Data protection policy

pursuant to the Data Protection Act 2018 and UK GDPR

Pursuant to the Data Protection Act 2018 and UK GDPR, Daikin Applied UK Ltd (hereinafter, “DAPUK” or the “Controller”), a company belonging to the Daikin Group, hereby informs You on the processing of personal data collected from You (hereinafter, “User” or “You”) through the website www.daikinrentalsolutions.uk

1. Definitions

• The following definitions are used in this privacy policy:

  Data Controller or Controller: means the natural or legal person, public authority, agency or other body which, alone or jointly with others, determines the purposes and means of the processing of Personal Data;

  Data Processor or Processor: means a natural or legal person, public authority, agency or other body which processes Personal Data on behalf of the Controller;

  Data Subject: means an identified or identifiable natural person; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person;

  Personal Data: means any information relating to an identified or identifiable natural person (“data subject”);

  Processing of Personal Data: means any operation or set of operations which is performed on Personal Data or on sets of Personal Data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction;

  Special Categories of Personal Data: means Personal Data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation;

  UK GDPR: means the UK’s retained EU law version of the General Data Protection Regulation ((EU) 2016/679)).

  Website: means the rental website of DAPUK, reachable at the following link: www.daikinrentalsolutions.uk

2. Data Controller and Data Protection Officer

The Data Controller is Daikin Applied UK (DAPUK), with registered office at Bassington Industrial Estate, Cramlington, Northumberland, NE23 8AF, UK VAT no. 378 4031 42, phone 03455652700, email: gdprteam@daikinapplied.uk .

The Data Controller is Daikin Applied UK (DAPUK), a company registered in England and Wales with company number 03503812 and whose registered office is at Bassington Industrial Estate, Cramlington, Northumberland, NE23 8AF, UK VAT no. 378 4031 42, phone 03455652700, email: gdprteam@daikinapplied.uk .

The updated list of the Processors is available at the Controller’s registered office and can be obtained by sending a request to the email address  gdprteam@daikinapplied.uk .

The Data Protection Officer (DPO) can be contacted at the following addresses: Daikin Industries, Ltd. Osaka Umeda Twin Towers South, 1-13-1 Umeda, Kita-ku, 530-0001 Osaka, Japan; telephone: +81 6-6147-3321, e-mail address: euprivacy@daikin.co.jp, by writing to Daikin's registered office,  

3. Categories of Personal Data processed

DAPUK will process the following categories of Personal Data about you:

• Identity Data includes first name, last name, any previous names, marital status, title, date of birth and gender.
• Contact Data includes postal address, email address and telephone numbers.
• Technical Data includes internet protocol (“IP”) address, the hardware model, the operating system, information about the mobile network and the country from which access is gained, the time of the request, the access time, the IP address, cookies, etc.
• Usage Data includes information about how you interact with and use our website, products and services.
• Marketing and Communications Data includes your preferences in receiving marketing from use and our third parties and your communication preferences.

We may also collect, use and share aggregated data such as statistical or demographic data which is not personal data as it does not directly (or indirectly) reveal your identity. For example, we may aggregate individuals' Usage Data to calculate the percentage of users accessing a specific website feature in order to analyse general trends in how users are interacting with our website to help improve the website and our service offering.

4. How personal data is collected

We use different methods to collect data from and about you including through:

• Your interactions with us. You may give us your personal data by filling in online forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
  • apply for our products or services;
  • subscribe to our service or publications;
  • request marketing to be sent to you;
  • submit a job application; or
  • give us feedback or contact us.
• Automated technologies or interactions. As you interact with our website, we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.

DAPUK will not process Special Categories of Personal Data.

5. Purposes and legal basis of the processing

The law requires us to have a legal basis for collecting and using your personal data. We rely on one or more of the following legal bases:

Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.

Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.

Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.

Personal Data made available to DAPUK will be processed for the following purposes:

1. Customers’ inquiry management
   DAPUK will need some Personal Data provided by Data Subjects through online forms with regard to the management of the relationship with customers and to contact the customer in response to a specific enquiry.
   The processing of Personal Data for the achievement of such purpose does not require Your consent as it is necessary for the performance of a contract to which You are a party or in order to take steps at Your request prior to entering into a contract, pursuant to art. 6(1)(b) of the UK GDPR.
2. Quality improvement of products and services
   DAPUK will process Personal Data collected through forms, inquiries, comments, feedback submitted to DAPUK in order to: improve its products and services; carry out further surveys; develop analytical, risk, marketing and other models and to produce statistics.
   Example:  Daikin Applied may need to process the number of people that have selected a specific DAPUK product or have applied for a certain service in a specific country.
   In this regard, DAPUK commits as much as possible to aggregate Personal Data in anonymous form to make sure that these Personal Data are not easily or are no longer identifiable as yours.
   The practice of Processing Personal Data for statistical purposes is particularly justified by DAPUK’s desire to put in place strategic choices in order to better perform in the market and to provide you with better products and services. 
   The processing of Personal Data for the achievement of such purpose does not require Your consent as it is necessary for the purposes of the legitimate interests pursued by the Controller pursuant to art. 6(1)(f) of the UK GDPR.
    
