1. Who we are and how to contact us

MegaFan Technologies Limited, trading as MegaFan, is the controller of personal information where we decide why and how it is used for the activities described in this notice.

Company number: 05762467
Contact address: 1 Rhodes Street, Hyde, Greater Manchester, SK14 2DS
Email: accounts@megafans.co.uk

Please mark privacy correspondence “Privacy enquiry” so it can be directed to the appropriate person. You do not need to use a particular form or legal wording to exercise your rights.

Where we act only as a processor on a customer’s documented instructions, the customer’s privacy information and the applicable processing agreement govern that activity. Our responsibilities as a controller for our own business records remain separate.

2. Scope of this privacy notice

Sections 1–17 explain how we handle personal information associated with our websites displaying this notice, online enquiries, business communications, quotations, customer relationships and related support. Personal information means information relating to an identified or identifiable living person, including a named business contact.

This notice is intended for website visitors, prospective customers, customers, supplier contacts and people communicating with us about our products or services. Separate notices may apply to employment, recruitment, CCTV or other activities where relevant; this notice does not claim to describe those activities in full.

Our website is directed towards commercial and organisational users. Please do not submit children’s information or unnecessary personal information about other people. If such information is received unexpectedly, we will assess whether we need to retain it and remove it where appropriate.

Reading this policy or using the website does not constitute consent to marketing or optional tracking. Where consent is required, it must be obtained separately. Sections 18–22 explain website content and copyright; they do not reduce your privacy rights.

3. Information we collect

The information relevant to a particular interaction depends on the service used and what you provide. It may include:

• Identity and business contact information: name, job title, employer, work email address, telephone number and business or site address.
• Enquiry and project information: messages, requested products, building dimensions, operating requirements, drawings, photographs, proposed installation locations and correspondence. Project material may contain personal information such as identifiable people or named contacts.
• Customer and transaction records: quotations, orders, delivery contacts, invoice details, payment status, service records, warranty enquiries and information required to administer a business account.
• Technical website information: IP address, browser and device characteristics, requested pages, access times, referring pages, errors and security events recorded by the website or its hosting services.
• Preferences and permission records: marketing preferences, consent choices, opt-out requests and the dates or sources of those choices.
• Usage information where relevant tools are enabled: page interactions, video activity and other usage events, subject to the applicable cookie and privacy requirements.
• Rights and complaint records: the request, correspondence, proportionate identity-verification information where needed, and our response.

We will identify required fields when collecting information. If information is necessary to respond, prepare a quotation or fulfil an order, we may be unable to carry out that activity without it. Optional information is not required to browse the public website.

Do not send payment-card security codes, account passwords, medical records or identity documents through a general enquiry form. If sensitive information is genuinely necessary, contact us first to agree an appropriate method.

4. Where information comes from

Information may come directly from you through forms, email, telephone calls, meetings or project documents; from your employer or colleagues arranging a project; from customers, suppliers or professional advisers involved in a transaction; and from website systems when you visit.

Where relevant to a business enquiry, we may use publicly available professional contact information, such as a company website or business register. Public availability does not remove our obligation to use that information fairly and lawfully.

If we obtain your personal information from another source, we will provide the required privacy information within the applicable period, normally within one month and, where required, by the first communication or disclosure. This is subject only to a lawful exception. You may ask us about the source of your information.

5. Why we use information and our lawful bases

We must identify a lawful basis for each use of personal information. The table describes the purposes and bases relevant to the business activities covered by this draft. A basis applies only where its legal conditions are met.

Where we rely on legitimate interests, we consider whether the use is necessary and balance our interests against your rights and reasonable expectations. These interests do not automatically override your interests. You can contact us for further information or object where the right applies.

Where we rely on consent, you can withdraw it at any time. Withdrawal does not make earlier lawful processing unlawful. A new purpose must have an appropriate basis and be explained to you before the new use where required.

6. Enquiries, forms and online tools

Information submitted through an enquiry or quotation form is used to assess and respond to that enquiry and manage any resulting business relationship. Submitting a form does not automatically subscribe you to a marketing list.

