1. Operator and contact
CoolMatch is an introduction service for home air conditioning. It handles the enquiries, account information and service records described below.
The operator's legal identity and contact address have not both been published. Completing these disclosures is a dependency before public launch, not a claim that no data is being processed in the pilot.
For support, privacy questions or a data-rights request, email hello@needarecruiter.com. This is the temporary contact address used for CoolMatch during the pilot.
2. Homeowner information
You can see an estimate before giving contact details. The coverage check sends a postcode to our service. The estimate journey may keep answers in your browser so you can continue or review them.
If you submit an enquiry or choose a coverage waitlist, the information can include:
- Your name, email and any optional phone number or contact preference you supply.
- Your postcode and the property, room, size, sunlight, permission and access answers you provide.
- Your requested timing, calculation assumptions and any areas that need a survey or further review.
- The sharing and other choices made with your request, email-confirmation state, introduction history and related support correspondence.
Only give information you are entitled to share. Do not include sensitive personal information in room names or other free-text answers.
3. Installer accounts and evidence
Installer account information includes business or trading name, account and contact details, postcode coverage, any supplied company registration, F-Gas certification and public liability insurance details. Uploaded evidence, review records and application or account status support the eligibility checks.
Initial signup does not require certificate details or files. We also record the founding pilot offer shown at signup and whether the application came through the general website or local-pilot link. This is not consent to marketing or WhatsApp messages. A radius application saves the base district and chosen straight-line distance, not a precise business location. The working-area map loads a public geography dataset without sending your entered full postcode to that provider.
We also keep records of requests offered to the account, responses and service correspondence. A sole trader does not need to be a limited company to apply.
4. Purposes and legal basis
The pilot uses these records to provide the requested estimate and introduction service, operate accounts, check installer eligibility, send service emails, answer questions and protect against misuse.
- Your sharing choice: we ask for permission before sharing a homeowner request with independent installers. You can ask to withdraw an unshared request or stop further introductions.
- Service and account administration: data needed to act on a request or operate an agreement is processed for that purpose.
- Security and service support: necessary technical and operational records support the legitimate interests of protecting the service and handling problems.
- Optional uses: website measurement and any marketing choice are separate opt-ins. Rejecting either is not a reason to refuse the core service.
- Legal requirements: specific records may need to be kept or disclosed where the law requires it.
The final mapping of lawful bases, the legitimate-interest assessment and controller arrangements must be completed in the business and legal review. This page does not claim those assessments have already been signed off.
5. Sharing and independent installers
Choosing an estimate alone does not authorise an introduction. If you request introductions, up to three suitable installers receive the room brief and postcode area after confirmation and review. Acceptance opens a conversation with your first name. Your email and full postcode are not automatically released. You can separately choose to share a phone number with a particular installer for an agreed call window.
A waitlist request is permission to keep the enquiry and contact you about coverage, not permission to share it with installers. A separate introduction choice is required later.
Installers use information they receive to respond to the enquiry. When an installer carries out a survey or enters an installation contract, they are responsible for their own processing and should explain it in their privacy notice. The detailed controller relationship for introductions remains part of the legal review.
The business model includes planned installer fees for introductions. It does not permit unrelated marketing or unrestricted resale of your contact details.
Withdrawal stops future consent-based use, but cannot undo information already lawfully shared. An installer may have a separate legal reason to retain records of work or a dispute. Contact us if you need help identifying a recipient.
6. Service providers and technical data
The website uses hosting, database, authentication and email services to operate. The current application uses Vercel for hosting, Supabase for database and account services, and Resend for application emails. Postcode and business-register lookups are used where relevant. Anti-abuse checks may also process technical data.
Resend tells us when an email to an address bounces, is marked as spam or is blocked. We record the address and the reason, stop sending it reminders and updates, and may contact you another way about your account or request.
Technical records may include network and browser information, request times, error details and security events. Optional first-party usage measurement is off without opt-in; there is no advertising or third-party analytics service. See the cookie notice.
Provider arrangements, data locations and any international-transfer safeguards need to be confirmed in the pilot's processing review before public launch. We do not claim that all records are stored in the UK or that this review is complete.
7. Google Maps
On the installer working-area step, Google Maps loads automatically after CoolMatch returns a valid district centre for your entered postcode. It shows that centre and your radius, not your exact address or device location. Panning and zooming do not change your postcode list. Manual postcode entry remains available if the map cannot load.
Google receives your IP address, browser information, site origin and map area. It may load resources such as fonts and use cookies or similar technologies. See Google's privacy policy (new tab) and Maps terms (new tab). Cookie preferences cover website measurement, not consent for Maps. Privacy review is required before live use.
8. Retention
The enquiry retention policy is 24 months from submission, unless a specific legal obligation or an unresolved complaint requires longer. Mailbox links expire after 72 hours; secure browser sessions expire after 30 days. Expired credentials are removed by scheduled cleanup. Optional measurement events have a 30-day retention period.
These are retention policies, not a claim that every automated deletion job has been deployed and verified. You can request deletion through the contact address above without waiting for routine clean-up.
Installer-account, evidence, security-log and consent-record retention periods need to be finalised in the processing review. We should not retain them indefinitely without a defined purpose. If a legal reason prevents deletion of a specific record, we will explain it when responding to your request.
9. Your choices and rights
Depending on the circumstances, UK data protection law gives you rights to access, correct, erase or restrict processing of personal information, to object, and to receive certain data in a portable format. Where processing relies on consent, you can withdraw it.
Email hello@needarecruiter.com with what you want us to do. We may need enough information to verify your identity before releasing or changing records. The usual response period is one month, subject to the lawful rules for extensions and exceptions.
You can change optional website measurement through cookie preferences. For sharing or marketing choices associated with an enquiry, contact us using the email address on that enquiry. Operational emails about a request are separate from marketing.
10. Complaints and updates
Please contact us if you have a concern about data handling. You also have the right to complain to the Information Commissioner's Office.
Changes to this notice will carry an updated date. An updated notice or legal review does not remove rights relating to information already collected.