Privacy Policy

1. Who We Are

VaillantCare.uk is a trading style of URBAN SUBURBAN GAS, 69 Wavell Ave, Poole, Dorset, BH17 7HH, Gas Safe register 594547 providing Vaillant boiler installation, servicing, and repair services across Berkshire, Surrey, Buckinghamshire & West London. We are the data controller for the personal data collected through this website.

To contact us regarding your data, please use the details provided in your booking confirmation email, or write to us at the address on file with Gas Safe Register.

2. Data We Collect

When you use our booking system, contact form, or chatbot, we may collect the following personal data:

• Full name
• Email address
• Telephone number
• Postal address and postcode
• Boiler model and fault code information
• Any additional information you provide in booking notes or correspondence
• Marketing preference (whether you opt in to annual service reminders)

We do not collect payment card data through this website. Payments are handled separately and are not stored on VaillantCare systems.

3. How We Use Your Data

Personal data collected through this website is used solely for the purposes of:

• Processing and managing your service booking or enquiry
• Communicating with you about your appointment
• Sending annual service reminders where you have given explicit consent
• Maintaining service records as required by our Gas Safe obligations
• Complying with applicable legal and regulatory requirements

We will not use your data for any purpose incompatible with the reason it was collected without first obtaining your consent.

4. Legal Basis for Processing

We rely on the following legal bases under UK GDPR:

• Contract performance — processing necessary to fulfil your booking or service request
• Legal obligation — retaining gas work records as required by the Gas Safety Regulations
• Legitimate interests — responding to enquiries and improving our service
• Consent — sending marketing communications such as annual service reminders (you may withdraw consent at any time)

5. Data Retention

We retain service records (including personal data associated with gas work carried out) for a minimum of six years in accordance with our obligations under the Gas Safety Regulations and for insurance purposes.

Marketing consent data is retained until you withdraw your consent. Enquiry data where no service is booked is deleted after 12 months.

6. Third Parties & Data Sharing

We do not sell, rent, or share your personal data with third parties for marketing purposes.

We may share data with the following categories of service provider, strictly for the purpose of delivering services to you, subject to appropriate data processing agreements:

• Email delivery services (EmailJS) — for sending booking confirmations and notifications
• Hosting providers (GoDaddy) — where your data is stored on UK/EU servers

All third-party processors are contractually bound to process your data only on our instructions and in accordance with UK GDPR.

7. Your Rights

Under UK GDPR you have the following rights regarding your personal data:

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

To exercise any of these rights, please contact us using the details provided in your booking confirmation. We will respond within 30 days. If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO).

8. Cookie Policy

VaillantCare.uk uses cookies and similar technologies to improve the functionality and performance of this website.

Essential cookies

These cookies are necessary for the basic functioning of the website, including remembering your cookie consent preference and maintaining session state during the booking process. Essential cookies cannot be disabled without affecting website functionality.

Analytical cookies

Where you consent, we may use anonymised analytical cookies to understand how visitors use this website, which pages are most visited, and how the user experience can be improved. No personally identifiable information is collected by analytical cookies.

No advertising cookies

VaillantCare.uk does not use third-party advertising or tracking cookies, and does not share browsing data with advertising networks.

Managing your cookie preferences

You may withdraw your consent for non-essential cookies at any time by clearing your browser's cookie storage and declining consent on your next visit. Most browsers also allow you to block or manage cookies through their settings. Disabling essential cookies may affect the functionality of the booking system.

Your cookie preference is stored in your browser's localStorage under the key vc_cookie_consent. This record is not transmitted to our servers and is used solely to remember your preference on subsequent visits from the same browser.

9. Changes to This Policy

We may update this privacy policy from time to time. The date at the top of this page shows when it was last reviewed. We recommend checking back periodically. Continued use of VaillantCare.uk following any update constitutes acceptance of the revised policy.