Privacy Policy

Refrixo provides an online platform through which businesses and customers may:

• post commercial refrigeration requirements;
• post shopfitting requirements;
• request quotations;
• receive and compare quotations;
• communicate with service providers;
• view service provider profiles;
• find professionals;
• submit project information;
• create and manage user accounts; and
• access other marketplace-related services.

Service Providers

Service providers may use Refrixo to:

• create a professional profile;
• provide business and service information;
• upload portfolio information;
• submit quotations;
• respond to customer requirements;
• communicate with customers; and
• manage their account and projects.

Depending on how you use Refrixo, we may collect the following categories of personal information.

3.1 Account and Registration Information

• full name;
• username;
• email address;
• telephone number;
• password or authentication information;
• account type;
• company or business name;
• job title or role;
• billing information where applicable;
• profile photograph where provided; and
• other information you choose to provide.

Passwords should be stored using appropriate security measures and should not be stored in plain text.

3.2 Customer and Project Information

• project title;
• project description;
• service category;
• project location;
• site postcode;
• equipment requirements;
• dimensions;
• temperature requirements;
• installation requirements;
• supply-only requirements;
• repair or replacement requirements;
• preferred completion date;
• budget information;
• photographs;
• videos;
• access information;
• parking information;
• electrical or drainage requirements;
• contact preferences; and
• other information necessary to obtain and compare quotations.

Some project information may be made available to relevant service providers so that they can assess the requirement and submit a quotation.

3.3 Service Provider Information

• name;
• business name;
• company registration information;
• business address;
• telephone number;
• email address;
• website;
• service areas;
• services offered;
• professional qualifications;
• relevant certifications;
• insurance information;
• portfolio information;
• photographs;
• references;
• reviews;
• quotation information;
• payment or billing information, where applicable; and
• information required to assess or approve your account.

Where Refrixo performs verification checks, the specific checks performed should be explained to users accurately.

When you visit Refrixo, certain technical information may be collected automatically, including:

• IP address;
• browser type;
• device type;
• operating system;
• approximate location derived from IP address;
• pages visited;
• referring website;
• date and time of visits;
• interaction with website features;
• diagnostic information;
• security and fraud-prevention information; and
• cookie and similar technology information.

This information may be used to operate, secure, analyse and improve the website.

In some circumstances, we may receive personal information from sources other than you, including:

• service providers;
• customers;
• business partners;
• payment providers;
• authentication providers;
• analytics providers;
• publicly available business directories;
• Companies House or other public business records where appropriate;
• fraud-prevention services; and
• other users where they submit information relating to a project or transaction.

Where required by law, we will provide appropriate privacy information when personal information is obtained indirectly.

Account Management

• create and manage your account;
• authenticate users;
• provide access to platform features;
• maintain account security; and
• communicate with you about your account.

Marketplace Services

• publish and manage requirements;
• connect customers with relevant service providers;
• facilitate quotation requests;
• allow service providers to submit quotations;
• enable users to compare providers;
• facilitate communications between users where appropriate; and
• administer projects.

Customer Support

• respond to enquiries;
• investigate complaints;
• provide technical support;
• resolve account issues; and
• investigate reports of misuse.

Security and Fraud Prevention

• protect the platform;
• detect suspicious activity;
• prevent fraud;
• investigate abuse;
• protect users;
• enforce our Terms of Use; and
• maintain the security of our systems.

Service Improvement

• analyse website usage;
• improve functionality;
• understand how users interact with Refrixo;
• troubleshoot technical issues;
• develop new features; and
• improve customer experience.

Legal and Regulatory Compliance

• comply with legal obligations;
• respond to lawful requests;
• maintain required records;
• enforce our legal rights;
• establish, exercise or defend legal claims; and
• cooperate with regulators, law enforcement or other competent authorities where legally required.

Marketing

Where permitted by law, we may use your contact details to send information about Refrixo, our services, projects, platform updates or relevant offers.

Where consent is required, we will obtain it before sending marketing communications.

You can unsubscribe from marketing communications at any time.

Under UK data protection law, we must have a lawful basis for processing personal information.

7.1 Contract

• create or manage your account;
• provide requested services;
• process project requirements;
• facilitate quotations;
• administer services; or
• take steps at your request before entering into an agreement.

7.2 Legal Obligation

We may process personal information where necessary to comply with a legal or regulatory obligation.

This may include accounting, tax, fraud prevention or other legally required records.

7.3 Legitimate Interests

We may process personal information where necessary for our legitimate interests, provided those interests are not overridden by your rights and interests.

• operating and improving Refrixo;
• maintaining platform security;
• preventing fraud and abuse;
• protecting users;
• communicating about existing services;
• managing business relationships;
• improving our marketplace; and
• establishing or defending legal claims.

Where we rely on legitimate interests, we consider the impact on individuals and apply appropriate safeguards.

7.4 Consent

We may rely on consent where required by law.

