Privacy Policy

TROPICOOL AIR CONDITIONING & REFRIGERATION CO. LTD

Privacy Policy

How we collect, use, disclose, retain and protect personal data

Plain-language summary: We collect only the information reasonably needed to provide quotations, products and air-conditioning or refrigeration services, operate our website, communicate with customers and meet legal obligations. We do not sell or rent personal data.

Introduction and scope

Tropicool Air Conditioning & Refrigeration Co. Ltd (“Tropicool”, “we”, “our” or “us”) respects your privacy and is committed to handling personal data fairly, lawfully, securely and transparently. This Privacy Policy explains how we process personal data when you visit tropicoolaircon.com (the “Website”), request a quotation, purchase a product, arrange installation, repair or maintenance, contact us, create an account, subscribe to marketing or otherwise interact with us.

This Policy is intended to support compliance with Jamaica’s Data Protection Act, 2020 (the “Act”), including the data-protection standards relating to fairness and lawfulness, purpose limitation, data minimisation, accuracy, retention, data-subject rights, security and transfers outside Jamaica. It should be read together with our Website Terms and Conditions and any specific notice provided when information is collected.

Who controls your personal data

Tropicool is the data controller for personal data described in this Policy because we determine why and how that data is processed. Some service providers process personal data on our instructions, while others, such as payment or financing providers, may act as independent data controllers under their own privacy notices.

Our principal privacy contact is info@tropicoolaircon.com. Contact details appear in Section 21.

Personal data we collect

The information collected depends on how you interact with us. It may include:

Identity and contact data, such as your name, telephone number, email address, billing address, delivery address and service location.

Property and service data, such as property type, room size or square footage, cooling requirements, equipment details, access instructions, site conditions, photographs of equipment or the service area, service history and technician notes.

Transaction and account data, such as products requested or purchased, quotations, orders, invoices, payments, delivery details, appointments, warranties, returns, complaints and customer-account information.

Payment-related data. Payment processors may collect full card, bank or authentication details under their own terms. We may receive transaction status, payment confirmation and limited payment references needed for reconciliation, refunds or fraud prevention.

Communication data, including enquiries, emails, telephone or messaging records, form submissions, reviews, feedback and customer-service correspondence.

Marketing and preference data, including consent records, communication preferences and responses to promotions.

Technical and usage data, such as IP address, browser, device, operating system, referring page, Website activity, approximate location, cookie identifiers, security logs and analytics information.

Any other information you voluntarily provide that is relevant to an enquiry, transaction or service.

We do not intentionally request sensitive personal data through the Website. Please avoid submitting health, biometric, identification, criminal, religious, political or other sensitive information unless it is genuinely necessary and we have provided an appropriate way to do so. If sensitive data is necessary, we will apply the additional conditions and safeguards required by law.

How we collect personal data

We may collect personal data:

directly from you when you complete a form, request a quotation, create an account, place an order, make a payment, contact us, book a service or communicate with our team;

during a site assessment, installation, repair, maintenance visit, warranty inspection or customer-service interaction;

automatically through cookies, server logs, security technologies and analytics tools when you use the Website; and

from authorised representatives, e-commerce and payment providers, delivery providers, financing providers, technicians, referrals, publicly available sources or other third parties where lawful.

If you provide personal data about another person, you confirm that you are authorised to provide it and that the person has received any privacy information required by law.

Why we use personal data

We process personal data only for specified and lawful purposes, including to:

respond to enquiries and prepare product, installation, repair or maintenance quotations;

assess cooling or refrigeration requirements and recommend appropriate products or services;

create and administer accounts, orders, appointments, deliveries, installations, payments, refunds and warranties;

provide customer support, service reminders, safety notices and transaction communications;

verify identity or payment information, prevent fraud, secure the Website and protect customers, staff and property;

manage complaints, disputes, legal claims, audits, insurance and business records;

improve Website functionality, products, services, technician operations and customer experience through analysis and feedback;

send promotions or direct marketing where consent or another lawful condition applies and honour opt-out requests;

comply with tax, accounting, consumer-protection, data-protection, court, regulatory and other legal obligations; and

support a lawful business reorganisation, financing, merger or sale, subject to appropriate safeguards.

