Privacy policy

Privacy Notice

Last updated: 3 August 2026

1. Who we are

Refrigerant Solutions Limited ("we", "us", "our") is the data controller for the personal data described in this notice.

Registered in England & Wales, company number 05271775 Registered office: 8 Murieston Road, Hale, Altrincham, WA15 9ST Email: contact@refsolutions.shop Telephone: +44 161 928 9505

We are registered with the Information Commissioner's Office. This notice explains how we handle personal data under the UK GDPR and the Data Protection Act 2018.

2. Your rights

You have the right to be informed about how we use your data, to request a copy of it, to have inaccurate data corrected, to request erasure, to restrict or object to processing, and to data portability. Where we rely on your consent, you can withdraw it at any time.

To exercise any of these, email contact@refsolutions.shop. We respond within one month.

Some of these rights are limited where we are required by law to keep records — in particular the F-Gas sales records described in section 6 and the tax records described in section 11.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office at ico.org.uk, by phone on 0303 123 1113, or at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. We would ask you to raise it with us first.

3. Our website

Our shop runs on Shopify, provided by Shopify International Limited (Dublin, Ireland) and its group companies including Shopify Inc. in Canada. When you visit, Shopify automatically collects technical data including your IP address, the date and time of access, the pages you view, and your browser and operating system, and holds it temporarily in server logs.

Lawful basis: legitimate interests — operating a secure and functioning website. Shopify acts as our processor under a written agreement. Where data is transferred outside the UK, we rely on the UK International Data Transfer Addendum to the EU Standard Contractual Clauses.

4. Cookies

We use cookies that are strictly necessary for the basket and checkout to work; these do not require consent under the Privacy and Electronic Communications Regulations 2003.

All other cookies — analytics and advertising — are set only after you consent through our cookie banner. You can change or withdraw your choice at any time through the cookie settings link on our site.

5. Enquiries

If you contact us by email or telephone, we process the information you give us — your name, contact details, and the content of your enquiry — to deal with it.

Lawful basis: performance of a contract where your enquiry relates to one, otherwise legitimate interests in responding to enquiries.

6. F-Gas certification and eligibility checks

This is the most significant processing we carry out, and it is a legal requirement rather than a choice.

Because we supply fluorinated greenhouse gases, we are required under retained Regulation (EU) No 517/2014 and the Fluorinated Greenhouse Gases Regulations 2015 to verify that purchasers hold the relevant certification, and to keep records of our sales.

We therefore collect and record:

the name and registration number of the purchasing undertaking;
the certification body, certificate number and expiry date;
a copy of the certificate itself;
the name and position of the individual authorised to order on the undertaking's behalf; and
the date, product and quantity of each sale.

Lawful basis: compliance with a legal obligation, and performance of the contract with you.

These records are made available to the Environment Agency or another enforcement authority on request. We retain them for a minimum of five years.

7. Orders

To fulfil an order we process your name, business name, delivery address, billing address, email address, telephone number and order details.

Lawful basis: performance of a contract.

8. Payments

Card payments are processed by Shopify Payments. Your card details are collected and processed by the payment provider, not by us — we never see or store full card numbers. The provider receives your name, billing address, payment method and IP address, and processes them for payment and fraud prevention.

Because orders are held pending certification, your card is authorised at the point of order and charged only when we accept the order. If we do not accept it, the authorisation is released and no payment is taken.

Lawful basis: performance of a contract. Where the payment provider transfers data outside the UK, it does so under the transfer mechanisms described in its own privacy policy.

9. Delivery

We pass your name, business delivery address, telephone number and, where required for consignment tracking, your email address to the carrier handling your consignment. Because refrigerant cylinders are dangerous goods, the consignment documentation required by the carriage regulations also includes the consignee details.

Lawful basis: performance of a contract, and compliance with a legal obligation in respect of dangerous goods documentation.

10. Analytics and advertising

Where you consent, we use:

Google Analytics, provided by Google Ireland Limited, to understand how our site is used. Data may be transferred to Google LLC in the United States. Retention of user-level data is set to 14 months.
Google Ads, provided by Google Ireland Limited, for conversion measurement and remarketing.

Lawful basis: consent. You can withdraw it at any time through the cookie settings link on our site. You can also opt out of personalised Google advertising at adssettings.google.com.

11. How long we keep data

F-Gas sales and certification records: at least five years, as required by the Regulations.
Order and accounting records: six years from the end of the accounting period, as required by HMRC.
Enquiry correspondence: until the matter is resolved, and thereafter only where a legal obligation requires it.
Analytics and advertising data: as set out in section 10.

12. Who receives your data

Shopify, our payment provider, our dangerous goods carrier, Google (where you have consented), our accountants, and the Environment Agency or other enforcement authority where required by law. We do not sell your data or share it with anyone else unless we are legally obliged to or you have asked us to.

13. Security

Our site uses TLS encryption. Certification documents are held in access-controlled systems and are available only to staff who need them to verify eligibility or to answer a regulatory request.