Who we are

We are Office Watercoolers Ltd, registered with company number 04144740 with our registered office at Green Lane, Walsall, WS2 7PD.
This privacy notice applies to visitors of our website and anyone who provides personal data to us when using our contact forms or engaging with our services online.
Any reference to “we”, “us” or “our” in this privacy notice is a reference to Office Watercoolers Ltd.

About this privacy notice

This privacy notice explains how we collect and use personal data about you when you use our website or interact with us online. It also explains your rights in relation to your personal data and how you can contact us.

If we make changes to this notice, we will update it on our website. Please check back regularly for the latest version.

For our cookie notice, please see the section below.

This privacy notice covers:

• Contact us

• Personal data we collect

• How we collect personal data

• Why we collect and use your personal data and our lawful basis

• Information we share with others

• How long we keep your information

• Your rights

• How we protect your information

• Use of cookies

Personal data we collect

We may collect the following categories of personal data:

• Identity and Contact Information: your name, company name, email address, telephone number (when you submit a contact form).
• Website and Technical Information: data automatically collected via Google Analytics (GA4), including device type, browser, approximate location (city, country), demographics (age, gender), pages visited, events triggered, and unique identifiers (e.g. client ID).
• Usage Information: how you use our website, including interactions with pages and features.

We do not collect special category data (such as health, race, or biometric data).

How we collect your personal data

We collect your personal data in the following ways:

Directly from you when you complete a contact form on our website.

• Automatically through your use of our website, using cookies and analytics tools such as Google Analytics (GA4).

Why we collect your personal data and our lawful basis for processing

We collect and use your personal data for the following purposes:

We do not use your personal data for automated decision-making.

Information we share with others

We may share your personal data with:

• IT and website service providers who host or manage our website.
• Analytics providers such as Google (GA4) to understand website traffic and usage.

We do not sell your personal data to third parties.

If any transfers are made outside the UK/EEA (for example, by service providers operating internationally), we will ensure appropriate safeguards are in place.:

How long we keep your information

We retain your data only for as long as necessary for the purposes collected:

Analytics data: retained in line with Google Analytics data retention policies.y), we will ensure appropriate safeguards are in place.

Contact form submissions: retained for one month, then deleted from our website CMS.

Your rights

Under data protection law, you have the following rights:

• Access – request a copy of the personal data we hold about you.
• Rectification – ask us to correct inaccurate or incomplete data.
• Erasure – ask us to delete your data where we no longer need it.
• Restriction – ask us to limit how we process your data.
• Portability – request your data in a structured format for transfer to another provider (where applicable).
• Objection – object to processing based on legitimate interests or direct marketing.
• Withdraw consent – where processing is based on consent, you may withdraw it at any time.

To exercise these rights, please contact us using the details below.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk.

How we protect your information

We take appropriate organisational and technical measures to protect your personal data. Access is restricted to authorised staff and service providers only.

Use of cookies

Our website uses cookies and similar technologies. These include:

• Strictly necessary cookies – required for website functionality.
• Analytics cookies (Google Analytics GA4) – help us understand visitor behaviour and improve our website.

You can manage your cookie preferences via our cookie consent banner. For more information about cookies, visit www.allaboutcookies.org.

1. Introduction

This Cookie Policy explains how Office Watercoolers Ltd (“we”, “us”, “our”) uses cookies and similar technologies on our Website. It tells you what these technologies are, why we use them, and how you can control them. By using our Website, you consent to the terms of this policy (as modified from time to time). For more information on how we handle your personal data, see our Privacy Policy. 

2. What are cookies and similar technologies

• Cookies are small text files placed on your device when you visit our Website.

• Similar technologies may include web beacons, pixels, local storage, etc.

• Cookies may be sessional (expire when you close your browser) or persistent (stay for a fixed period)

• Cookies may also be first-party (set by our site) or third-party (set by others).

3. Types of cookies we use

We use the following categories of cookies on our Website:

Definition	Meaning	Consent required?
Strictly Necessary	Enable core functionality (e.g. site navigation, secure areas, session management).	No
Performance	Used to see how visitors use the website, e.g. analytics cookies. These cookies cannot be used to directly identify a certain visitor.	Yes
Functionality	Used to remember visitor information on the website (e.g. language, timezone, enhanced content).	Yes
Targeting / Advertising	Used to identify visitors between different websites e.g content partners, banner networks. These may be used by companies to build a profile of visitor interests or show relevant ads on other websites.	Yes

4. Cookies in use

A list of the Cookies in use are available under the ‘Show Details’ of the Cookie Banner. This will tell you the name of the Cookie Provider, the Domain, Expiration and Description.

5. Obtaining and withdrawing consent

• When you first visit the Website, you will see a cookie banner asking you to either ‘Accept All’ or ‘Decline Non-Essential’.

• You can accept all non-necessary cookies, reject them, or choose custom settings (select categories).

• You can change or withdraw consent at any later time via the “Show Details” link in the footer of the cookie banner.

6. Third-party cookies & external providers

Some cookies are served via third parties (for example, for analytics or advertising). These parties may collect data for their own purposes. Below are links to third-party providers whose cookies we use, where applicable:

https://cookie-script.com/privacy-policy.html

https://policies.google.com/privacy

7. How long we retain cookie data

We retain data collected via cookies for as long as necessary to fulfil the purposes for which we collected it. Some cookies expire very soon (session cookies), others may persist for up to 2 years.

8. Effects of disabling cookies

If you disable or reject non-essential cookies:

• Some pages or features may not work properly
• You may not see content or adverts tailored to you
• Your browsing experience may be less smooth

Strictly necessary cookies cannot be disabled via the banner, because without them the site may not function.

9. Changes to this Cookie Policy

We may update this policy from time to time. We will update the “Last updated” date when we do so. Any significant changes will be communicated more prominently via the Cookie Banner.