Privacy Policy
Last updated: 12 August 2026
1. Who we are
SolvAir Limited (“SolvAir”, “we”, “us”) is the data controller for the personal data described in this policy.
SolvAir Limited is registered in England and Wales, company number 04783104. Registered office: Unit 20, Altitude Business Park, The Drift, Nacton Road, Ipswich, Suffolk, IP3 9QN, United Kingdom. VAT number GB 824 2317 53.
For any question about this policy or about how we handle your personal data, contact our data privacy lead at info@solvair.co.uk, call +44 (0)1473 320 307, or write to us at the registered office above.
2. What this policy covers
This policy covers personal data we collect through solvair.co.uk, including our enquiry, brochure request and site audit forms, and by email and telephone when you contact us. Our use of cookies and similar technologies is described in our Cookie Policy, which forms part of this policy.
Our website is aimed at businesses. We do not knowingly collect personal data from children, and our forms are not intended for consumer enquiries.
3. The personal data we collect
Information you give us. When you submit a form on our website we collect what you enter: your name, email address, telephone number and country; your postal address if you ask us to post you a printed brochure; any message you write to us; and your answer to the optional marketing tick box. Name, email address and telephone number are required on every form; everything else depends on the form.
Information we record automatically when you submit a form. When you submit a form we also record technical and contextual information about the submission: your IP address; your browser’s user agent string and whether you were on desktop, tablet or mobile; the page you submitted the form from; the wording of the button you clicked to open the form and the product you were viewing; and the date and time. We use this to route your enquiry to the right person, to understand which parts of our website generate enquiries, and to detect automated abuse.
Attribution information — only with your consent. If (and only if) you accept analytics cookies in our cookie banner, our website also remembers, for the duration of your visit, the page you arrived on, the site that referred you, any marketing campaign tags in the link you arrived on, how many pages you viewed and how long you stayed — and attaches that to your enquiry if you send one. This is stored in your browser’s session storage (cleared when you close the tab) and is described in the Cookie Policy. If you decline analytics cookies, none of this is collected.
Your approximate location, for the distributor prompt. When you visit the site we use your IP address to estimate which country you are visiting from, so that we can point you to the right local distributor. The lookup is performed by our provider ipinfo.io (see section 6). The result is not attached to your enquiry and no profile of you is built from it.
Please do not send us special category data (such as health information) or financial details through our forms — we do not ask for them and do not need them.
4. Why we use your personal data, and our lawful bases
| Purpose | Personal data used | Lawful basis (UK GDPR) |
|---|---|---|
| Responding to your enquiry, quoting for work and providing the information you asked for | What you entered on the form | Legitimate interests — responding to someone who has contacted us about our products. Where you ask us to quote, this may instead be steps taken at your request prior to entering a contract. |
| Posting you a printed brochure you requested | Name, postal address | Steps taken at your request prior to entering a contract |
| Understanding which pages, campaigns and adverts generate enquiries, and improving our website and marketing | The technical, contextual and (with your consent) attribution information in section 3 | Legitimate interests — measuring the effectiveness of our own website and advertising. The attribution element is collected only with your consent under the cookie rules. |
| Preventing automated abuse of our forms | IP address, and the Cloudflare Turnstile anti-spam check | Legitimate interests — keeping our systems secure and available |
| Sending you marketing about our products and services (section 5) | Name, email address, and the interests implied by your enquiry | Consent — the optional marketing tick box |
The required tick box on our forms asks you to confirm you have read this policy. It is there so that you know how your data will be handled before you send it — it is not the legal basis for the processing, which is as set out in the table above.
5. Marketing
We only send you marketing email if you ticked the optional marketing box when you contacted us, or if you have otherwise asked to hear from us. Ticking it is never a condition of contacting us, and your answer — yes or no — is recorded with your enquiry so that we can show what you agreed to and never market to you if you declined.
You can stop marketing at any time: use the unsubscribe link in any marketing email, or email info@solvair.co.uk. If you object to direct marketing we stop, with no exceptions.
6. Who we share your personal data with
We do not sell or rent your personal data to anyone. We share it only with the service providers we need to operate the website and respond to you:
| Recipient | What they receive | Why |
|---|---|---|
| Our hosting provider (servers located in the United Kingdom, managed by our website partner Custardfish) | Everything submitted, as it is stored on our web server | Website and database hosting |
| ImprovMX | The contents of the enquiry email | Delivery of enquiry emails to our inbox |
| Cloudflare | The data needed to run the Turnstile anti-spam check | Preventing automated abuse of our forms |
| Google (Tag Manager, Analytics 4 and Google Ads — only if you accept the relevant cookies) | Website usage data, and the fact that an enquiry was submitted. We do not send Google the contents of your enquiry. | Website analytics and advertising measurement |
| ipinfo.io | Your IP address | Estimating your country for the local distributor prompt |
| YouTube (Google) | Data collected when you choose to play an embedded video — nothing loads from YouTube until you press play | Video hosting |
We may also disclose personal data where the law requires it, or to establish, exercise or defend legal claims.
7. International transfers
Your enquiry data is stored on servers in the United Kingdom. Some of the providers above are based in the United States. Where personal data is transferred outside the UK, we rely on the safeguards recognised by UK law: for providers certified under the UK Extension to the EU–US Data Privacy Framework (including Google and Cloudflare), that adequacy arrangement; otherwise, the UK International Data Transfer Agreement or Addendum to the EU Standard Contractual Clauses.
8. How long we keep your personal data
| Data | How long |
|---|---|
| Enquiry records held in our website systems | Deleted 24 months after your enquiry — this deletion runs automatically |
| Enquiries that led to a quotation, order or ongoing business relationship | Kept in our business records for up to 7 years after the relationship ends, to meet accounting and legal obligations |
| Marketing consent records | For as long as we send you marketing, and for 24 months after you unsubscribe, so we can demonstrate what was agreed |
9. How we protect your personal data
Enquiry data is held on access-controlled UK servers, transmitted over encrypted connections, and accessible only to the people who need it to deal with your enquiry. We review access and rotate credentials as part of our routine security practice.
10. Your rights
Under UK data protection law you have the right to: be informed about how we use your personal data (this policy); request a copy of the personal data we hold about you; have inaccurate data corrected; have your data erased, in certain circumstances; restrict how we use it, in certain circumstances; object to our use of it where we rely on legitimate interests — including any use for direct marketing, where we always stop; data portability in certain circumstances; and to withdraw consent at any time where we rely on it, without affecting what was done before you withdrew it.
To exercise any of these rights, email info@solvair.co.uk. We will respond within one month and we do not charge a fee.
11. Complaints
If you are unhappy with how we have handled your personal data, contact us at info@solvair.co.uk. We will acknowledge your complaint within 30 days, investigate it without undue delay, and tell you the outcome.
You also have the right to complain to the Information Commissioner’s Office at any time — you do not need to wait for us to finish our investigation first. ICO: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF · 0303 123 1113 · ico.org.uk.
12. Changes to this policy
We may update this policy from time to time; the date at the top shows when it last changed. Where a change materially affects how we use your personal data, we will take reasonable steps to bring it to your attention.
