Privacy & Cookie Policy

Last updated: August 2026

Introduction

At CoolLED, we take protecting your privacy seriously. We aim to handle your personal information lawfully, fairly and transparently, keep it secure and use it only for legitimate business purposes.

This Privacy & Cookie Policy explains:

  • what personal information we collect
  • how we collect it
  • why we use it
  • the lawful bases we rely upon
  • who we may share it with
  • how long we keep it
  • how we use cookies and similar technologies
  • the rights available to you
  • how you can contact us or make a complaint

This policy applies when you use our website, contact us, purchase products or services, request support, attend an event, communicate with our representatives or otherwise interact with CoolLED Limited.

Who We Are

For the purposes of the UK General Data Protection Regulation, the Data Protection Act 2018 and other applicable UK data protection legislation, CoolLED Limited is the data controller.

Our use of cookies and similar technologies is also governed by the Privacy and Electronic Communications Regulations.

This means that CoolLED Limited decides how and why your personal information is used.

Company Details

CoolLED Limited
26 Focus Way
Andover
Hampshire
SP10 5NY
United Kingdom

Registered office:
52c Borough High Street
London
SE1 1XN
United Kingdom

Telephone: +44 (0)1264 323040
Email: lisa.cairns@coolled.com

Personal Information We Collect

We only collect personal information that is relevant to our relationship with you and the purposes described in this policy.

Information You Provide Directly

This may include:

  • your name
  • job title
  • organisation or employer
  • business or postal address
  • email address
  • telephone number
  • country
  • marketing preferences
  • product and application interests
  • information submitted through website forms
  • information provided by email, telephone, video call, meeting or other correspondence

We may also collect information relating to:

  • product enquiries
  • quotation requests
  • orders and customer accounts
  • technical support requests
  • product demonstrations
  • warranty and service enquiries
  • custom illumination projects
  • OEM and bespoke product discussions
  • event attendance and follow-up requests
  • your communications and relationship with CoolLED

Information We Collect Automatically

When you visit our website, we may automatically collect technical and usage information, including:

  • IP address
  • browser type and version
  • device information
  • operating system
  • pages visited
  • referring website
  • date and time of visits
  • website interaction information
  • cookie preferences and consent records

Some of this information may be collected through cookies and similar technologies. Further details are provided in the Cookies and Similar Technologies section below.

Information Collected From Other Sources

We may obtain relevant business contact information from publicly available or professional sources, including:

  • company websites
  • LinkedIn and other professional networking platforms
  • industry directories
  • industry publications
  • trade shows, conferences and exhibitions
  • authorised distributors
  • commercial and technology partners

We only use this information where it is relevant to a legitimate professional or commercial relationship and where its use is permitted by law.

How We Collect Personal Information

We may collect personal information:

  • directly from you
  • through our website and online forms
  • through email, telephone calls, meetings and other correspondence
  • when you request a quotation, demonstration or technical support
  • when you purchase or enquire about products and services
  • at trade shows, exhibitions, conferences, webinars and other professional events
  • through our authorised distributors and commercial partners
  • from publicly available professional sources
  • automatically when you use our website

How We Use Personal Information

Responding to Enquiries

We use personal information to respond to requests for information, quotations, demonstrations, technical support and other enquiries.

Lawful basis:

  • legitimate interests
  • taking steps at your request before entering into a contract

Supplying Products and Services

We use personal information to process orders, supply products and services, manage customer accounts and meet our contractual obligations.

Lawful basis:

  • contract
  • taking steps before entering into a contract
  • legitimate interests
  • legal obligations where applicable

Technical Support and Customer Service

We use personal information to provide technical assistance, customer support, warranty support and after-sales service.

Support records may be managed through customer support systems, including Freshdesk.

