PassiHVAC Limited respects your privacy and is committed to protecting your personal data. This notice explains how we collect, use, store, and protect personal information when you contact us, use our website, request a quotation, or engage our consultancy or product services.

 

Who we are

PassiHVAC Limited is a UK limited company providing passive ventilation technologies, building performance consultancy, energy modelling, sustainability assessment, and related technical services.

Company: PassiHVAC Limited
Address: 16 Commerce Square, Lace Market, Nottingham, United Kingdom, NG1 1HS
Email: info@passihvac.com
Company registration number: 13970524

 

Information we may collect

We may collect and process:

• name, job title, company name, email address, telephone number, and business address

• information submitted through website forms or email enquiries

• project information, drawings, reports, photographs, modelling data, or site information provided for consultancy work

• billing and payment information

• website usage information, where cookies or analytics are used

 

How we use your information

We use personal data to:

• respond to enquiries and provide quotations

• deliver consultancy, technical, modelling, assessment, and product-related services

• manage contracts, invoices, appointments, and customer relationships

• maintain project records and quality assurance documentation

• comply with legal, accounting, insurance, and regulatory obligations

• improve our website, services, and communications

• send business updates or marketing communications where permitted

 

Lawful basis for processing

We process personal data where it is necessary for one or more of the following:

• to take steps before entering into a contract or to perform a contract

• to comply with legal obligations

• for legitimate business interests, such as responding to enquiries, managing client relationships, improving our services, and protecting our business

• with consent, where required, such as for certain marketing or cookie activities

 

Sharing your information

We do not sell personal data. We may share information only where necessary with:

• professional advisers, insurers, accountants, or legal advisers

• approved consultants or technical partners working on a project

• IT, hosting, email, cloud storage, and business software providers

• public authorities or regulators where required by law

Where we use third-party service providers, we expect them to protect personal data and use it only for the agreed purpose.

 

How long we keep information

We keep personal data only for as long as necessary for the purpose it was collected. Typical retention periods include:

• enquiries: 12–24 months

• client project records: 5 years after project completion

• accounting and tax records: usually 5 years

• marketing contacts: until consent is withdrawn or the contact opts out

 

Security

We use appropriate technical and organisational measures to protect personal data from unauthorised access, loss, misuse, alteration, or disclosure. Access to project and client information is limited to authorised personnel and relevant project team members.

 

Your rights

Depending on the circumstances, you may have rights to:

• access your personal data

• request correction of inaccurate data

• request deletion of your data

• object to or restrict processing

• request transfer of your data

• withdraw consent where processing is based on consent

 

To exercise your rights, contact us at info@passihvac.com.

You also have the right to complain to the Information Commissioner’s Office if you are unhappy with how your personal data is handled. The ICO says privacy notices should also tell people how they can complain if they have concerns about how their information is used.

 

Cookies

Our website may use cookies or similar technologies to support website functionality and understand how visitors use the site. Where required, we will request consent before using non-essential cookies.

 

Updates to this notice

We may update this privacy notice from time to time. The latest version will be published on our website.

 

Last updated: 10/06/2026