic Systems Limited holding and using it for the purposes for which it was provided. Information provided will be kept for as long as is necessary to fulfil that purpose.

We may use Google analytics (or other website analysis tools) to understand how you are using our website. This will help us to improve how we deliver information to you.

How the information is used?

Your Privacy is protected by Law. Data Protection law says that we are allowed to use personal information if we have a proper reason to do so. This include sharing outside the Company.

We use your data under three conditions only:

  1. To efficiently and accurately conduct our agreed business with you and to fulfil any contracts or agreements with you.
  2. Where we need to comply with a legal obligation
  3. When individuals have given us their explicit consent (verbally, digitally or in writing) to receive communications from us
  4. In the case of justified legitimate interest (e.g. previous clients or business relationships), with the recipient having the right to opt out permanently from communication at any time.

How we store information collected?

Data security is very important to us, and to protect your data we have taken suitable measures to safeguard and secure any data we hold about you (even if it is only your email address).

However, we do work with third party contractors, some of whom supply products and services to you on our behalf. In some cases those third parties may require access to some or all of your personal data that we hold. By submitting personal information, you agree to this transfer, storing and processing. We will take all steps reasonably necessary to ensure that your data is treated safely, securely and in accordance with your rights, our obligations and the third parties obligations under the law.

We may disclose your personal information to third parties if we are under a duty to disclose or share such information in order to comply with any legal obligation or to protect the rights, property or safety of Penmann Climatic Systems Ltd its members or others.

We only keep your personal data for as long as we need to in order to use it and/or for as long as we have your permission to keep it.

Your data will only be stored within the European Economic Area (“the EEA”) (The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein).

How long will you keep my personal data?

We will not keep your data for any longer than is necessary in light of the reason(s) for which it was collected. Your personal data will therefore be kept for the following periods

  • Prospective Customer (10 year retention period)
  • Customer Information (10 year retention period)
  • Accounts Payable (7 years)
  • Supplier Information (10 years)

How Can You Access Your Data?

Keeping your information up to date and accurate is important to us. We commit to regularly review and correct where necessary, the information that we hold about you. If any of your information changes, please email or write to us, or call us using the ‘Contact information’ noted below.

You have the right to ask for a copy of the information Penmann Climatic Systems holds about you.

Contacting Us

If you have any questions about this Privacy Policy, please contact us by email at , by telephone on 0113 202 7300, or by post at:

FAO Data Controller, Highfield, Pool Road, Pool in Wharfedale, Otley, LS21 1EG.

Changes to Our Privacy Policy

We may change this Privacy Policy from time to time and will place any updates on our website at


If you have any cause for complaint about our use of your personal data, please contact us using the details provided above and we will do our best to solve the problem for you.

You also have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office and can access contact details via the following website

Last Updated: 15th August 2018