This may apply to certain:

• marketing communications;
• non-essential cookies;
• analytics technologies; or
• other optional processing activities.

Where we rely on consent, you can withdraw it at any time. Withdrawal of consent does not affect processing carried out lawfully before the withdrawal.

Refrixo does not generally require special category personal data, such as:

• health information;
• racial or ethnic information;
• religious beliefs;
• political opinions;
• biometric information used for identification; or
• information concerning sex life or sexual orientation.

Please do not submit sensitive personal information through project descriptions, messages, images or other platform features unless it is genuinely necessary.

If Refrixo needs to process special category data in a particular circumstance, we will ensure that an appropriate lawful condition and safeguards are in place.

Refrixo does not generally require criminal offence information from users.

If such information is required for a specific lawful verification or compliance purpose, it will only be processed where permitted by applicable UK data protection law and with appropriate safeguards.

We may share personal information where necessary to operate Refrixo and provide the requested services.

Service Providers

Customer project information may be shared with relevant service providers so that they can evaluate requirements and submit quotations.

Customers

Information contained in a service provider profile may be made available to customers where necessary to evaluate providers.

Service Providers and Customers

Where a customer and service provider need to communicate regarding a project, relevant contact or project information may be shared.

Service Providers and Contractors

We may use third-party companies to provide:

• website hosting;
• email delivery;
• database services;
• cloud storage;
• analytics;
• security;
• customer support;
• payment processing;
• communications;
• fraud prevention; and
• technical services.

Professional Advisers

• accountants;
• auditors;
• lawyers;
• insurers;
• consultants; and
• other professional advisers.

Authorities and Regulators

We may disclose personal information where required or permitted by law, including to:

• courts;
• regulators;
• law enforcement agencies;
• government authorities; and
• the Information Commissioner's Office (ICO).

Business Transfers

If Refrixo or the business operating Refrixo is involved in a merger, acquisition, restructuring, sale or transfer of assets, personal information may be transferred as part of that transaction, subject to applicable law and appropriate safeguards.

Where payments are processed through Refrixo or a third-party payment provider, payment information may be processed by the relevant payment provider.

Refrixo should not store full payment card details unless it is specifically authorised and appropriately compliant to do so.

Payment providers may process information in accordance with their own privacy notices and terms.

Where Refrixo facilitates payments, the precise role of Refrixo, the payment provider and the relevant customer or service provider should be explained in our Terms of Use.

Some of our technology providers or service providers may process personal information outside the United Kingdom.

Where personal information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is lawful and that suitable safeguards are in place.

Depending on the destination and circumstances, safeguards may include:

• UK adequacy regulations;
• UK International Data Transfer Agreements (IDTA);
• UK Addendum to the EU Standard Contractual Clauses; or
• another lawful transfer mechanism recognised under UK data protection law.

Details of relevant international transfers and safeguards can be provided on request where appropriate.

Refrixo uses cookies and similar technologies.

Some cookies are necessary for the operation, security and functionality of the website.

Other cookies, including certain analytics, advertising or tracking technologies, may require your consent.

Our Cookie Policy explains:

• the cookies we use;
• the purpose of each cookie;
• the provider;
• the duration;
• whether the cookie is necessary or optional; and
• how you can manage or withdraw consent.

Where consent is required, non-essential cookies should not be activated before appropriate consent is obtained.

You can change your cookie preferences through our cookie management tools.

We may use analytics technologies to understand how visitors use our website.

• pages visited;
• traffic sources;
• device information;
• approximate geographical information;
• browser information;
• interactions with website features; and
• technical performance information.

Where required, we will obtain consent before using non-essential analytics cookies or similar technologies.

We may send marketing communications where permitted by applicable law.

These communications may include:

• Refrixo platform updates;
• service information;
• business updates;
• relevant offers;
• newsletters; and
• other information relating to Refrixo.

You can unsubscribe by:

• clicking the unsubscribe link in an email;
• changing your account preferences, where available; or
• contacting us at info@refrixo.co.uk.

We will not require you to provide unnecessary information to unsubscribe from marketing.

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including where necessary to:

• provide services;
• maintain accounts;
• maintain business and financial records;
• comply with legal obligations;
• resolve disputes;
• prevent fraud;
• enforce agreements; or
• establish, exercise or defend legal claims.

Different categories of information may be retained for different periods.

Specific retention periods should be documented internally by Refrixo and updated where required.

When personal information is no longer required, it will be securely deleted or anonymised where appropriate.

We take appropriate technical and organisational measures to protect personal information against:

• unauthorised access;
• accidental loss;
• destruction;
• alteration;
• disclosure;
• misuse; and
• other unlawful processing.

Security measures may include:

• access controls;
• authentication controls;
• encrypted connections such as HTTPS;
• secure hosting;
• backups;
• monitoring;
• security updates;
• restricted administrative access; and
• appropriate staff or contractor controls.

You are responsible for keeping your account credentials confidential and should notify us promptly if you believe your account has been compromised.

