Privacy Policy / Privacy Notice

Effective date: 3 September 2026  |  Version 1.0

VOIT&CO LTD trading as Heat Shield Insulation & Coatings (“Heat Shield”, “we”, “us” or “our”) is the data controller for the personal information described in this notice. We handle customer information lawfully, fairly, transparently and securely.

1. Personal information we collect and where it comes from

We may collect your name, telephone number, email address, property and billing addresses, enquiry/survey/quotation details, contracts and work records, invoices, payment/transaction information, communications by email, WhatsApp or SMS, website enquiry and mailing-list information, and property/project photographs or videos. We do not store full payment-card details. Information normally comes directly from you, or from an authorised person acting on your behalf where relevant.

2. Why we use your information and our lawful bases

• Enquiries, quotations, surveys, appointments and carrying out works — steps at your request before a contract and performance of our contract with you.
• Invoices, payments, accounts, tax records, certificates and warranties — contract and legal obligations.
• Customer service, project administration, quality control, resolving disputes and keeping evidence of completed work — our legitimate interests where these do not override your rights.
• Electronic marketing — where permitted by law (including the qualifying existing-customer “soft opt-in”) or otherwise with consent. You can opt out at any time.

3. Photographs, videos and testimonials

We may take photographs or videos before, during and after works for project records. We will only publish identifiable project media, customer interviews or testimonials on our website, Instagram, Facebook, other social media, portfolio materials or advertising where appropriate voluntary permission has been obtained. Where reasonably possible, we avoid unnecessary identifying details such as a full customer name, house number or vehicle registration. Refusing promotional consent will not affect your service. Consent can be withdrawn at any time; withdrawal does not affect lawful use before withdrawal.

4. Who we share information with and international processing

Where necessary, we may share relevant information with authorised directors and office/admin staff, our accountant, installers, subcontractors, suppliers, payment or finance providers, warranty/certification providers, website/IT and hosting providers, and service providers such as Google and Meta. We share only what is reasonably necessary. Some providers may process information outside the UK; where this happens, we rely on appropriate safeguards required by UK data-protection law.

5. Storage, security and retention

Information may be stored in our email, WhatsApp, CRM and accounting systems, website enquiry systems, Google Drive, iCloud, authorised computers and mobile devices. We use reasonable access controls and secure account/device practices. Invoices, payment records and relevant accounting/tax records are normally retained for at least six years from the end of the relevant company financial year, or longer where required by law. Contract, project and correspondence records are generally kept for up to six years after the project or relationship ends where needed for warranty, administration or legal/evidential purposes. Other information is deleted or anonymised when no longer required.

6. Direct marketing

We may occasionally send relevant Heat Shield offers or service updates to existing or former customers by email, SMS or similar electronic communications where permitted by law. Where consent is required, we obtain it first. You may opt out at any time by contacting us or using an unsubscribe option provided.

7. Your rights and complaints

Depending on the circumstances, you may have rights to access, correct, delete or restrict your personal information, object to certain processing (including direct marketing), request portability of certain information, and withdraw consent where consent is the lawful basis. We do not use solely automated decision-making that produces legal or similarly significant effects. To exercise your rights, contact support@heat-shield.uk. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.

8. Website, cookies and updates

Our website may use cookies and similar technologies; please see our separate Cookie Policy. Our enquiry form is protected by Google reCAPTCHA and Google’s own privacy terms apply to that service. We may update this notice when our services, systems or legal obligations change. The current version will be published on heat-shield.uk.