A transparent privacy notice starts with the actual data journey.
This page is an implementation-ready structure, not final legal advice. It must be completed against the live forms, CRM, analytics, advertising, call handling and retention practices before publication.
Replace every bracketed field, confirm the purposes and systems actually used, and obtain appropriate legal review. Adding analytics, chat, call tracking, advertising pixels, finance tools or a CRM changes the data journey and this notice.
1. Who is responsible for the information
The data controller is [Legal company name] , company number [Company number] , registered at [Registered office address] . Contact the privacy lead at hello@koolology.com .
2. Information the website may collect
Depending on the live tools, this may include information submitted through consultation, service or recruitment forms; contact details; property or business information; project photographs or documents; call and email records; technical website data; consent choices; and information needed to manage a customer relationship.
Do not ask visitors to send passwords, payment-card details, medical information or other sensitive material through a general project form.
3. How the information may be used
Approved purposes may include responding to enquiries, assessing project feasibility, arranging surveys or service visits, preparing proposals, delivering and supporting work, managing warranties, maintaining records, improving the website and meeting legal or regulatory responsibilities.
The final notice must state the lawful basis relied on for each purpose and explain any direct marketing separately.
4. Koolology Comfort Brief and local storage
The supplied template stores Koolology Comfort Brief answers in the visitor’s browser session so they can be carried into the contact form. The template does not set advertising or analytics cookies. This statement must be updated when live tracking, consent management or third-party tools are added.
5. Who may receive information
List the actual categories of recipient, which may include hosting and form providers, CRM or email services, surveyors, engineers, approved subcontractors, manufacturers for warranty purposes, professional advisers and authorities where required. Contracts, access and international transfers must be reviewed for the live setup.
6. Retention
Insert the approved retention periods or decision criteria for enquiries, customers, quotations, project records, warranty records, service records, finance information, marketing permissions, call recordings and recruitment data. Do not retain information indefinitely without a documented reason.
7. Security
Describe the proportionate technical and organisational measures actually used, including access control, supplier management, device and account security, backups, incident handling and secure disposal. Avoid promising that any system is completely secure.
8. Individual rights and complaints
Explain the rights available under the law applicable to the live business, how a person can make a request, how identity may be verified and how to contact the relevant supervisory authority. A qualified reviewer should approve this wording.
9. Updates
Publish the effective date, keep an internal owner and review this notice whenever forms, suppliers, analytics, advertising, call handling or operational processes change.
Effective date: [Insert approved publication date]