Project drawings, photographs and attachments should contain only information relevant to the request. Before sharing another person’s details, ensure you have an appropriate basis to do so and direct them to this notice where appropriate. We remain responsible for our own use of information received.

Calculators and other interactive tools may process building dimensions, operating hours, tariffs or similar inputs. Such inputs can become personal information when linked to your contact details, device or an identifiable individual. Whether an individual tool sends or stores inputs must be explained alongside that tool; this notice does not promise that every calculation takes place only on your device.

Where an online service uses an anti-spam or security provider, information such as technical identifiers and interaction data may be processed for that purpose. The provider and relevant privacy information must be identified at the point of use. Security labelling alone does not exempt a tool from applicable privacy rules.

7. Cookies and similar technologies

Cookies, local storage, pixels, tags and comparable technologies can store information on, or access information from, your device. The rules can apply even when the information is not personal information.

We distinguish technologies necessary for a service you request from optional functions such as certain analytics, embedded media or advertising. Where consent is required, the technology must not operate before valid consent is obtained. Continued browsing, pre-ticked options or publication of this policy are not substitutes for consent.

• Essential functions: technologies necessary for a requested service, including relevant security, session or preference-management functions where the legal exception applies.
• Measurement: information about service use. Some narrowly defined statistical activities may qualify for an exception, but only if every applicable condition, transparency requirement and objection mechanism is met.
• Embedded content: technologies associated with externally hosted video, maps or other integrations, depending on their configuration.
• Advertising: tracking or profiling for advertising requires the applicable consent; a statistical exception cannot be used to justify advertising tracking.

The cookie information supplied with the website’s controls should identify the technologies actually used, their providers, purposes, durations and whether they are first-party or third-party. These categories are an explanation, not a verified inventory of this website’s active cookies.

Where optional choices are offered, rejecting them should be as straightforward as accepting them, and you should be able to revisit your choices. Browser settings can also remove or block cookies, although this may affect functionality and does not necessarily stop every type of tracking. Contact us if you cannot locate or operate the website’s privacy controls.

8. Videos, external services and social media

Pages may contain externally hosted content, including Vimeo video players. Loading an embedded player can disclose your IP address, browser information, the referring page and interaction data to the provider. Depending on settings and your relationship with that provider, it may also use identifiers or associate activity with an account.

A muted, autoplaying or “background” video is not necessarily free from tracking. Where an integration requires consent, it must remain blocked until that consent is given. Provider settings, data flows and privacy links must be checked when the integration is configured.

External websites and social platforms have their own privacy information. Following a link or interacting with their services can involve their own processing. We do not control every action of an independent provider, but remain responsible for our own selection, configuration, disclosure and sharing where the law places that responsibility on us.

For an external service, review the privacy information linked by that provider before submitting information. A link from our site does not itself endorse the provider or authorise it to use your information for unrelated purposes.

9. Marketing and communication preferences

Service messages about an enquiry, quotation, order, visit, safety matter or support request are distinct from promotional marketing. Opting out of marketing does not prevent necessary service communications.

For electronic marketing to individual subscribers, including sole traders and certain partnerships, we will obtain consent unless all conditions of an applicable existing-customer exception are met. That exception requires, among other things, an appropriate opportunity to opt out when details are collected and in each subsequent message.

Relevant marketing to corporate business subscribers may be permitted without prior consent, but we must still have an appropriate basis for using a named person’s information, identify ourselves and provide an effective way to opt out. We will not treat every business email address as automatically eligible.

You can object to direct marketing at any time using the unsubscribe facility in a message or by contacting accounts@megafans.co.uk. We will stop using your information for direct marketing, including related profiling. A minimal suppression record may be retained to respect your preference.

Separate permission and transparency requirements may apply to marketing pixels or tracking links. Permission to send an email does not automatically authorise every form of tracking within it.

