Last updated: 26 July 2026
Who we are
Cool Bedroom Ltd (“Cool Bedroom”, “we”, “us” or “our”) operates the website coolbedroom.co.uk.
Cool Bedroom provides independent bedroom-cooling guidance, personalised cooling-route recommendations and, where requested, introductions to suitable third-party supply-and-install businesses.
- Company name: Cool Bedroom Ltd
- Company number: 17259645
- Registered in: England and Wales
- Registered office: 71–75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ
- Email: contact@coolbedroom.co.uk
Cool Bedroom Ltd is the data controller responsible for the personal information described in this Privacy Policy.
What information we collect
Depending on how you use the website or contact us, we may collect:
- Your name, email address, telephone number and postcode.
- Information about your bedroom, property, cooling requirements and priorities.
- Your answers to the Cool Bedroom Finder.
- Information about permissions, wall suitability, outdoor-unit locations, venting arrangements and other practical installation considerations.
- The cooling route you are interested in, such as Portable, Monobloc or Split Air Conditioning.
- Information you provide when requesting an introduction to a cooling specialist.
- Information and consent submitted through the coverage waiting-list form.
- Emails and other correspondence between you and Cool Bedroom.
- Referral-progress information received from a supply-and-install business, such as whether contact was made, a quotation was issued or a sale was completed.
- Technical information such as your IP address, browser, device type, referring page, security logs and form-submission information.
Our forms are not designed to collect medical information or other sensitive personal information. Please do not include this type of information in free-text fields unless it is genuinely necessary.
How we collect information
We collect information:
- directly from you through website forms, email or other correspondence;
- through your use of the Cool Bedroom Finder;
- automatically through website, hosting and security systems;
- from a supply-and-install business after you have requested an introduction; and
- from suppliers, installers and other businesses when managing a commercial relationship.
How and why we use your information
Providing guidance and responding to enquiries
We use your information to understand your circumstances, respond to questions, operate the Cool Bedroom Finder and provide relevant bedroom-cooling guidance.
Our lawful basis is our legitimate interest in operating and improving the Cool Bedroom guidance service and responding to people who contact us.
Automated recommendations
The Cool Bedroom Finder uses the answers you provide to route you to a general cooling recommendation. It does not make decisions that produce legal or similarly significant effects.
Finder results are guidance only and are not a property survey, quotation or guarantee that a particular cooling solution will be suitable for your bedroom or property.
Introduction requests
When you request an introduction, we use your information to review your postcode, cooling route and requirements and determine whether a suitable supply-and-install business may be available.
Where a suitable business is available, we may share the relevant enquiry information with that business so it can contact you, assess the property and discuss its products or installation service.
Our lawful basis is our legitimate interest in operating the introduction and referral service you have asked to use.
Referral administration
We may use an enquiry reference and receive limited progress information from the introduced business to track the customer journey, administer completed-sale referral fees, resolve enquiries and maintain accurate business records.
Our lawful bases are our legitimate interests in administering the referral service and, where applicable, compliance with accounting, tax and other legal obligations.
Coverage waiting list
If suitable supply-and-install coverage is not available, you can separately choose to join the Cool Bedroom coverage waiting list.
We use your name, email address, postcode, selected cooling route and consent record to contact you if suitable coverage becomes available.
Our lawful basis is your consent. Joining the waiting list is optional, and you may withdraw your consent at any time by emailing contact@coolbedroom.co.uk.
Website administration and security
We use technical information to operate the website, deliver forms, prevent misuse, investigate errors, maintain backups and protect the security of Cool Bedroom and its visitors.
Our lawful basis is our legitimate interest in maintaining a secure and reliable website and business service.
Supplier and installer relationships
We may process the names, business contact details, credentials and correspondence of suppliers, installers and other professional contacts to assess suitability, manage agreements, route enquiries and administer referral fees.
Our lawful bases are our legitimate interests in managing business relationships and, where applicable, entering into or performing a contract.