3. Sending Newsletter
   DAPUK may send you newsletters about our business.
   
   The processing of Personal Data for the achievement of such purpose requires Your consent pursuant to art. 6(1)(a) of the UK GDPR.
   
   
4. Legal obligations and claims
   DAPUK can also process Personal Data in order to fulfil legal obligations and safeguarding DAPUK rights in case of legal claims and disputes
   
   The processing of Personal Data for the achievement of such purpose does not require Your consent as it is necessary for compliance with a legal obligation to which the Controller is subject, pursuant to art. 6(1)(c) of the UK GDPR.

6. Modalities of processing Provision of Personal Data. Consequences in case of failure to provide Personal Data

Provision of Personal Data for purposes referred to in letter a) above is necessary for the performance of a contract to which You are a party or in order to take steps at Your request prior to entering into a contract. In this case, failure to provide such data or the provision of inaccurate data may make it impossible for DAPUK to respond to Your enquiries.

Provision of Personal Data for purposes referred to in letter b) above is necessary for the purposes of the legitimate interests pursued by the Controller. In this case, failure to provide such data or the provision of inaccurate data may make it impossible for DAPUK to pursue such legitimate interests.

The provision of Personal Data for the purposes referred to in letter c) is optional. In this case, any refusal or provision of inaccurate data may lead to the impossibility for DAPUK to send You the newsletter.

Provision of Personal Data for purposes referred to in letter d) above is necessary for compliance with a legal obligation to which the Controller is subject. In this case, failure to provide such data or the provision of inaccurate data may make it impossible for DAPUK to fulfil its legal obligations.

7. Modalities of processing

Personal Data which You provided will be processed primarily by electronic means under the authority of the Data Controller, by persons specifically appointed or authorised to process Personal Data pursuant to articles 28 and 29 of the UK GDPR. Adequate security measures will also be adopted pursuant to article 32 of the UK GDPR to prevent loss, destruction, unlawful or incorrect use of and unauthorised access to Personal Data.

8. Recipients or categories of Users' Personal Data

Personal Data may be communicated and/or transferred to the following subjects in their capacity of autonomous Controllers, Data Processors or persons authorized to process Personal Data, as duly appointed by the Controller:

• Third parties, natural or legal persons, providing DAPUK with services connected with the purposes of processing indicated above, such as, by way of example, Daikin Group companies and Affiliates, data hosting, suppliers, subcontractors, internet services providers;
• the Police Force or the Judicial Authorities in the context of investigations or judicial police investigations for the purposes of prevention, verification or repression of crimes;
• Public Authorities, where this is required by law or upon their request;
• any other subject to whom the data must be communicated according to an express provision of law.

Whenever a third party acts as a Data Processor, DAPUK will ensure that it has entered into a contract with that third party, in accordance with Article 28 of the UK GDPR, that sets out the subject-matter and duration of the processing, the nature and purpose of the processing, the type of Personal Data and categories of Data Subjects and the obligations and rights of the Controller.

9. Transfer of Personal Data to Third Countries

Within the purposes of the processing described above, DAPUK may transfer Personal Data to other Daikin Group’s companies also established in countries not belonging to the European Union, in accordance with data protection laws.

Whenever we transfer your personal data out of the UK to countries which have laws that do not provide the same level of data protection as the UK law, we always ensure that a similar degree of protection is afforded to it by ensuring that the following safeguards are implemented.

We may transfer your personal data to service providers that carry out certain functions on our behalf. This may involve transferring personal data outside the UK to countries which have laws that do not provide the same level of data protection as the UK law.

Whenever we transfer your personal data out of the UK to service providers, we ensure a similar degree of protection is afforded to it by ensuring that the following safeguards are in place:

• We will only transfer your personal data to countries that have been deemed by the UK to provide an adequate level of protection for personal data.
• We may use specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK, namely the International Data Transfer Agreement or The International Data Transfer Addendum to the European Commission’s standard contractual clauses for international data transfers. To obtain a copy of these contractual safeguards, please contact us at gdprteam@daikinapplied.uk.

10. Period of processing and retention period

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

Users, who have provided their consent to the processing of personal data to receive newsletters, will be reminded of the possibility to withdraw their consent at periodic intervals of 12 months, as long as the processing continues, unless the User requests to opt-out.

As has been stated, DAPUK commits as much as possible to work with aggregated, anonymised or Pseudo-Anonymised Personal Data.

For more information on the retention period of Personal Data, please refer to the Cookie Policy.