10. Sharing personal information

Information is shared only where necessary for a disclosed purpose and with an appropriate legal basis. Depending on the activity, recipients may include:

• Website hosting, technical support, security, business email, document-storage and customer-management providers.
• Delivery companies, installers, engineers and relevant suppliers needing project contacts or site information to perform agreed work.
• Accountants, insurers, legal advisers, auditors and payment or banking providers involved in the transaction.
• Analytics, media or marketing providers where those services are used and the required permissions and safeguards are in place.
• Regulators, courts, law enforcement or other bodies where disclosure is legally required or otherwise lawfully justified.
• Potential business purchasers or advisers in a genuine restructuring or sale, with proportionate disclosure and appropriate confidentiality protections.

Providers acting as our processors must operate under appropriate written terms and instructions. Some recipients, such as professional advisers or banks, may act as independent controllers for their own legal responsibilities.

This policy does not authorise selling contact information, disclosing customer lists for unrelated third-party marketing or giving providers unrestricted use of submitted data. Any additional use would require its own lawful basis and the required privacy information.

11. International transfers

Using an overseas service provider or permitting remote access from another country can involve an international transfer even if a website is described as UK-hosted.

Where our activities involve a restricted transfer outside the UK, an appropriate legal mechanism must apply. This may be relevant UK adequacy regulations or appropriate safeguards, such as the UK International Data Transfer Agreement or UK Addendum, supported by the required assessment and supplementary measures where necessary. A narrow legal exception is used only where its conditions are met.

The providers, destinations and applicable arrangements must be identified accurately in the privacy information for the services concerned. You can request details of transfers affecting your information and a copy or explanation of relevant safeguards by contacting us. Necessary redactions may protect confidential information or other people’s rights.

12. Retention and deletion

Personal information should be retained only for as long as necessary for the purpose for which it is held, including applicable legal requirements. Different records need different retention rules; a single period for all website and customer information would not be appropriate.

• Enquiries that do not become orders: relevance of the enquiry, reasonable follow-up, the last meaningful interaction and whether a complaint or dispute remains open.
• Customer, installation and support records: the duration of the relationship, outstanding contractual obligations, relevant warranty or servicing needs, safety requirements and applicable claim periods.
• Accounting and tax records: the statutory period applicable to the record and any lawful audit, investigation or dispute hold.
• Technical logs and website measurement: the specific diagnostic, security or measurement purpose, the shortest useful period and the configured provider settings.
• Marketing and consent records: whether the permission or other basis remains valid, the need to demonstrate compliance and the need to honour opt-outs.
• Rights requests and complaints: completing the response, demonstrating how it was handled and addressing related regulatory or legal issues.

When information is no longer needed, it should be deleted or irreversibly anonymised. Backup copies may remain until the relevant replacement or deletion cycle, with access restricted and the information not restored to ordinary use without a valid reason.

You can ask for the retention period or criteria applying to a particular record. A legitimate legal hold may delay deletion, but does not justify indefinite retention of unrelated information.

13. Security and accountability

MegaFan is responsible for implementing technical and organisational measures appropriate to the nature of the information and the risks involved. Measures must be supported by actual practice, including appropriate access controls, secure administration, provider management, staff responsibilities, software maintenance and procedures for handling incidents.

We must be able to demonstrate compliance, including documenting relevant processing, assessing legitimate interests where used, maintaining necessary processor arrangements and reviewing higher-risk activities before introducing them.

No internet service can guarantee absolute security. This does not remove our duty to take appropriate precautions or our responsibility for a failure to meet legal obligations. If a personal-data breach occurs, we must assess it and notify the regulator and affected people where the law requires, within the applicable deadlines.

Please report suspected misuse or accidental disclosure to accounts@megafans.co.uk. Do not send additional sensitive material unless it is needed to investigate and an appropriate channel has been agreed.