If we become aware of a personal data breach, we will assess the breach and take appropriate action in accordance with applicable UK data protection law.

Where legally required, we may notify the Information Commissioner's Office and affected individuals.

Right of Access

You may request a copy of the personal information we hold about you.

Right to Rectification

You may ask us to correct inaccurate or incomplete personal information.

Right to Erasure

In certain circumstances, you may ask us to delete your personal information.

Right to Restriction

You may ask us to restrict the processing of your personal information in certain circumstances.

Right to Data Portability

In certain circumstances, you may request personal information in a structured, commonly used and machine-readable format and ask us to transmit it to another organisation.

Right to Object

You may have the right to object to certain processing, including processing based on legitimate interests.

You have an absolute right to object to direct marketing.

Right to Withdraw Consent

Where we rely on consent, you may withdraw your consent at any time.

Withdrawal does not affect the lawfulness of processing carried out before withdrawal.

Rights Relating to Automated Decision-Making

Where applicable, you may have rights concerning solely automated decision-making and profiling that produces legal or similarly significant effects.

We will provide information about such processing where required by law and appropriate safeguards will apply.

The ICO notes that UK GDPR protections apply to solely automated significant decisions and can include rights to information, human intervention and challenging a decision.

To exercise your data protection rights, contact:

We may need to verify your identity before responding to certain requests.

We will normally respond to valid data protection requests within the period required by applicable law.

We will not normally charge a fee for exercising your data protection rights. However, applicable law may permit us to charge a reasonable fee or refuse a request where it is manifestly unfounded or excessive.

If you have concerns about how Refrixo has handled your personal information, we encourage you to contact us first so that we can investigate and attempt to resolve the issue.

Email: info@refrixo.co.uk

Information Commissioner's Office

You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO).

Website: ico.org.uk

Telephone: 0303 123 1113

The ICO provides guidance and complaint services relating to the handling of personal information.

The ICO advises organisations to tell individuals that they can complain to the ICO and provide relevant contact information.

Refrixo is intended primarily for businesses, professionals and other users who are legally able to use the services.

Our services are not intentionally directed at children.

We do not knowingly collect personal information from children for purposes that are not permitted by law.

If you believe that a child has provided personal information to us, please contact us at info@refrixo.co.uk.

Where children's personal information is processed, Refrixo will take appropriate measures required by applicable UK data protection law.

The ICO recognises that children require specific protection when organisations process their personal information.

Refrixo may use technology to organise project information, display relevant services, improve search results or assist users in finding potentially relevant service providers.

Unless expressly stated otherwise, these functions do not constitute solely automated decision-making producing legal or similarly significant effects on an individual.

If Refrixo introduces solely automated decision-making or profiling that falls within the relevant UK GDPR requirements, we will provide appropriate information about:

• the existence of the processing;
• the general logic involved;
• the significance and expected consequences;
• applicable rights;
• safeguards; and
• how to request human intervention or challenge a decision where required.

Some information submitted by service providers may be displayed publicly on Refrixo.

This may include:

• business name;
• service description;
• service areas;
• portfolio photographs;
• qualifications or certifications where published;
• customer reviews;
• business contact information where appropriate; and
• other profile information.

Users should not upload unnecessary personal information about themselves or other individuals.

Before uploading photographs, documents, reviews or other materials containing another person's personal information, you should ensure that you have the appropriate permission or other lawful basis to do so.

Where users submit reviews or testimonials, Refrixo may display those reviews in accordance with our Terms of Use.

We may retain information necessary to establish that a review was submitted by an appropriate user.

Where a review is displayed publicly, some identifying information may also be displayed where appropriate and lawful.

Users should not include unnecessary personal or sensitive information in reviews.

Our website may contain links to third-party websites, applications or services.

Those websites are not controlled by Refrixo.

If you follow a third-party link, the third party's privacy policy and terms will apply.

We recommend reviewing the privacy information of any third-party service before providing personal information.

Refrixo may use third-party providers for services such as:

• website hosting;
• cloud infrastructure;
• email;
• customer support;
• analytics;
• security;
• payment processing;
• communications;
• file storage;
• authentication;
• database management; and
• fraud prevention.

Third parties may only receive the information necessary for the services they provide, subject to appropriate contractual and legal safeguards.

A current internal record of relevant processors and data recipients should be maintained by Refrixo.

Refrixo aims to incorporate privacy and data protection into the design and operation of its services.

This includes applying appropriate technical and organisational measures, limiting unnecessary data collection and considering privacy risks when introducing new systems or features.

UK data protection guidance emphasises data protection by design and by default as part of the organisation's wider accountability obligations.

We may update this Privacy Policy from time to time to reflect:

• changes to our services;
• changes in technology;
• changes in data processing;
• legal or regulatory requirements; or
• improvements to our privacy practices.

When we make material changes, we may provide additional notice where appropriate.

The latest version will always be published on this page.

The Last Updated date at the beginning of this Privacy Policy indicates when it was most recently revised.

Related Policies