Revised: November 2025
Groves Gas Ltd (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect your personal information when you use our website, when you contact us, and when we provide gas, heating, plumbing or related services.
By using our website or providing your personal data, you acknowledge that you have read and understood this Privacy Policy.
1. Who We Are
Groves Gas Ltd
Registered in England & Wales
Company Number: 08840259
Registered Office: 25 Court Road Industrial Estate, Cwmbran, NP44 3AS
Email: hello@grovesgas.co.uk
Telephone: 01633 875541
Groves Gas Ltd is the data controller responsible for your personal data.
2. What Personal Data We Collect
We may collect, use, store and transfer the following categories of personal data:
Identity Data
- First name, last name, title
Contact Data
- Billing address
- Service address
- Email address
- Telephone numbers
Service & Technical Data
- Gas appliance details
- Service records
- Maintenance history
- Installation information
- Boiler serial numbers
- Warranty information
Transaction Data
- Payments made through our online appointment booking system (we do not process card details on our website; these are handled securely by our payment provider)
Technical & Usage Data
- IP address
- Browser type and version
- Device type
- Cookies
- Analytics data (e.g., traffic behaviour, page views)
- Referral information (e.g., where you came to our site from)
CCTV Data (if visiting our premises)
- Footage captured for security and crime-prevention purposes
Marketing & Communications Data
- Your communication preferences
- Email subscriptions
- Enquiry history
Aggregated Data
We may collect aggregated statistical or demographic data. This data does not identify you and is not considered personal data unless combined with identifiable information.
3. How We Collect Your Data
We collect data in the following ways:
Direct interactions
You may provide data when you:
- Request a call-out or service
- Submit an enquiry via our website or email
- Book an appointment online
- Subscribe to marketing communications
- Provide information to our engineers on site
- Register for warranties and guarantees
Automated technologies
We may collect technical data using:
- Cookies
- Server logs
- Google Analytics
- Advertising pixels (e.g., Meta Pixel, Google Ads)
Third-party sources
We may receive data from:
- Letting agents and estate agents
- Warranty providers and manufacturers
- Gas Safe Register
- Building Control (where required by law)
- Payment processors
- Website and hosting providers
- Marketing and email systems
4. How We Use Your Personal Data
We will only use your personal data when the law permits. Most commonly, we use personal data for the following purposes:
A. Performance of a Contract
To provide gas, heating, plumbing and related services.
Examples:
- Registering a new customer
- Carrying out a service or repair
- Maintaining service records
- Processing payments for bookings
- Completing warranty or guarantee documentation
B. Legitimate Interests
To operate and grow our business responsibly.
Examples:
- Managing customer relationships
- Sending reminders for annual servicing
- Improving our website and services
- Protecting against fraud or misuse
- Keeping our engineers and customers safe
C. Legal or Regulatory Obligations
Examples:
- Gas Safe notifications
- Building Control compliance
- Health & Safety requirements
- Accounting and tax obligations
D. Consent
We rely on consent only for:
- Email marketing
You can withdraw consent at any time.
5. Marketing Communications
You will receive marketing communications from us if:
- You have requested information from us; or
- You have used our services; and
- You have not opted out of marketing.
You may opt out at any time by:
- Clicking “unsubscribe” in any marketing email
- Contacting us directly
We will never sell your data for marketing purposes.
6. Cookies
Our website uses cookies to:
- Enable essential website functions
- Understand usage patterns
- Improve user experience
- Measure website performance
- Support marketing campaigns
You can refuse non-essential cookies through your browser settings or via our cookie banner.
A separate Cookie Policy can be provided upon request.
7. Who We Share Your Data With
We may share personal data with the following third parties where necessary:
Internal
- Groves Gas engineers and office staff
External Service Providers
- Warranty and guarantee providers
- Gas Safe Register
- Building Control authorities
- Letting agents and estate agents
- Website developers and hosting providers
- IT and software providers
- Payment processors (via appointment booking)
- Email and marketing systems
- Accountants and cloud accounting software
- Any third party required to fulfil a service or legal obligation
All third parties are required to respect the security of your personal data and process it lawfully.
8. Data Security
We use appropriate technical and organisational measures to protect your data against accidental loss, misuse, unauthorised access or disclosure.
Access is restricted to employees, engineers and third-party providers who require it for business purposes.
9. Data Retention
We keep personal data only for as long as necessary to fulfil the purposes we collected it for, including:
- Service records (as required by industry standards)
- Gas Safe documentation (as required by regulation)
- Warranty-related records
- Financial records (typically 6 years)
Once no longer required, data is securely deleted or anonymised.
10. Your Legal Rights
Under UK GDPR, you have the following rights:
- Right to access your personal data
- Right to correct inaccurate data
- Right to request erasure (“right to be forgotten”)
- Right to restrict processing
- Right to data portability
- Right to object to processing based on legitimate interests
- Right to withdraw consent (for marketing)
- Right to complain to the ICO (Information Commissioner’s Office)
To exercise these rights, contact us at hello@grovesgas.co.uk.
Identity Verification
We may need to request specific information from you to confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to prevent personal data being disclosed to anyone who has no right to receive it. We may also contact you to request additional information to help us process your request more quickly.
11. Fees
You will not pay a fee to access your data unless your request is manifestly unfounded, repetitive or excessive.
12. Response Time
We aim to respond to all legitimate requests within one month. If your request is particularly complex or you have made multiple requests, we may require additional time. If this occurs, we will notify you and keep you updated.
13. Changes to This Policy
We may update this Privacy Policy periodically. The latest revision date will always be shown at the top of the document.
Contact Us
Groves Gas Ltd
Unit 25 Court Road Industrial Estate
Cwmbran
NP44 3AS
Tel: 01633 875541
Email: hello@grovesgas.co.uk