14. Your privacy rights

Depending on the circumstances and lawful basis, your rights may include:

• Access to your personal information and information about how it is used.
• Correction of inaccurate information and completion of incomplete information.
• Erasure where there is no continuing lawful reason to retain it.
• Restriction of processing in the circumstances provided by law.
• Portability of certain information processed by automated means on consent or contract grounds.
• Objection to processing based on legitimate interests, taking account of your circumstances.
• An absolute right to object to direct marketing, including associated profiling.
• Withdrawal of consent and applicable safeguards concerning significant automated decisions.
• Making a complaint to the regulator and seeking a remedy where the law permits.

Contact us using the details in section 1. We may request proportionate information to confirm your identity or your authority to act for someone else. We will not ask for more than is reasonably necessary.

We normally respond to rights requests without undue delay and within one month. Where the law permits extra time, identity checks or a pause for necessary clarification, we will explain the reason and applicable timetable. A permitted extension for a complex request or multiple requests can be up to a further two months.

Requests are normally free. Any refusal, exemption or charge must have a lawful basis, which we will explain along with your complaint rights. These rights are not all absolute; for example, required accounting records or information necessary for legal claims may need to be retained.

15. Automated processing and sensitive information

Website calculators produce indicative outputs from inputs and assumptions; those outputs are not, by themselves, decisions about an individual’s legal rights or eligibility for a service.

This draft does not identify any solely automated decision-making with legal or similarly significant effects. That position must be checked before publication. If such processing is used, the privacy information must explain the relevant activity, meaningful information about its logic, its significance and likely consequences, and the applicable safeguards, including human review where required.

Routine website enquiries do not require special-category information, such as health or biometric data, or criminal-offence information. Any exceptional need for such information must be identified separately, with an appropriate lawful basis, any additional legal condition and suitable protections.

Sending us sensitive information without being asked does not create permission for unrestricted use or publication.

16. Privacy complaints

If you are concerned about our handling of your personal information, email accounts@megafans.co.uk or write to our contact address. Explain the issue and the outcome you are seeking. A complaint does not need to use legal terminology.

We will acknowledge a data-protection complaint within 30 days, investigate appropriately without undue delay, keep you informed and communicate the outcome. Acknowledgement is not the same as a final response.

You also have the right to complain to the UK Information Commissioner’s Office. Visit ico.org.uk/make-a-complaint for current contact details and guidance. Contacting us first can help resolve the matter, but these terms do not waive your right to approach the regulator or seek a legal remedy.

17. Changes to this notice

We may update this notice to reflect changes in services, providers, processing or legal requirements. The published version should show its effective or updated date.

Where a material change requires us to notify you directly or obtain fresh consent, we will do so. Updating a policy does not retrospectively authorise unlawful processing or automatically change an existing contract.

18. Website information and performance examples

The following sections concern website content and permitted use, separately from the privacy notice above. Our Standard Conditions of Sale and any project-specific agreement govern purchases and agreed services.

Website articles, sector pages, diagrams, videos and general technical explanations provide an introduction to MegaFan products and potential applications. They do not replace an assessment of your building, structure, services, operating conditions and safety requirements by suitably competent people.

We take reasonable care over published information, but general material may be updated and cannot address every site or operating circumstance. Confirm the current specification, dimensions, availability and suitability with us before ordering or using information to make an installation decision.

Examples of energy savings, carbon reductions, airflow coverage, temperature changes, comfort benefits and payback periods depend on their stated assumptions. They are not guarantees that another installation will achieve the same result. Tariffs, weather, occupancy, building fabric and operating settings can materially affect outcomes.

Online calculators and animations are indicative tools unless an express written agreement states otherwise. Any contractual performance commitment should identify the conditions, measurement method, assessment period and remedy.

These provisions do not excuse misleading advertising, remove responsibility for an express contractual description or limit an obligation to provide professional services with reasonable care and skill. Please notify us of suspected inaccuracies so they can be investigated.

19. Illustrations and military imagery

Website material may include stock photographs, computer-generated images, airflow illustrations, animations and representative environments. Unless clearly identified otherwise, these should not be treated as photographs of completed MegaFan installations, scale drawings or installation instructions.