Lawful basis:

  • contract
  • legitimate interests
  • legal obligations where applicable

Customer Relationship Management

We use customer relationship management systems, including Freshsales, to manage:

  • customer and prospective customer relationships
  • enquiries and quotations
  • sales opportunities
  • product interests
  • project discussions
  • related communications

Lawful basis:

  • legitimate interests
  • contract or taking steps before entering into a contract, where applicable

Marketing Communications

We may send relevant business contacts information about:

  • products and services
  • technical updates
  • events and exhibitions
  • webinars
  • newsletters
  • application information
  • industry developments
  • company news

Marketing communications may be managed through Mailchimp and other approved communication systems.

We will only send marketing communications where we have a lawful basis to do so. Depending on the recipient and the method of communication, this may include consent or our legitimate interests.

Every marketing email will provide a clear way to unsubscribe. You may also change your preferences or ask us to stop sending marketing communications by contacting us directly.

You have an absolute right to object to the use of your personal information for direct marketing.

Opting out of marketing communications will not stop us from contacting you about an enquiry, quotation, order, warranty, technical support request, contract or other product or service you have requested.

Lawful basis:

  • consent where required
  • legitimate interests where permitted by law

Website Performance and Analytics

We use website analytics and performance technologies to understand how visitors use our website, identify technical issues and improve its content and usability.

This may include Google Analytics.

Where consent is required, analytics technologies will only be used after you have made the relevant choice through our cookie management system.

Lawful basis:

  • consent where required
  • legitimate interests or an applicable exemption where legally permitted

Website Security and Spam Prevention

We use security technologies to protect our website, systems and users from spam, fraud, misuse, unauthorised access and malicious activity.

This may include Google reCAPTCHA and similar services.

Lawful basis:

  • legitimate interests
  • legal obligations
  • recognised legitimate interests where the specific legal conditions apply

Custom Illumination and OEM Projects

Where an organisation contacts us about custom illumination systems, bespoke projects or OEM solutions, we may collect technical, commercial and project-related information.

We use this information to:

  • understand and assess project requirements
  • discuss technical options
  • prepare quotations and proposals
  • manage development projects
  • provide products and ongoing support

Lawful basis:

  • legitimate interests
  • contract or taking steps before entering into a contract, where applicable

Trade Shows, Events and Conferences

We may collect contact and professional information when individuals:

  • visit our exhibition stands
  • attend conferences or trade shows
  • participate in webinars
  • request information at an industry event
  • meet our representatives at professional events

We use this information to respond to requests, provide relevant information and maintain professional business relationships.

Any subsequent marketing communications will be handled in accordance with the Marketing Communications section of this policy.

Lawful basis:

  • legitimate interests
  • consent where required

Business Administration and Legal Requirements

We may use personal information for internal administration, record-keeping, financial management, auditing, insurance, legal claims and compliance with legal or regulatory requirements.

Lawful basis:

  • legitimate interests
  • legal obligations
  • contract, where applicable

Legitimate Interests

Where we rely on legitimate interests, these may include:

  • managing and developing our business
  • responding to enquiries
  • supplying products and services
  • maintaining customer and professional relationships
  • managing quotations and sales opportunities
  • improving products and services
  • administering and improving our website
  • providing technical support
  • protecting our systems, premises and information
  • preventing spam, fraud and misuse
  • business development
  • following up requests made at events and exhibitions
  • sending relevant business-to-business communications where permitted by law
  • maintaining appropriate business and compliance records

Before relying on legitimate interests, we consider:

  • whether the processing is necessary for the intended purpose
  • whether the individual would reasonably expect the information to be used in this way
  • the possible effect on the individual
  • whether the individual’s rights and freedoms outweigh our interests
  • whether less intrusive methods could achieve the same purpose

You may object to processing based on legitimate interests. We will consider your objection and stop the processing unless we have a lawful reason to continue.

Recognised legitimate interest is a separate lawful basis that applies only to specific purposes set out in UK law. Where we rely on it, we will only do so where the relevant legal conditions are met.

Cookies and Similar Technologies

Our website uses cookies and similar technologies to support website functionality, maintain security, remember preferences, understand website use and provide certain website features.

Cookies are small files stored on your device when you visit a website. Similar technologies may include scripts, tags, pixels, local storage and other methods of storing or accessing information on a device.

