Privacy Policy

Last updated: 7 October 2026

Gmcold Refrigeration Ltd, trading as GMC Coldrooms, respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and share personal information when you visit our website, contact us, request a quotation, purchase products or services, or otherwise deal with GMC Coldrooms.

1. Who we are

Gmcold Refrigeration Ltd trades as GMC Coldrooms.

Company: Gmcold Refrigeration Ltd
Trading name: GMC Coldrooms
Registered office: 92 The Pewfist, Bolton, United Kingdom, BL5 2EW
Email: sales@gmcoldrooms.com
Website: gmcoldrooms.com

For data-protection purposes, Gmcold Refrigeration Ltd is normally the data controller for the personal information described in this policy.

2. Information we may collect

Depending on how you interact with us, we may collect:

• your name;
• company or organisation name;
• email address;
• telephone number;
• billing, delivery or site address;
• enquiry details;
• project requirements;
• drawings, dimensions and specifications supplied by you;
• quotation and order information;
• correspondence between you and GMC Coldrooms;
• payment and transaction information;
• invoice and accounting records;
• installation and site-readiness information;
• website enquiry source and landing-page information;
• technical website information such as browser, device, IP address and website usage data where permitted;
• cookie and consent preferences.

Please avoid sending unnecessary sensitive personal information through our website or enquiry forms.

3. How we collect information

We may obtain information:

• directly from you when you contact us;
• through website enquiry or quotation forms;
• by telephone or email;
• when you request or accept a quotation;
• during an order, delivery or installation;
• when payments or invoices are processed;
• from your company or another authorised representative acting on your behalf;
• from website analytics and cookies where permitted;
• from suppliers, installers or other parties involved in fulfilling an agreed project where appropriate.

When personal information is collected directly from you, privacy information should generally be provided at the point of collection. ICO

4. How we use your information

We may use personal information to:

Respond to enquiries

To respond to questions, understand your requirements and determine whether GMC Coldrooms can assist.

Lawful basis: legitimate interests and/or steps taken at your request before entering into a contract.

Prepare quotations

To assess project requirements, prepare quotations, discuss specifications and communicate revisions.

Lawful basis: steps taken at your request before entering into a contract.

Process orders and provide products or services

To process accepted quotations, arrange supply, delivery, installation, commissioning or other agreed services.

Lawful basis: performance of a contract.

Manage customer projects

To communicate about manufacturing, delivery, site readiness, installation arrangements, outstanding information and completion.

Lawful basis: performance of a contract and legitimate interests in managing projects effectively.

Accounting and payment administration

To issue invoices or proformas, record payments, maintain accounting records, manage amounts due and comply with tax and accounting requirements.

Lawful basis: performance of a contract and compliance with legal obligations.

Customer service, warranty and after-sales support

To answer questions, maintain project records, deal with warranty matters and resolve problems or disputes.

Lawful basis: contract, legal obligations and legitimate interests.

Website measurement and enquiry attribution

Where permitted, we may use limited information about how visitors reach and interact with the website to understand which pages, search engines, campaigns or other sources generate enquiries.

This may include information such as:

• source;
• medium;
• campaign;
• landing page;
• attribution method.

Where such information is linked to an identifiable enquiry, it becomes part of the relevant customer or sales record.

We do not intend to send names, email addresses, telephone numbers, enquiry messages or other directly identifying contact-form information to website analytics services.

Lawful basis: consent where required for cookies/storage technologies, together with an appropriate UK GDPR lawful basis for subsequent processing.

Improve our business and website

To understand customer demand, improve our website, sales processes, products and services, and measure commercial performance.

Lawful basis: legitimate interests, where those interests are not overridden by the rights and interests of individuals.

Where legitimate interests are relied upon, organisations should consider the purpose, necessity and impact on the individual. ICO

5. Cookies and similar technologies

Our website may use cookies and similar technologies for essential website functions, preferences, analytics and other approved purposes.