We will not use personal data for a materially incompatible purpose without giving appropriate notice and, where required, obtaining consent.

Conditions for processing

Depending on the activity, we rely on one or more lawful conditions permitted by the Act. These may include your consent; processing needed to take steps at your request or perform a contract; compliance with a legal obligation; protection of vital interests; and our legitimate business interests or those of a third party where those interests do not override your rights and freedoms.

Where processing depends on consent, you may withdraw consent at any time. Withdrawal does not affect processing already carried out lawfully before withdrawal and may not affect processing that is necessary under another lawful condition.

When we disclose personal data

We disclose only the personal data reasonably necessary for the relevant purpose. Recipients may include:

our directors, employees, authorised staff and contracted technicians who need the information to perform their duties;

delivery, installation, repair, maintenance, warranty and other operational service providers;

e-commerce, website-hosting and shopping-cart providers, including Ecwid by Lightspeed where used by the Website;

payment processors, banks and financing providers that process transactions or applications under their own terms;

email, telephone, WhatsApp or other messaging, customer-support and appointment providers;

security, spam-prevention, analytics and technology providers, including Google reCAPTCHA where enabled;

accountants, auditors, lawyers, insurers and other professional advisers;

government bodies, regulators, courts, law-enforcement authorities or other parties where disclosure is required or permitted by law; and

a prospective or actual buyer, investor, lender or successor in connection with a lawful corporate transaction, subject to confidentiality and data-protection safeguards.

We do not sell or rent personal data. Service providers acting on our instructions are expected to process personal data only for authorised purposes, maintain confidentiality and apply appropriate security measures.

International transfers

Some e-commerce, payment, hosting, analytics, security, communications or cloud providers may process or store personal data outside Jamaica. We will take steps required by the Act before making a transfer, including assessing whether the destination provides an adequate level of protection or using appropriate contractual, organisational or technical safeguards. You may contact us for further information about safeguards relevant to your data, subject to confidentiality and legal restrictions.

Cookies and similar technologies

The Website may use cookies, pixels, local storage and similar technologies. These technologies may be operated by us or by third parties. They may include:

Strictly necessary cookies used for security, shopping-cart operation, account access, checkout, network management and core Website functions.

Preference cookies used to remember settings and improve convenience.

Analytics cookies used to understand Website performance and how visitors use pages and features.

Advertising or social-media technologies used to measure campaigns, limit repeated advertising or support embedded social content, where enabled.

Where consent is required, we will request it before placing non-essential cookies. You may use any cookie controls presented on the Website or change your browser settings to block or delete cookies. Blocking essential cookies may prevent parts of the Website or checkout from working correctly. Third-party providers may process cookie data under their own privacy notices.

Google reCAPTCHA and third-party features

Where Google reCAPTCHA is enabled, it helps distinguish genuine users from automated abuse and may collect technical and interaction data for security analysis. Google’s privacy policy and terms may apply. The Website may also contain links, maps, payment functions, messaging tools or social-media features operated by third parties. We do not control those third parties’ processing and encourage you to review their privacy notices.

Direct marketing

We may send promotional messages about products, maintenance, offers or related services where you have consented or another lawful condition permits. You can opt out at any time by using the unsubscribe method in the message or contacting info@tropicoolaircon.com. We will retain limited information necessary to record and respect your opt-out. Opting out of marketing does not stop quotations, receipts, appointment updates, warranty notices, safety messages or other necessary service communications.

Data accuracy and minimisation

We take reasonable steps to collect personal data that is adequate, relevant and not excessive for the stated purpose and to keep it accurate and current. Please tell us if your contact, service-location, account or other information changes. We may ask you to verify information before an order, service, refund or data-rights request is completed.

Data retention

We retain personal data only for as long as reasonably necessary for the purpose for which it was collected and for applicable tax, accounting, warranty, insurance, security, regulatory, legal-claim and dispute requirements. Retention periods vary according to the type of record, the customer relationship, warranty duration, risk of a claim, legal requirements and whether information remains needed to provide a service.