Illustrative material does not establish security clearance, defence procurement approval, hazardous-area suitability or product certification. Relevant requirements must be confirmed for the specific project.

A disclaimer cannot correct an otherwise misleading overall impression. Where needed, imagery must also be labelled clearly at the point where it appears.

20. Website availability and liability

Access to the website may be interrupted for maintenance, security work or events outside our reasonable control. We do not promise uninterrupted access or that every external link will remain available. Take appropriate care when downloading files and protect your own systems.

Third-party material and external websites are governed by their own terms. We do not guarantee every statement or service supplied independently by another organisation. This does not exclude responsibility for our own unlawful actions, misrepresentations or decisions about material we publish or integrate.

To the extent permitted by law, and subject to the protections below, we exclude liability for indirect or consequential business loss arising solely from use of general, freely available website information. This is not a blanket exclusion of liability for our products, paid services, contractual commitments or data handling.

Nothing in this notice excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation, breach of a duty that cannot lawfully be excluded, or any other non-excludable liability. Any exclusion must satisfy applicable legal requirements, including reasonableness or fairness where relevant.

Your statutory consumer rights, privacy rights, right to complain and any right to compensation remain unaffected. You do not waive those rights by visiting the website, using an online tool or submitting an enquiry.

21. Copyright and use on other websites

Copyright © 2026 MegaFan Technologies Limited. All rights reserved in material owned by MegaFan.

Where protected by law, our original website text, articles, product descriptions, drawings, diagrams, photographs, videos, animations, graphics, layouts, software and other creative material are owned by MegaFan or used with permission from the relevant rights holder. Third-party content, trade marks, licensed software and other assets remain subject to their owners’ rights and licence terms.

In particular, you must not:

• Republish our articles, sector-page copy, product descriptions, diagrams or other protected material as your own.
• Download and re-upload our images, animations or videos, or embed them in another website, without permission where that use requires authorisation.
• Remove copyright notices, watermarks, ownership information or attribution, or alter material to disguise its source.
• Use protected material to create a competing publication, marketing resource or commercial content collection without the required permission.
• Use MegaFan’s branding, logos or material in a way that falsely suggests endorsement, affiliation or approval.

Giving credit or linking back to our website does not, by itself, grant permission to reproduce protected content. Permission must be obtained from the appropriate rights holder and is limited to the use, duration, format and conditions expressly authorised.

You may browse the website and retain reasonable copies for personal reference or internal evaluation of our products and services, provided ownership notices remain intact and the material is not publicly republished, sold or represented as your own. This limited permission is consistent with the internal assessment use permitted by our Standard Conditions of Sale.

Ordinary links to publicly available pages are permitted where lawful, accurate and not misleading. A link does not authorise copying the linked material, framing the website as your own or implying a commercial relationship.

These provisions do not claim ownership of underlying facts, ideas or third-party works, override applicable open-source or other licences, or prohibit uses that the law permits without permission. Copyright exceptions, including qualifying quotation, criticism, review, accessibility and other permitted uses, remain subject to their legal conditions.

Submitting an enquiry, photograph or drawing does not automatically transfer ownership to MegaFan or authorise public marketing use. We may use submitted material to handle the request and perform agreed services; separate appropriate permission is required for publicity or unrelated reuse.

22. Permissions and infringement enquiries

To request permission, email accounts@megafans.co.uk with the page or material concerned, the proposed website or publication, how much material you wish to use and the intended purpose and duration. Permission is not granted by silence or an automated acknowledgement.

If you believe content on our website infringes your rights, identify the relevant page, the original work, your rights or authority to act, and your contact details. We will assess the concern and take appropriate action where justified.

If our protected material is used without authority, we may request removal, contact the relevant publisher or hosting provider, and seek remedies available under applicable law. The existence and scope of any remedy depend on the circumstances; this notice does not impose an automatic penalty or licence fee.

MegaFan Technologies Ltd
1 Rhodes Street
Hyde, Greater Manchester
SK14 2DS
Company number: 05762467
accounts@megafans.co.uk