Privacy Policy

Last updated: May 2026

Refrigerant Gas Supplies Ltd (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use and protect your information when you visit refrigerantgassuppliesltd.com or place an order with us.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Refrigerant Gas Supplies Ltd is a UK-based supplier of F-Gas compliant refrigerant gases and HVAC spare parts. We are the data controller responsible for your personal data collected via this website.

If you have any questions about this policy or how we handle your data, contact us at: info@refrigerantgassuppliesltd.com

2. What Data We Collect

We may collect and process the following personal data:

• Identity data: First name, last name, company name, job title
• Contact data: Email address, telephone number, delivery address, billing address
• Transaction data: Details of products purchased, payment records (we do not store full card details — these are handled securely by our payment processor)
• Technical data: IP address, browser type and version, time zone, browser plug-in types, operating system, device information
• Usage data: Pages visited, referring URLs, time spent on pages
• Communications data: Enquiries, messages sent via our contact form or email
• F-Gas certification data: F-Gas qualification number or certificate reference (required by UK F-Gas Regulation to verify eligibility to purchase regulated refrigerants)

3. How We Collect Your Data

We collect data through:

• Direct interactions — when you place an order, complete a contact form, register an account or subscribe to our newsletter
• Automated technologies — cookies and similar tracking technologies when you browse our website
• Third-party sources — from analytics providers (Google Analytics) and payment processors

4. How We Use Your Data

We use your personal data to:

• Process and fulfil your orders, including delivery and customer service
• Verify your F-Gas certification before supplying regulated refrigerant gases
• Manage your account and send you important account information
• Respond to your enquiries and provide customer support
• Send you marketing communications (if you have consented — you can opt out at any time)
• Improve our website and services using anonymised analytics data
• Comply with legal obligations, including F-Gas record-keeping requirements under UK F-Gas Regulation

5. Legal Basis for Processing

We process your personal data on the following legal bases:

• Contract: Processing is necessary to fulfil your order
• Legal obligation: F-Gas Regulation requires us to verify and record purchaser certification
• Legitimate interests: Improving our services, fraud prevention, website security
• Consent: For marketing communications and non-essential cookies

6. Cookies

Our website uses cookies to improve your browsing experience and help us understand how the site is used. Cookies are small text files stored on your device.

Types of cookies we use:

• Essential cookies: Required for the website to function (shopping cart, login sessions)
• Analytics cookies: Google Analytics — help us understand visitor behaviour (anonymised). You can opt out at Google Analytics Opt-out
• Marketing cookies: Used to show relevant adverts. Only set with your consent

You can control cookies through your browser settings. Disabling certain cookies may affect website functionality.

7. Data Sharing

We do not sell your personal data. We may share your data with:

• Delivery partners — to fulfil your order (name, address, contact number)
• Payment processors — to process transactions securely (e.g. Stripe, PayPal)
• IT and website service providers — hosting, email, CRM systems
• Legal and regulatory bodies — if required by law (e.g. HMRC, Environment Agency for F-Gas reporting)

All third parties are required to maintain appropriate security and use your data only for the purposes we specify.

8. Data Retention

We retain your personal data only for as long as necessary:

• Order and transaction records — 7 years (UK tax law requirement)
• F-Gas certification records — 5 years (UK F-Gas Regulation requirement)
• Marketing consent records — until you withdraw consent
• Website analytics data — 26 months (anonymised)

9. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

• Right of access — request a copy of the personal data we hold about you
• Right to rectification — request correction of inaccurate or incomplete data
• Right to erasure — request deletion of your data (subject to legal obligations)
• Right to restrict processing — request that we limit how we use your data
• Right to data portability — receive your data in a structured, machine-readable format
• Right to object — object to processing based on legitimate interests or for direct marketing
• Right to withdraw consent — withdraw consent at any time where processing is based on consent

To exercise any of these rights, contact us at: info@refrigerantgassuppliesltd.com

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): ico.org.uk | 0303 123 1113

10. Data Security

We implement appropriate technical and organisational security measures to protect your personal data against unauthorised access, accidental loss, destruction or damage. Our website uses SSL/HTTPS encryption for all data transmission.

11. Third-Party Websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites. We recommend you read the privacy policy of any website you visit.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be available on this page with the updated date shown at the top.

13. Contact Us

For any privacy-related questions or to exercise your rights:

• Email: info@refrigerantgassuppliesltd.com
• Website: Contact Form