Terms and policies

Privacy Policy

What UberHeats collects, why we hold it, who else sees it and how long we keep it, plus the rights you have over your own information.

How we handle your information

This page sets out what personal information UberHeats collects, why we hold it, who else sees it and how long we keep it. It also explains the rights you have over your own information and how to use them.

UberHeats is a sole trader business based in Wath upon Dearne, Rotherham, and we are the data controller for everything described below. We are registered with the Information Commissioner's Office, registration number ZC253599. You can reach us on 07851 911574 or at info@uberheats.biz, Monday to Friday, 8:00am to 4:00pm.

We keep this deliberately short and specific. We are a heating and cooling firm, not a data business — we hold what we need to do the work, prove it was done properly, and come back to it if something goes wrong.

What we collect

For an enquiry or a quote:

Your name, phone number and email address
The address of the property the work is for
What you've told us about the job — the appliance, the fault, the age of the system, photographs you send us

Once you book work with us, we also hold:

Appointment dates and engineer notes from the visit
Details of the appliances at the property — make, model, serial number, installation date
Photographs of the work, taken as a record of what was found and what was done
Certificates issued for the job, including gas safety records and unvented hot water records
Quotes, invoices and payment records
For a care plan or service plan, your payment schedule and the history of visits under it
For an air source heat pump design, the room-by-room survey of the property, including the LiDAR scan taken on site

We do not ask for and do not want any information about your health, your finances beyond what an invoice needs, or anything else of that kind. If you tell us something about a vulnerability at the property so we can work around it, we hold it only for as long as it is relevant to the work.

We never see or store your full card number. Card payments are handled by our payment provider, and all we hold is the record that a payment was made.

Where it is all kept. We do not hold customer records on laptops, tablets, phones or memory sticks. Everything sits inside our job management and certification systems, reached through a login over the internet and backed up by the companies that run them. There is no copy of your details on a device that could be lost, stolen or left in a van.

How we get it

Almost all of it comes from you directly, when you ring us, email us, book online or talk to an engineer at the property.

Our phones are answered by a small outsourced booking team who work to us. They take your details in order to arrange the work and pass them into our job management system. They are the same handful of people every time, and they do not use your information for anything other than booking and managing UberHeats work.

Sometimes information reaches us from someone else — a landlord booking a safety check on a tenanted property, a letting agent, a manufacturer we've referred you to, or Heat Geek where a heat pump enquiry has come through them. Where that happens we hold it on the same terms as anything you give us yourself.

Why we hold it, and our lawful basis

Data protection law asks us to say which lawful basis applies to each thing we do. Ours are straightforward.

To carry out the work you've asked for — quoting, booking, attending, ordering parts, invoicing, and dealing with anything that comes up afterwards. Lawful basis: performance of a contract with you
To meet obligations the law places on us — issuing and retaining gas safety records, registering installations, and keeping financial records for HMRC. Lawful basis: legal obligation
To keep a usable history of the work — so that when you ring about a boiler we fitted three years ago, we can see what went in, what was wrong last time and what the warranty position is. Lawful basis: our legitimate interests in running the business properly and standing behind our work
To remind you when a service is due — see the section on reminders below. Lawful basis: our legitimate interests, and you can stop them at any time

Who else sees it

We keep the list short on purpose. Your information goes to:

The booking team who answer our phones, so they can arrange and change appointments
Our job management and invoicing system, which holds the job record, the quote and the invoice
Our certification software, which produces gas safety records and service certificates and sends the reminders
Appliance manufacturers, when we register a new installation. That registration activates your warranty and registers the installation with Gas Safe Register on our behalf, and copies of both certificates are emailed to you
Gas Safe Register, as part of that registration and as required of us as registered engineers
Heat Geek, where the job is a heat pump design or a grant-funded installation, because the design work and the Boiler Upgrade Scheme grant are administered through them. Where a grant applies, the information needed to claim it passes on from Heat Geek to the scheme administrator
Merchants and suppliers, where a part has to be delivered to your address
The people who help us run the business, such as our bookkeeper or accountant, and our website host
Our insurers or a professional adviser, if there is ever a claim or a dispute

Where a property is let, the landlord and the tenant may each see the certificate for that property. That is how gas safety records are meant to work.

We do not sell your information, and we do not pass it to anyone for marketing.

Some of the providers above are based outside the United Kingdom. Where that is the case, the transfer is covered by the safeguards that UK data protection law requires for transfers abroad.

How long we keep it

We keep customer records for six years after the last work we did for you. That matches the period in which a claim about the work could still be brought, and it covers what we have to keep for tax purposes.

Some things sit outside that:

Gas safety records and installation certificates are kept for at least as long as the law requires of us, and in practice for the same six years, because they are the proof the work was done correctly
Care plan and service plan records are kept for the life of the plan and six years after it ends
Enquiries that never became a job are cleared out after twelve months
Heat loss surveys and system designs are kept for six years, because they are the design record for a system that is still in the property

When a retention period is up, records are deleted or securely destroyed.

Our website and cookies

This website does not collect anything about you directly. There is no contact form and no enquiry form anywhere on it — when you click Contact or Book Online you are taken to our booking provider's own pages, and anything you enter there is covered by the rest of this policy.

The site sets a small number of cookies that are needed for it to work at all — remembering your screen size, serving the right cached version of a page. These are not used to track you and they are not shared with anyone.

We do not run advertising trackers, and we do not build a profile of you from your visit.

Service reminders and marketing

If we've serviced an appliance for you, we will remind you when the next one is due. That is a reminder about work you've already had done, not marketing, and it is the main reason people ask us to keep their details on file.

We do not send marketing emails, newsletters or promotional texts. If that ever changes we will ask you first.

To stop reminders, reply to one of them, ring 07851 911574 or email info@uberheats.biz and we will take you off. It takes effect straight away and it doesn't affect anything else — we will still hold the job record, because we are required to.

Your rights

You have the right to:

Ask what we hold about you, and get a copy of it
Have it corrected if it's wrong
Have it deleted, where we are not required to keep it
Restrict what we do with it while a question about it is being sorted out
Object to us holding it on the basis of our legitimate interests, including service reminders
Ask for it in a portable form, so you can take it elsewhere

Ring 07851 911574 or email info@uberheats.biz and tell us what you want. There is no charge, and we will answer within one month. We may ask you to confirm who you are first, so that we don't hand your records to somebody else.

One thing worth saying plainly: we can't always delete everything. Gas safety records and financial records have to be kept whether or not you would rather we didn't hold them. Where that applies we will tell you exactly what we're keeping and why, and delete the rest.

Complaints

If you think we've handled your information badly, tell us first — ring 07851 911574 or email info@uberheats.biz. Most of it is a misunderstanding that takes five minutes to clear up.

If you're not satisfied with how we deal with it, you can complain to the Information Commissioner's Office, which is the UK regulator for data protection. They are at ico.org.uk/make-a-complaint or on 0303 123 1113. You can go to them directly at any point — you don't have to come to us first.

Our other policies

Last updated 26 September 2026.