Where consent is required, non-essential technologies should only operate in accordance with the choices made through our consent controls.

For more information, including the technologies used and how to change your preferences, please see our:

Cookie Policy

6. Who we may share information with

Where necessary for legitimate business purposes, we may share relevant personal information with:

• cold-room and refrigeration equipment suppliers;
• manufacturers or factories fulfilling an order;
• delivery and logistics providers;
• installation engineers and subcontractors;
• professional advisers;
• accountants or bookkeepers;
• payment and banking providers;
• accounting software providers;
• website, hosting and IT service providers;
• analytics providers where permitted;
• insurers;
• government, tax, regulatory or law-enforcement authorities where legally required.

We aim to provide third parties only with the information reasonably necessary for their role.

We do not sell personal information to third parties.

7. International transfers

Some technology, cloud, analytics or software providers may process information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps required under applicable UK data-protection law, such as relying on an adequacy arrangement or appropriate contractual safeguards where required.

8. How long we keep information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, tax, accounting, contractual, warranty and dispute-resolution requirements.

Retention periods may vary depending on the type of record.

For example:

• unsuccessful or inactive enquiries may be retained for a reasonable period for follow-up and business-record purposes;
• quotation and project records may be retained for longer where necessary for warranty, contractual or dispute purposes;
• accounting and transaction records are retained for the period required by applicable tax and accounting rules;
• cookie and analytics information is retained according to the settings and retention periods described in our Cookie Policy and relevant systems.

We periodically review whether information still needs to be retained.

9. Security

We take reasonable organisational and technical steps to protect personal information against:

• unauthorised access;
• loss;
• alteration;
• disclosure;
• misuse;
• accidental destruction.

However, no internet transmission or electronic storage system can be guaranteed to be completely secure.

10. Your data-protection rights

Depending on the circumstances, you may have rights including:

• the right to be informed about how your information is used;
• the right to access your personal information;
• the right to correct inaccurate information;
• the right to request deletion of information in certain circumstances;
• the right to restrict processing in certain circumstances;
• the right to object to certain processing;
• the right to data portability where applicable;
• the right to withdraw consent where processing relies on consent;
• rights relating to certain automated decision-making.

Not every right applies in every situation.

To exercise a privacy right, contact us using the details in this policy.

The ICO requires organisations to tell individuals about their applicable rights and how they can complain to the supervisory authority. ICO

11. Marketing

We may contact existing or prospective business customers about relevant GMC Coldrooms products or services where permitted by law.

Where consent is required, we will seek it before sending the relevant marketing.

You can ask us to stop sending marketing communications at any time by contacting us or using an unsubscribe method where provided.

Service, quotation, order, payment, delivery or project communications are not marketing and may still be sent where necessary to manage an enquiry or contract.

12. Automated decision-making

GMC Coldrooms does not currently intend to make decisions about customers based solely on automated processing where those decisions would produce legal or similarly significant effects.

If this changes, this Privacy Policy will be updated where required.

13. Links to other websites

Our website may contain links to third-party websites.

GMC Coldrooms is not responsible for the privacy practices of other websites. You should review the privacy information provided by those organisations when visiting their websites.

14. Complaints

If you have concerns about how GMC Coldrooms handles your personal information, please contact us first so that we can investigate.

You also have the right to complain to the UK supervisory authority:

Information Commissioner’s Office (ICO)
Website: ico.org.uk

15. Changes to this Privacy Policy

We may update this Privacy Policy when:

• our website changes;
• our services or systems change;
• new suppliers or technologies are introduced;
• our data-processing activities change;
• legal or regulatory requirements change.

The latest version will be published on this page with the updated date.

16. Contact us

For questions about this Privacy Policy or how GMC Coldrooms uses personal information, contact:

Gmcold Refrigeration Ltd trading as GMC Coldrooms

Phone: 01204 263081

Email: sales@gmcoldrooms.com

Privacy Policy: https://gmcoldrooms.com/privacy-policy/