Who we share information with
We may share personal information with:
- A selected supply-and-install business when you request an introduction.
- Website-hosting, email, form-management, backup, security and information-technology providers that process information on our behalf.
- Professional advisers such as accountants, legal advisers or insurers where necessary.
- Government bodies, regulators, courts or law-enforcement authorities where disclosure is legally required.
- A purchaser or successor if Cool Bedroom’s business or assets are transferred, subject to appropriate confidentiality and data-protection requirements.
We do not sell your personal information.
Once your information has been shared with an introduced supply-and-install business, that business will normally act as an independent data controller for its own survey, quotation, installation, warranty and customer-service activities. Its own privacy notice will apply to its use of your information.
International transfers
If a service provider processes personal information outside the United Kingdom, we will ensure that an appropriate transfer mechanism or other lawful safeguard is in place where required. You can contact us for more information about the safeguards used.
How long we keep information
We keep personal information only for as long as reasonably necessary for the purpose for which it was collected.
- Coverage waiting-list records: up to 12 months from the date consent is given, unless consent is withdrawn earlier.
- General contact enquiries: normally up to 12 months after the last meaningful contact.
- Finder submissions not linked to an introduction: normally up to 12 months for troubleshooting, service review and improvement.
- Introduction and referral records: normally up to six years after the enquiry or referral is closed where needed for accounting, referral-fee records, complaints, disputes or legal obligations.
- Supplier and installer records: for the duration of the business relationship and normally up to six years afterwards where necessary.
- Technical and security information: for as long as needed for security, troubleshooting and abuse prevention, normally no longer than 12 months unless an incident requires longer retention.
We may retain limited information for longer where required by law or where it is necessary to establish, exercise or defend legal claims.
How we protect your information
We use proportionate technical and organisational measures intended to protect personal information from loss, misuse, unauthorised access, alteration or disclosure.
These measures include access controls, secure passwords, website and hosting security, software updates, backups and limiting access to people or providers that genuinely need the information.
No internet or email system can be guaranteed to be completely secure. If we become aware of a personal-data incident, we will assess and respond to it in accordance with applicable legal requirements.
Cookies and similar technologies
The website may use cookies or similar technologies that are necessary for security, website functionality and the operation of forms.
We will not intentionally use non-essential analytics, advertising or tracking cookies without providing appropriate information and, where required, obtaining consent.
If our use of cookies changes, we will update our website information and introduce appropriate cookie controls where required.
Your data-protection rights
Depending on the circumstances, you may have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to erase your information;
- ask us to restrict how your information is used;
- object to processing based on legitimate interests;
- receive certain information in a portable format;
- withdraw consent at any time where consent is the lawful basis; and
- complain to the Information Commissioner’s Office.
Where we rely on legitimate interests, you have the right to object to our use of your personal information. We will stop the relevant processing unless we have compelling legitimate grounds to continue or the information is needed to establish, exercise or defend legal claims.
These rights are not absolute and may depend on the circumstances and applicable legal requirements.
To exercise a right, email contact@coolbedroom.co.uk. We may need to request enough information to confirm your identity before acting on the request.
Complaints
Please contact us first if you have concerns about how we use your information. We will try to resolve the matter promptly.
You also have the right to complain to the Information Commissioner’s Office, the UK regulator for data protection. Further information is available at ico.org.uk.
Children
Cool Bedroom’s services are intended for adults arranging or researching bedroom cooling. We do not knowingly collect personal information from children.
Links to other websites
The Cool Bedroom website may contain links to retailers, suppliers, installers or other third-party websites. We are not responsible for how those organisations operate their websites or use personal information. You should read their privacy information before providing personal details.
Changes to this Privacy Policy
We may update this Privacy Policy when the website, business model, service providers or legal requirements change. The latest version will be published on this page with an updated date.
Contact us
Questions about this Privacy Policy or the use of your personal information can be sent to:
Cool Bedroom Ltd
Email: contact@coolbedroom.co.uk
Registered office: 71–75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