Privacy Notice

Last updated: October 2026

1. Who we are

JG Refrigeration & Air Conditioning is a business operated by James Goodwin, a sole trader.

We respect your privacy and are committed to protecting your personal information. This Privacy Notice explains how we collect, use, store and protect personal information in the course of providing our services.

Business name: JG Refrigeration & Air Conditioning
Proprietor: James Goodwin
Email: info@jgrefrigeration.co.uk

2. Information we may receive

When carrying out work for our customers, we may receive personal information relating to individuals involved with a job or site.

This information may include:

• Your name;
• Business or site address;
• Work or personal email address;
• Telephone or mobile number;
• Your employer or organisation;
• Your role or connection to the relevant site or job; and
• Information relating to the work being carried out.

We do not normally collect special category or sensitive personal information as part of our services.

3. Where we get your information

In many cases, your information is provided to us by one of our customers or another business involved with the work.

For example, a customer may issue us with a purchase order containing the address of the site and the name, telephone number and email address of the person we should contact in order to carry out the work.

We may also receive information directly from you when you contact us in connection with a job.

4. How we use your information

We only use personal information where it is reasonably necessary for our business activities. This may include:

• Contacting you in relation to a job or site;
• Arranging access to a site;
• Carrying out the work we have been instructed to undertake;
• Completing job sheets and other records relating to the work;
• Responding to queries about completed or ongoing work;
• Preparing and issuing invoices;
• Maintaining appropriate business, accounting and transaction records; and
• Complying with our legal and regulatory obligations.

We do not sell your personal information.

We do not use site contact information supplied to us for a particular job for unrelated marketing purposes.

5. Our lawful basis for using your information

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

Where we receive the details of employees, site contacts or other individuals in connection with work that we have been instructed to carry out, we may rely on our legitimate interests. Our legitimate interests include carrying out the work requested by our customers, communicating with the appropriate people at a site, maintaining records of work completed, dealing with queries and operating our business effectively.

We only use personal information where we consider that our legitimate interests are not overridden by the rights and interests of the individual concerned.

Where processing is necessary to fulfil a contract directly with you, we may rely on performance of a contract.

We may also process and retain certain information where necessary to comply with a legal obligation, including applicable accounting, tax and record-keeping requirements.

6. Who we share your information with

We only share personal information where it is necessary for the purposes described in this notice.

Information relating to a job may be included on job sheets, invoices and other business records and may be provided to the customer who instructed us to carry out the work.

We may also use trusted service providers to operate our business, including accounting and digital record-keeping services. Where these providers process personal information on our behalf, we take appropriate steps to ensure that the information is handled securely and appropriately.

Our accounting and business records are currently maintained using QuickBooks.

We may also disclose information where we are legally required to do so.

7. How long we keep your information

We only keep personal information for as long as reasonably necessary for the purposes for which it was collected, including fulfilling our contractual obligations, maintaining appropriate records and meeting legal, accounting and tax requirements.

Job sheets and invoices may therefore be retained as part of our accounting and business records for the period required for those purposes.

Information that is no longer required will be securely deleted or disposed of where appropriate.

8. How we protect your information

We take reasonable steps to protect the personal information we hold against loss, misuse, unauthorised access, alteration or disclosure.

Our job records and invoices are handled digitally and, once processed, relevant copies are retained within our accounting and business record-keeping systems rather than unnecessarily maintaining additional copies.

9. Your rights

Depending on the circumstances, UK data protection law gives you rights in relation to your personal information. These may include the right to:

• Request access to the 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 we use your information in certain circumstances; and
• Object to certain uses of your personal information, including processing based on legitimate interests.

If you wish to exercise any of these rights, please contact us using the details at the beginning of this notice.

You have the right to object to our processing of your personal information where we rely on legitimate interests. If you object, we will consider your request and whether there are compelling legitimate grounds for us to continue processing the information.

10. Complaints

If you have concerns about how we handle your personal information, please contact us first so that we have an opportunity to address them.

You also have the right to make a complaint to the Information Commissioner's Office (ICO), the UK's data protection regulator.

Further information is available from the Information Commissioner's Office.

11. Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes to our business practices or legal obligations. The latest version will be published on our website.