For example, enquiry records that do not lead to a transaction may be kept for a limited follow-up period; order, invoice, installation, warranty and service records may be kept for the applicable business and legal-record period; marketing preference records may be kept until consent is withdrawn or the information is no longer needed; and security logs are generally retained for a shorter period unless an incident requires investigation. When retention is no longer justified, data will be securely deleted, anonymised or placed beyond operational use, subject to lawful archival requirements.

Data security

We use reasonable technical and organisational measures appropriate to the nature and risk of the processing. Measures may include access controls, password protection, staff confidentiality, secure service providers, system updates, backups, monitoring, physical safeguards, data minimisation and procedures for handling incidents and data-subject requests.

No internet transmission or storage system is completely secure. You are responsible for protecting account credentials and notifying us promptly if you suspect unauthorised activity. Where a personal-data breach requires notification, we will notify Jamaica’s Office of the Information Commissioner and affected persons within the period and in the manner required by law.

Your data-protection rights

Subject to the Act, verification of identity and any lawful exceptions, you may have the following rights:

Right to be informed. To receive clear information about how your personal data is collected, used, stored and disclosed.

Right of access. To request confirmation that we process your data and obtain access to relevant personal data and processing information.

Right to rectification. To ask us to correct incomplete or inaccurate personal data.

Right to erasure. To request deletion where the data is no longer necessary, consent has been withdrawn, processing is unlawful or another legal condition applies. This right is not absolute where retention is legally required.

Right to restrict processing. To request that certain processing be limited while accuracy, lawfulness or another issue is considered.

Right to data portability. Where applicable, to receive personal data in a structured, commonly used and machine-readable format or request transmission to another controller.

Right to object. To object to certain processing, including direct marketing and processing based on particular legitimate or public-interest grounds.

Rights relating to automated decision-making. Not to be subject, where applicable, to a decision based solely on automated processing that produces legal or similarly significant effects, subject to lawful exceptions.

You may also withdraw consent where processing is based on consent and may complain to the Office of the Information Commissioner or seek another remedy available under the Act.

How to exercise your rights

Submit a request to info@tropicoolaircon.com with enough information to identify you, locate the relevant records and understand the request. We may ask for proportionate proof of identity or authority to protect personal data from unauthorised disclosure. An authorised representative may act for you if we can verify that authority.

We will respond within the period required by the Act. A request may be limited or refused only where the law permits, such as where another person’s rights, legal privilege, fraud prevention, a legal obligation or an applicable exemption is involved. We will explain our decision where required.

Children’s privacy

The Website and our commercial services are not directed to children under 18, and we do not knowingly invite children to create accounts or purchase services. If a child’s data is provided in connection with a household service, we will process only what is necessary and lawful. A parent or guardian who believes a child has provided data without appropriate authority should contact us so we can review and, where appropriate, delete or restrict it.

Automated decision-making

Tropicool does not currently make decisions about customers based solely on automated processing where the decision produces legal or similarly significant effects. If that changes, we will provide the information and safeguards required by law before or at the time the processing begins.

Complaints

Please contact us first at info@tropicoolaircon.com so we can investigate and try to resolve a privacy concern. You also have the right to contact Jamaica’s Office of the Information Commissioner through its official government channels if you believe your personal data has been handled contrary to the Act. Contacting us first does not remove your right to approach the Commissioner or another competent authority.

Changes to this Privacy Policy

We may update this Policy to reflect changes in law, technology, providers, Website features or business practices. The revised version will be posted on the Website with a new “Last Updated” date. Where a change materially affects how existing personal data is used, we will provide additional notice or seek consent where required.

Contact information

For questions, privacy requests, marketing opt-outs or complaints, contact:

Company: Tropicool Air Conditioning & Refrigeration Co. Ltd

Privacy email: info@tropicoolaircon.com

Address: 56A Studio One Boulevard, Kingston 5, Jamaica

Telephone: (876) 929-1739 / (876) 926-8800 / (876) 226-9025

Website: https://tropicoolaircon.com