Privacy Policy

Last updated: November 2025

Who we are

This website is operated by Martin & Karl Ltd, trading as Martin Karl Heating. We are a Gas Safe registered heating firm based in Bedford, providing boiler installation, servicing, repairs and related heating work across Bedfordshire, Buckinghamshire and Northamptonshire.

For the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, Martin & Karl Ltd is the data controller for the personal information described in this policy.

Our details:

• Company: Martin & Karl Ltd (trading as Martin Karl Heating)
• Registered in England and Wales, company number 16452477
• Registered office: 45 Tyne Crescent, Bedford, England, MK41 7UN
• Gas Safe registration number: 968007
• Phone: 07863 056905
• Email: ashley@martinkarlheating.co.uk

If you have any questions about this policy or how we handle your information, please contact us using the details above.

The information we collect

We collect information that you give us directly, and a limited amount of technical information collected automatically when you use the site.

Information you give us:

• Your name, phone number, email address and postcode, when you complete our boiler assessment, contact form, or contact us by phone, WhatsApp or email.
• Details about your property and heating system, when you complete the boiler assessment (for example property type, current heating system and the type of work you need).
• Any photographs you choose to upload of your boiler or heating system.
• Any other information you include in a message to us.

Information we collect automatically:

• Technical information such as your IP address, browser type, device information and how you use the site. This is collected through cookies and similar technologies, and only where you have given consent. See the Cookies section below.

We do not knowingly collect information from children. Our services are aimed at homeowners, landlords and businesses.

How we use your information

We use your information for the following purposes, relying on the lawful bases set out below.

To respond to your enquiry and provide a quote. When you complete the assessment or contact form, we use your details to prepare a price and get back to you. Lawful basis: taking steps at your request before entering into a contract, and our legitimate interest in responding to enquiries.

To carry out work and manage our relationship with you. If you go ahead, we use your details to arrange appointments, complete the work, invoice you and provide aftercare. Lawful basis: performance of a contract with you.

To meet our legal and regulatory obligations. For example keeping records required for Gas Safe, warranty, tax and accounting purposes. Lawful basis: compliance with a legal obligation.

To send you service messages. For example confirming an appointment or following up on completed work. Lawful basis: legitimate interests, or performance of a contract.

To send marketing, only where permitted. We will only send marketing messages where you have agreed to receive them, or where we are otherwise permitted to under the law. You can opt out at any time. Lawful basis: consent, or legitimate interests where permitted.

To improve and secure the website. Lawful basis: consent for non-essential cookies, and legitimate interests for keeping the site secure.

Who we share your information with

We do not sell your personal information. We share it only where necessary, with:

• Service providers who help us run our business, including our customer relationship management (CRM) and lead management system, which stores and processes enquiry and customer data on our behalf.
• Professional advisers such as accountants, where needed.
• Suppliers or manufacturers, where this is needed to arrange a warranty or order parts for your job.
• Government bodies, regulators or law enforcement, where we are required to do so by law.

All providers who process personal information on our behalf are required to keep it secure and to use it only for the purposes we specify.

International transfers

Some of our service providers, including our CRM provider, may store or process data outside the United Kingdom. Where personal information is transferred outside the UK, we take steps to ensure it is protected to a standard consistent with UK data protection law, for example by relying on adequacy regulations or appropriate safeguards such as the International Data Transfer Agreement or standard contractual clauses.

How long we keep your information

We keep your information only for as long as we need it.

• Enquiries that do not lead to work: we keep these for a reasonable period so we can follow up, then delete them.
• Customer records: we keep these for the duration of any guarantee or warranty period, and for as long as needed to meet our legal, accounting and tax obligations. This is generally six years from the end of the relevant financial year.

When we no longer need your information, we securely delete or anonymise it.

Your rights

Under UK data protection law you have the right to:

• Ask for a copy of the personal information we hold about you.
• Ask us to correct information that is inaccurate or incomplete.
• Ask us to delete your information in certain circumstances.
• Ask us to restrict or object to how we use your information in certain circumstances.
• Ask us to transfer your information to another provider in certain circumstances.
• Withdraw your consent at any time, where we rely on consent.

To exercise any of these rights, contact us using the details at the top of this policy. We will respond within one month. There is normally no charge.

Cookies

Cookies are small files placed on your device when you visit a website. We use them to make the site work and, where you agree, to understand how the site is used.

We use:

• Essential cookies, which are necessary for the site to function. These do not require consent.
• Analytics cookies, which help us understand how visitors use the site so we can improve it. These are only set where you give consent.

When you first visit the site you will see a cookie banner allowing you to accept or reject non-essential cookies. No non-essential cookies are set until you consent. You can change your preferences at any time through the cookie settings on the site.

Most browsers also let you block or delete cookies through their settings. Blocking essential cookies may affect how the site works.

Keeping your information secure

We take reasonable technical and organisational measures to protect your information against loss, misuse and unauthorised access. No method of transmission over the internet is completely secure, but we work to protect your information once we receive it.

Changes to this policy

We may update this policy from time to time. The latest version will always be available on this page, with the date it was last updated shown at the top.

How to complain

If you have concerns about how we handle your personal information, please contact us first and we will do our best to put things right.

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

• Website: ico.org.uk
• Helpline: 0303 123 1113