Effective Date: 27 August 2025
1. About Village Heating Ltd
Village Heating Ltd (“VHL”, “we”, “our”, “us”) provides plumbing, heating, electrical, air-conditioning, renewable, and facilities services across commercial, social housing, public sector, and private organisations.
We are committed to protecting all personal data we process through:
- Our Website
- Our invite-only mobile application
- Our client interactions
- Our internal systems
Contact details:
Email: enquiries@villageheating.co.uk
Address: 333–335 High Road, Harrow Weald, Middlesex, HA3 5EQ
Telephone: 020-8102-9898
2. Scope of This Policy
This Privacy Policy applies to:
2.1 Website users
This Privacy Policy applies to:
2.2 Commercial clients and authorised representatives
This includes data processed during service delivery and contract engagement.
2.3 Engineers, suppliers, and subcontractors
This includes data processed for operational, compliance, and safety management.
2.4 Users of our invite-only mobile application
Access is provided exclusively to approved contract clients.
This policy applies to all data processed online or offline.
3. The Data We Collect
3.1 Website users
This policy applies to all data processed online or offline.
- Name, email, telephone number (via contact or enquiry forms)
- Technical data (IP address, browser type, device type)
- Usage data (pages visited, session duration)
- Essential cookie data used for functionality and security
We do not use targeted advertising cookies.
3.2 Operational and contract clients
We may process:
- Contact details for client representatives
- Job information, property details, maintenance logs
- Compliance documentation and safety-related records
- Communications, purchase orders, and service reports
- Financial, invoicing, and payment information
3.3 Engineers, subcontractors, and suppliers
We may process:
- Identification and qualification records
- Job attendance data and compliance logs
- Vehicle tracking information (Teletrac)
- Health and safety training data
- Operative performance and audit records
- Payment, invoicing, and contract details
3.4 Data collected through the mobile application
The app is invite-only. We collect only data required for service operation.
User-submitted data:
- Uploaded photos (evidence, job-related images)
- Messages sent to our AI assistant
Device permissions:
- Camera (to capture photos)
- Photo library (to upload photos)
- Notifications (to deliver service updates)
Automatically collected data:
- Device model and operating system
- App version
- Error and crash logs
No location data, advertising identifiers, or behavioural tracking data are collected.
4. How We Use Your Data
We use personal data for:
- Responding to enquiries
- Delivering plumbing, heating, electrical, AC, renewable, and maintenance services
- Managing client accounts and service histories
- Allocating engineers, scheduling work, and maintaining service records
- Operating and improving our invite-only mobile application
- Processing uploaded photos and AI message interactions
- Maintaining compliance, auditing, and quality control
- Ensuring platform and system security
- Meeting legal, regulatory, and safety obligations
We do not sell personal data.
5. Legal Bases for Processing
We process data under the following UK GDPR bases:
- Contractual necessity
- Legitimate interests
- Legal obligation
- Consent (for optional permissions or marketing communications)
6. How Your Data Is Stored
Supabase
Used for storing:
- App user accounts
- Uploaded images
- AI message history
- Audit logs and operational data
Data is encrypted in transit and at rest.
7. Sharing Your Information
We may share personal data with:
- Engineers and internal staff fulfilling service requests
- Third-party processors (Supabase, hosting providers, OpenAI)
- Professional advisers (legal, accounting, compliance)
- Regulatory authorities or law enforcement where required by law
We may share personal data with:
8. Data Retention
We retain:
- Operational and compliance records for the duration of the contract plus legally required periods
- App-submitted data until it is no longer necessary or until deletion is requested
- Photos and AI messages, which may be deleted on request
- Financial records for a minimum of 6 years (HMRC requirement)
8. Data Retention
Under UK GDPR, you have the right to:
- Under UK GDPR, you have the right to:
- Request correction of inaccurate data
- Request deletion where applicable
- Withdraw consent (camera, notifications, marketing)
- Request portability of digital data
- Object to certain types of processing
App users may request deletion of:
- Uploaded photos
- AI messages
- Their entire app account
App users may request deletion of:
10. Security Measures
We implement a range of technical and organisational measures to safeguard data, including:
- Encryption in transit and at rest
- Role-based access controls
- Secure cloud infrastructure
- Structured audit procedures
- Minimal and purpose-driven data collection
- Regular internal and external security reviews
Village Heating Ltd operates an ISO/IEC 27001-certified Information Security Management System, ensuring all data is handled under audited security controls and internationally recognised best practices.
Although no online system can guarantee absolute security, we take appropriate steps to protect
personal information.
11. Children’s Data
Our services and app are not intended for individuals under 18.
We do not knowingly process children’s data.
12. Third-Party Links
Our website or app may include links to external services.
We are not responsible for the content or privacy practices of third-party sites.
13. Mobile App Compliance (Apple and Google)
Tracking:
The app does not track users for advertising and does not use identifiers for marketing.
Permissions:
Camera, photo library, and notifications are used only to support job reporting and service updates.
Google Play Data Safety summary:
14. Updates to This Policy
We may update this policy periodically.
The most recent version will always be available on our website.