Some technologies are necessary for the website to work or may fall within another exemption permitted by law. Other technologies require your consent.

Where consent is required, we will ask for it before placing or using the relevant non-essential cookies or technologies.

You can use the cookie management options provided on our website to:

  • accept or reject optional cookies
  • choose which categories you wish to allow
  • change your preferences at any time

You may also control cookies through your browser settings. Blocking some cookies may affect how parts of the website work.

Strictly Necessary Cookies

These cookies and technologies are needed for the operation, security and basic functionality of the website.

They may also be used to remember your cookie preferences.

Analytics Cookies

Analytics cookies help us understand how visitors interact with our website.

They may collect information about:

  • pages visited
  • time spent on pages
  • links selected
  • referring websites
  • browser and device types
  • general website performance

These technologies may include Google Analytics.

Functional Cookies

Functional cookies remember choices and preferences and may support additional website features.

Third-Party Services and Embedded Content

Some third-party services embedded within our website may place cookies, access information on your device or collect technical information.

These services may include:

  • Google Analytics
  • Google reCAPTCHA
  • Vimeo

Further information is available through the following services:

  • Google Privacy Policy
  • Google Analytics privacy and data information
  • Vimeo Privacy Policy

The availability and behaviour of third-party content may depend on your cookie preferences and the technical configuration of the relevant service.

How We Share Personal Information

We may share personal information with trusted organisations where this is necessary to operate our business, respond to requests, provide products and services, meet legal obligations or protect our legitimate interests.

These organisations may include:

  • Freshsales
  • Freshdesk
  • Mailchimp
  • website hosting and maintenance providers
  • IT, communications and cloud service providers
  • analytics and security providers
  • professional advisers, including legal, financial and insurance advisers
  • authorised distributors and commercial partners where needed to fulfil an enquiry or provide local support
  • regulatory authorities, courts and law enforcement agencies where required or permitted by law

We may also disclose personal information to a prospective buyer, purchaser, seller or their professional advisers in connection with a proposed or completed sale, merger, restructuring or transfer of all or part of our business or assets.

Where another organisation processes personal information on our behalf, we take reasonable steps to make sure suitable contractual and security arrangements are in place. Service providers may only use personal information for the agreed purposes and in accordance with applicable law.

We only share the information reasonably necessary for the relevant purpose.

We do not sell or rent personal information to third parties.

We may create and share aggregated or anonymised information that no longer identifies an individual.

International Transfers

Some of our service providers may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we use safeguards permitted by UK data protection law where required. These may include:

  • UK adequacy regulations
  • the UK International Data Transfer Agreement
  • the UK Addendum to the European Commission’s Standard Contractual Clauses
  • another recognised transfer mechanism or legal exception

Further information about the safeguards used for a particular transfer is available upon request.

Data Retention

We keep personal information only for as long as reasonably necessary for:

  • the purpose for which it was collected
  • providing products, services and support
  • maintaining appropriate business records
  • meeting legal, regulatory, accounting and contractual requirements
  • establishing, exercising or defending legal claims

Typical retention periods include:

  • Enquiries and quotation requests: up to three years after our last meaningful contact
  • Customer records: up to seven years after the end of the customer relationship
  • Technical support records: up to seven years where required for warranty, service and support purposes
  • Marketing records: until you unsubscribe, withdraw consent or otherwise object, subject to any longer period needed to maintain a suppression record
  • Website analytics information: according to the retention settings applied within our analytics systems

A suppression record contains only the information needed to record that you have opted out and prevent further unwanted marketing.

Retention periods may be extended where necessary to establish, exercise or defend legal claims or comply with a legal requirement.

We periodically review the information we hold. When it is no longer required, we will securely delete or anonymise it.

Keeping Information Accurate

We take reasonable steps to keep personal information accurate and up to date.

Please contact us if your details change or if you believe that information we hold about you is inaccurate or incomplete.