11. Minors

Through its Website DAPUK does not process any Personal Data of natural persons aged under 14, neither does it make commercial offers to or tries to contact them, unless consent to process their Personal Data is given or the processing is authorized by the holder of parental responsibility over the child.

If DAPUK accidentally collects children’s Personal Data without obtaining consent from the holder of parental responsibility over the child, DAPUK will delete the information as soon as possible after becoming aware of it.

12. Your rights as Data Subject

You have a number of rights under data protection laws in relation to your personal data. You may exercise the rights within the limits and under the conditions set out in Articles 7 and 15-22 of the UK GDPR.

You may exercise such rights, as described below, by contacting the Data Controller, at any time,

• by writing to Daikin Applied UK and by sending via postal mail Your request to the address: Bassington Industrial Estate, Cramlington, Northumberland, NE23 8AF,
• by contacting us via email at gdprteam@daikinapplied.uk; or
• by submitting the form for the exercise of Your rights available here.

DAPUK will need to verify Your identity in as much detail as possible, in order to let You exercise Your rights and to avoid that someone else tries to exercise Your rights. You will therefore be asked to provide a valid identification document when making such a request.

Right of access to Your Personal Data

As Data Subject You shall have the right to obtain from the Controller confirmation as to whether or not Personal Data concerning You are being processed, and, where that is the case, access to the Personal Data and the following information:

• the purposes of processing;
• the categories of Personal Data concerned;
• the recipients or categories of recipient to whom the Personal Data have been or will be disclosed;
• the envisaged period for which the Personal Data will be stored, or, if not possible, the criteria used to determine that period;
• the rights You may exercise related to our processing;
• the existence of automated decision-making, including profiling and, at least in those cases, meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing for the Data Subject.

Right to rectification, erasure or restriction of processing Personal Data

It can happen that certain Personal Data processed by DAPUK are not (or have ceased to be) correct or that You want to complete, erase or restrict Personal Data which You provided.

As Data Subject You shall have the right to obtain from the Controller without undue delay the rectification of inaccurate Personal Data concerning You. Taking into account the purposes of the processing, You shall have also the right to have incomplete Personal Data completed, including by means of providing a supplementary statement.

Furthermore, if the requirements of Article 17 of the UK GDPR are met, You shall have the right to obtain from the Controller the erasure of Personal Data concerning You without undue delay and the Controller shall have the obligation to erase Personal Data without undue delay.

Lastly, You shall have the right to obtain from the Controller restriction of processing of Personal Data at any time, if the cases referred to in Article 18 of the UK GDPR apply.

Right to Personal Data portability

As Data Subject, You shall have the right to receive the Personal Data concerning You, which You have provided to a Controller, in a structured, commonly used and machine-readable format and have the right to transmit those data to another Controller without hindrance from the Controller to which the Personal Data have been provided, if the conditions referred to in Article 20 of UK GDPR are met.

Right to withdraw consent to the processing of Personal Data

Every time You give Your consent to the processing of Personal Data, You shall have the right to withdraw consent at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

Right to object

As Data Subject You shall have the right to object at any time to processing of Personal Data concerning You which is carried out for the purposes of the legitimate interests pursued by the Controller. In case of objection, the Controller shall no longer process the Personal Data unless he demonstrates compelling legitimate grounds for the processing which override Your interests, rights and freedoms or for the establishment, exercise or defence of legal claims.

Right to object and to withdraw consent in relation to processing for marketing purposes.

With reference to the processing of Personal Data for purposes referred to in letter C) of paragraph “Purposes and legal basis of processing” above, You shall at any time withdraw Your consent or object to the processing,

• by writing to Daikin Applied UK and by sending via postal mail Your request to the address: Bassington Industrial Estate, Cramlington, Northumberland, NE23 8AF.
• by contacting us via email at gdprteam@daikinapplied.uk ; or
• by submitting the form for the exercise of Your rights available 
  here.

The withdrawal of Your consent shall not affect the lawfulness of processing based on consent before its withdrawal.

Objection to the processing carried out through these methods also extends to the sending of commercial communications through the postal service or telephone calls with an operator, without prejudice to the possibility of exercising this right in part, for example by objecting only to processing carried out using automated communication systems.

Right to lodge a complaint with the Data Protection Authority

Finally, we remind You that You have the right to lodge a complaint with the Information Commissioner’s Office (“ICO”), the UK regulator for data protection issues, if You believe that Your rights have been infringed. Please see www.ico.gov.uk for further details. However, we would appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

1. Changes to the Privacy Policy

This Data Protection Policy will be subject to updates.

The Controller therefore invites Users who wish to know how their Personal Data is processed to periodically visit this page.

2. Third-Party Links

This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy policy of every website you visit.

Last Update: May 2025

If you want to exercise your rights, please fill in the following request form with the necessary information (the required fields are marked with an asterisk (*)).
Personal Data collected through the following form will be used by Daikin in accordance with the Regulation (EU) 679/2016, only to process your request.