Koolmesh 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.

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.

We use personal data only where relevant to the interaction or service concerned.

We do not use the public website enquiry process for automated decision-making, profiling or personalised advertising.

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.

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 Withdrawal does not affect processing carried out lawfully before consent was withdrawn.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.

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.

The legal basis for processing depends on the context and the applicable law. Depending on the circumstances, Koolmesh may rely on the following bases.

We share personal data only where reasonably necessary for the purposes described in this policy. We do not sell personal data.

Some providers or affiliated teams may process information in other countries. Where required, Koolmesh uses appropriate safeguards for international transfers.

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.

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.

Depending on your location and applicable law, you may have rights concerning your personal data.

We may need to verify your identity before responding to a rights request. Some rights are subject to legal conditions and exemptions.

The Koolmesh website and services are intended for business and professional audiences and are not directed at children.

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.

For privacy-related questions or to exercise your rights, please contact Koolmesh.