Last updated: 15 September 2026
1. About This Privacy Policy
This Privacy Policy explains how Koolmesh processes personal data through the public Koolmesh website, website enquiries and relevant Koolmesh online services. It should be read alongside any more specific privacy information provided when a particular service is used.
References to “Koolmesh”, “we”, “us” or “our” in this policy mean Koolmesh in relation to the processing described here.
2. Information We Collect
The information we collect depends on how you interact with our website and services.
Please do not submit passwords, confidential credentials, special-category personal data or other unnecessary sensitive information through the enquiry form.
- Enquiry information you provide, including your name, work email address, telephone number where provided, company, country, enquiry type and message.
- Technical information reasonably needed to operate and protect the website and enquiry system, such as IP address, browser or device information, timestamps, request information and security logs.
- Cookie preferences and consent records managed through CookieYes.
- Analytics information only if an analytics service is active and you have given the required consent. No website analytics service is currently installed in this project.
- Where relevant to a Koolmesh product or online service you use, account, product and device information such as registration details, device identifiers, connection status, settings, schedules, operational events, energy information and diagnostic logs.
3. How We Use Personal Data
We use personal data only where relevant to the interaction or service concerned.
- To respond to enquiries and provide project, sales and technical support.
- To route enquiries to the appropriate Koolmesh personnel or affiliated team.
- To protect the website and enquiry system from spam, misuse, security threats and other abuse.
- To maintain appropriate records of enquiries and communications.
- To operate, support and improve Koolmesh products, systems and online services.
- To measure website usage only where an analytics service is active and the required analytics consent has been given.
- To meet applicable legal and regulatory obligations.
We do not use the public website enquiry process for automated decision-making, profiling or personalised advertising.
4. Contact Form and Enquiry Management
Enquiries submitted through the Contact Us form are sent to the self-hosted Koolmesh website backend. Submitted information is validated before a valid enquiry is stored in a protected SQLite database on a Koolmesh-controlled server.
An enquiry notification is sent using the authenticated marketing@koolmesh.com SMTP mailbox and delivered to info@koolmesh.com. The visitor’s email address is set as the Reply-To address so authorised staff can respond directly. The marketing mailbox acts as a technical sending account and does not independently assess or approve enquiries.
Authorised administrators can review, categorise and update enquiries and add internal notes. Access to the enquiry administration system and stored enquiry information is restricted to authorised personnel.
5. Cookies and Consent
Necessary cookies and similar browser technologies may be used for core website operation, security and consent functions. Non-essential analytics or media cookies must remain blocked until you give the relevant consent.
Koolmesh uses CookieYes to display the consent banner, store consent preferences and provide controls for changing those preferences. Depending on the options displayed, you can Accept All, Reject Non-Essential or Manage Preferences. You can later reopen your choices using the CookieYes revisit-consent control.
You may withdraw consent at any time through those controls. Withdrawal does not affect processing carried out lawfully before consent was withdrawn. Closing a cookie interface without making a consent choice is not treated by Koolmesh as consent to non-essential processing.
6. Embedded Media
The current Koolmesh website project does not contain embedded YouTube videos. If embedded YouTube content is introduced on some pages, Koolmesh will use the privacy-enhanced youtube-nocookie.com domain where technically available. Privacy-enhanced mode does not prevent all data collection.
The Contact Us page currently contains an embedded Google Maps frame. Loading embedded map content may allow Google to process information such as your IP address, device or browser details and interactions with the map. Availability of embedded content may depend on your consent choices and the applicable consent configuration.
Embedded content that can set non-essential identifiers or contact third-party services must remain blocked until the relevant consent is given. Opening or playing external media may allow the provider to process information such as device details, IP address and usage information.
7. Legal Bases
The legal basis for processing depends on the context and the applicable law. Depending on the circumstances, Koolmesh may rely on the following bases.
- Consent for non-essential cookies and consent-based analytics or embedded media.
- Legitimate interests where appropriate for responding to business enquiries, operating the website, maintaining security and preventing abuse.
- Taking steps at your request before entering into a contract, or performing a contract, where you request products, services or project information.
- Compliance with legal obligations where applicable.
8. Sharing and Service Providers
We share personal data only where reasonably necessary for the purposes described in this policy. We do not sell personal data.
- Authorised Koolmesh personnel and relevant affiliated teams.
- Hosting, infrastructure and security providers supporting the website and enquiry system.
- Email and mailbox providers used to route and respond to enquiries.
- CookieYes for consent management.
- Analytics or embedded-media providers only where such services are active and permitted by your consent choices.
- Professional advisers, regulators, courts or public authorities where disclosure is legally required or reasonably necessary.
Some providers or affiliated teams may process information in other countries. Where required, Koolmesh uses appropriate safeguards for international transfers.
9. Data Retention
Enquiry information is retained only for as long as reasonably necessary to respond to and manage the enquiry, support a business relationship, maintain appropriate records, resolve disputes and meet legal obligations.
Cookie consent records and technical logs are retained according to applicable operational, security and legal requirements. Specific retention periods may vary according to the type of record and applicable requirements.
Personal data is deleted or anonymised when it is no longer required, subject to applicable legal, security and record-keeping needs.
10. Data Security
Koolmesh uses appropriate organisational and technical controls intended to protect personal data. These include access restrictions, HTTPS for website communications, authenticated administration and protected server storage.
No system can be guaranteed to be completely secure. Koolmesh therefore reviews and improves safeguards in line with the nature of the information and relevant risks.
11. Your Privacy Rights
Depending on your location and applicable law, you may have rights concerning your personal data.
- Access personal data held about you.
- Correct inaccurate or incomplete personal data.
- Request deletion of personal data where applicable.
- Request restriction of processing in relevant circumstances.
- Object to certain processing.
- Request data portability where applicable.
- Withdraw consent at any time for processing based on consent.
- Complain to an applicable data-protection authority.
We may need to verify your identity before responding to a rights request. Some rights are subject to legal conditions and exemptions.
12. Children’s Privacy
The Koolmesh website and services are intended for business and professional audiences and are not directed at children.
13. Changes to This Policy
Koolmesh may update this Privacy Policy to reflect changes to our services, technology, legal requirements or operational practices. The latest version and its update date will be shown on this page.
14. Contact Us
For privacy-related questions or to exercise your rights, please contact Koolmesh.
- Email: info@koolmesh.com
- Address: Unit 3, Tallow Way, Irlam, Manchester M44 6RJ, United Kingdom