Your Rights

Depending on the circumstances, UK data protection law may give you the right to:

  • Access your personal information: You may request a copy of personal information we hold about you.
  • Correct your information: You may ask us to correct information that is inaccurate or complete information that is incomplete.
  • Request deletion: You may ask us to delete your personal information in certain circumstances.
  • Restrict processing: You may ask us to limit how we use your information in certain circumstances.
  • Object to processing: You may object where we rely on legitimate interests or recognised legitimate interests.
  • Object to direct marketing: You may ask us to stop using your information for direct marketing at any time.
  • Withdraw consent: Where we rely on consent, you may withdraw it at any time. This will not affect processing carried out before withdrawal.
  • Request data portability: In certain circumstances, you may ask us to provide information in a structured, commonly used and machine-readable format or transfer it to another organisation.
  • Raise concerns about automated decisions: You may have rights where a decision with a significant effect is made solely through automated processing.
  • Make a complaint: You may complain to us or to the Information Commissioner’s Office.

These rights do not apply in every situation and may be subject to legal exemptions.

To exercise a right, contact us using the details at the end of this policy.

We may ask for information reasonably needed to confirm your identity or your authority to act on behalf of another person. We will not request more information than is necessary for this purpose.

We will normally respond without undue delay and within one month of receiving your request and any information reasonably required to confirm your identity. Where the request is complex, or where you have made several requests, the law may allow us to extend this period by up to two further months. We will tell you if an extension applies.

Data Protection Complaints

If you believe we have not handled your personal information properly, you may make a data protection complaint by emailing lisa.cairns@coolled.com or writing to the postal address shown below.

Please make it clear that your message is a data protection complaint and provide enough information for us to understand and investigate your concern.

We will:

  • provide a clear way for you to make a complaint
  • acknowledge your complaint within 30 days
  • take appropriate steps to investigate it without undue delay
  • keep you informed where appropriate
  • tell you the outcome of our investigation

We may ask for information needed to confirm your identity, understand your complaint or verify that you are authorised to act for another person.

We would appreciate the opportunity to investigate and resolve your concern directly.

You may also complain to the Information Commissioner’s Office.

Information Commissioner’s Office
Website: Information Commissioner’s Office website
Telephone: 0303 123 1113

Security

We use appropriate technical and organisational measures to protect personal information against:

  • unauthorised access
  • accidental or unlawful loss
  • misuse
  • alteration
  • unauthorised disclosure
  • destruction

These measures may include access controls, password protection, network security, secure systems, staff procedures and restrictions on who can access personal information.

Access is limited to authorised personnel and service providers who need the information for legitimate business purposes.

Although we take reasonable steps to protect personal information, no internet-based system or method of electronic transmission can be guaranteed to be completely secure.

Personal Data Breaches

If a personal data breach occurs, we will assess it promptly and take appropriate steps to contain it, reduce its effects, investigate what happened and prevent a recurrence.

We will keep appropriate records of personal data breaches.

Where required by law, we will notify the Information Commissioner’s Office without undue delay and, where feasible, within 72 hours of becoming aware of the breach.

Where a breach is likely to result in a high risk to an individual’s rights and freedoms, we will also inform affected individuals without undue delay, where required by law.

Data Protection Contact

CoolLED Limited is not currently required to appoint a formal Data Protection Officer.

Questions, rights requests and data protection complaints should be directed to:

Email: lisa.cairns@coolled.com
Telephone: +44 (0)1264 323040

Third-Party Websites

Our website may contain links to websites operated by other organisations.

We are not responsible for the privacy practices, security or content of third-party websites. We encourage you to read their privacy policies before providing personal information.

Changes to This Policy

We may update this Privacy & Cookie Policy to reflect changes in:

  • legislation or regulatory guidance
  • our products and services
  • the technologies and systems we use
  • our business practices
  • the organisations we work with

Any updated version will be published on this page with a revised “Last updated” date.

We encourage you to review this policy periodically.

Contact Us

For questions about this policy, to exercise a data protection right or to make a data protection complaint, please contact:

CoolLED Limited
26 Focus Way
Andover
Hampshire
SP10 5NY
United Kingdom

Email: lisa.cairns@coolled.com
Telephone: +44 (0)1264 323040