YOUR INFORMATION

Privacy policy

Last updated: 6 October 2026

Who we are

VCS Southwest Ltd is responsible for the personal information you provide when enquiring about our walk-in fridge and freezer hire services. For privacy questions or requests, email enquiries@vcs-sw.com.

Information we use

If you contact us, we may receive your name, email address, phone number, hire location, requested dates, room specification, door and accessory choices, layout attachment, optional site photos and any other information you include. Please only provide information needed for your enquiry.

Our website hosting and access providers may process technical information such as IP addresses, browser details, access logs and, while the site is private, sign-in information to deliver and protect the website.

Why we use it and our lawful bases

We use enquiry information to answer questions, prepare quotes and arrange hire. Where you are requesting a contract personally, this is necessary to take steps at your request before a contract and to perform that contract. Where you act for a business, we rely on our legitimate interests in responding to business enquiries and delivering our services. We also rely on legitimate interests in securing the website and handling complaints, and legal obligations where records must be kept by law.

How the enquiry tools work

When you select “Send enquiry”, your contact details, requirements, room-layout PDF and selected site photos are sent securely to our website service. We store the enquiry and attachments to handle your request and email them to the relevant VCS team using Resend. A confirmation is sent to the email address you provide. Photos are resized in your browser before submission. You can also download your room plans for your own records.

Saving an enquiry on your device

If you choose “Save and finish later”, your room choices, hire dates and written enquiry details are stored in this browser on your device. Photos are not saved. You can restore the enquiry in the same browser or delete the saved copy using the enquiry page. Clearing browser data may also remove it. The saved copy stays until you delete it or clear the browser data; it is not sent to VCS by saving.

Who information is shared with

Relevant VCS staff use your information to handle your enquiry and hire. Website hosting, access and business-email providers process information needed to provide their services. This website is hosted through OpenAI Sites and its hosting infrastructure. Where needed for a hire, relevant information may also be shared with delivery or installation partners. We may disclose information where required by law. We do not sell enquiry details.

Hosting and email services can involve processing outside the UK. The locations and protections depend on the provider and service used. Contact us for information about the providers, any applicable international-transfer safeguards and how to obtain details of them.

How long information is kept

We keep enquiry correspondence while it is needed to answer your request and manage any resulting hire. Retention depends on whether the enquiry leads to a booking, ongoing correspondence, statutory record-keeping requirements or a dispute. Records no longer needed for these purposes should be deleted. Contact us to ask about the retention of a particular enquiry. Files you download are controlled by you.

Cookies and website storage

The VCS pages do not include advertising trackers or visitor-analytics scripts. Hosting and sign-in services may use necessary cookies or storage for access and security. The room planner works in your browser; enquiry details are stored in this browser only if you choose “Save and finish later”. Links to other websites are subject to those websites’ privacy policies.

Your rights

Depending on the circumstances, you can request access to your information, correction, deletion, restriction of processing or transfer of information. These rights are subject to legal conditions and exemptions.

You have the right to object to processing based on our legitimate interests. Email us to exercise this or another right. If we rely on consent for a future activity, you may withdraw it without affecting processing already carried out.

We do not use this enquiry process to make solely automated decisions with legal or similarly significant effects.

Concerns and complaints

Please contact us first if you have a concern. You can also complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint.

Instagram preview

Our Instagram preview is optional and loads only when you select “Show Instagram posts”. Loading it connects your browser to Instagram (Meta), which receives information such as your IP address and may use cookies or similar technologies under its own privacy policy. You can instead use the direct link to view our profile on Instagram.

Changes

We will update this page when the website’s information handling changes, including before introducing direct enquiry submission or additional tracking.