Privacy policy

Effective date: 01/05/2026

This Privacy Policy explains how YAT Group Limited, trading as Arctic Line, collects, uses and protects your personal data when you use our website, make an enquiry, place a booking, hire equipment from us, contact us, or otherwise interact with us.

Arctic Line is a trading name of YAT Group Limited, a company registered in England and Wales.

• Company name: YAT Group Limited

• Trading name: Arctic Line

• Company number: 17241366

• Registered office: Flat 23 Plate House, 3 Burrells Wharf Square, London, England, E14 3TH

• Email: support@arcticline.co.uk

• Website: www.arcticline.co.uk

• VAT number: Not VAT Registered

For the purposes of UK data protection law, YAT Group Limited is the data controller responsible for your personal data.

1. Personal data we collect

We collect personal data that is necessary to operate our website, respond to enquiries, manage bookings, deliver and collect hired equipment, take payment, provide customer support, comply with legal obligations and protect our business.

Information you provide to us

We may collect the following information when you make an enquiry, complete a booking form, place an order, contact us, or use our services:

• your name;

• email address;

• phone number;

• billing address;

• delivery and collection address;

• company, school or organisation name, where relevant;

• booking dates and hire period;

• selected air conditioning unit or requested equipment;

• delivery, collection, access or parking instructions;

• information about the room, building or premises where the equipment will be used;

• messages, emails, support requests and other communications with us;

• photos, videos or descriptions you send us in relation to delivery, setup, faults, damage, missing items, complaints or disputes;

• payment status, invoice details and transaction references;

• marketing preferences, where applicable.

Please avoid sending us unnecessary sensitive information. For example, if you send us photos of equipment, try not to include people, private documents, children, medical information or unrelated personal details in the image.

Payment information

Payments may be processed by third-party payment providers such as PayPal.

We do not store your full card number or full payment card details on our own systems. Your payment provider may collect and process payment information in accordance with its own privacy policy.

Information collected automatically

When you use our website, we may automatically collect certain technical and usage information, including:

• IP address;

• browser type and version;

• device type;

• operating system;

• pages visited;

• time and date of visits;

• referring website or campaign source;

• approximate location based on IP address;

• cookie identifiers;

• website interaction and analytics data.

We use this information to operate, secure and improve our website, understand how visitors use it, measure marketing performance and troubleshoot technical issues.

Information from third parties

We may receive information about you from third parties where relevant to our services, including:

• payment processors;

• booking form providers;

• website and analytics providers;

• delivery, courier or collection partners;

• advertising platforms;

• professional advisers;

• debt recovery providers, where necessary;

• publicly available sources, where relevant to business customers or dispute resolution.

2. How we use your personal data

We use your personal data for the following purposes.

3. Service messages and marketing messages

We may send you service messages relating to your enquiry, booking, payment, delivery, collection, hire, fault report, safety issue, complaint or changes to our terms. These are not marketing messages.

We may send you marketing emails where you have signed up to receive them, or where we are otherwise legally allowed to do so. You can unsubscribe from marketing emails at any time by using the unsubscribe link in our emails or by contacting us at support@arcticline.co.uk.

We will not sell your personal data.

4. Cookies and similar technologies

Our website may use cookies and similar technologies.

We use essential cookies where necessary to operate our website, remember your cookie preferences, keep the site secure, process bookings or provide services you request.

With your consent, we may also use non-essential cookies, such as analytics and advertising cookies, to understand how visitors use our website, improve our services, measure advertising performance and show relevant ads.

You can accept, reject or manage non-essential cookies through our cookie banner or cookie settings, where available. You can also control cookies through your browser settings, although some website features may not work properly if cookies are disabled.

Cookie Policy: https://www.arcticline.co.uk/legal-pages/cookie-policy

Tools we may use include:

• Google Analytics

• Typeform

• Paypal

5. Who we share your personal data with

We may share your personal data where necessary with:

• payment processors;

• website, hosting and booking form providers;

• email, CRM and customer support providers;

• delivery drivers, couriers and collection partners;

• analytics and advertising providers, where permitted;

• accountants, bookkeepers, insurers, legal advisers and other professional advisers;

• debt recovery providers, where necessary;

• IT, security and fraud prevention providers;

• regulators, HMRC, law enforcement agencies, courts or other authorities where required by law or necessary to protect our rights;

• another organisation if we sell, transfer or restructure all or part of our business.

We require service providers to use your personal data only for the services they provide to us and to protect it appropriately.

6. International transfers

Some of our service providers may process personal data outside the UK.

Where this happens, we will take steps to ensure that appropriate safeguards are in place, such as UK adequacy regulations, approved contractual protections, or other safeguards required by data protection law.

7. How long we keep your personal data

We keep personal data only for as long as necessary for the purposes described in this policy.

Our typical retention periods are:

We may keep certain information for longer if required by law, if there is an ongoing dispute, if we need to recover equipment or unpaid sums, or if we need the information to establish, exercise or defend legal claims.

8. How we protect your personal data

We use appropriate technical and organisational measures to protect your personal data.

These may include:

• secure website connections using HTTPS/TLS;

• access controls;

• password-protected systems;

• supplier due diligence;

• restricted access to booking and payment records;

• secure payment processing through third-party payment providers;

• backups and operational security measures.

No online system can be guaranteed to be completely secure. If you believe your personal data has been compromised, please contact us at support@arcticline.co.uk.

9. Your data protection rights

Depending on the circumstances, you may have the following rights under data protection law:

• the right to access your personal data;

• the right to correct inaccurate or incomplete personal data;

• the right to request deletion of your personal data;

• the right to restrict how we use your personal data;

• the right to object to certain uses of your personal data;

• the right to data portability;

• the right to withdraw consent, where we rely on consent;

• the right to complain to the Information Commissioner’s Office.

Some rights only apply in certain circumstances. For example, we may need to keep certain booking, payment, accounting or dispute records even if you ask us to delete your data.

To exercise your rights, contact us at:

support@arcticline.co.uk

We may need to verify your identity before responding. We will respond as soon as possible and normally within one month. If your request is complex or you have made multiple requests, we may extend this period where permitted by law and will let you know.

10. Complaints

If you have concerns about how we handle your personal data, please contact us first so we can try to resolve the issue.

You can contact us at:

support@arcticline.co.uk

You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection matters.

ICO website: www.ico.org.uk
ICO phone: 0303 123 1113

11. Children’s privacy

Our website and hire services are not intended for children.

You must be at least 18 years old to make a booking or hire equipment from us.

We do not knowingly collect personal data from children. If we become aware that we have collected personal data from a child without appropriate consent, we will take steps to delete it where required.

12. Third-party websites and services

Our website may link to third-party websites, apps, payment providers, booking forms, delivery services or other external services.

We are not responsible for the privacy practices, content or security of third-party websites or services. You should review their privacy policies before providing personal data to them.

13. Changes to this Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, website, suppliers, legal obligations or business operations.

The latest version will be available on this page and will show the effective date at the top.

14. Contact us

For questions about this Privacy Policy or how we handle personal data, contact:

YAT Group Limited trading as Arctic Line
Email: support@arcticline.co.uk
Website: www.arcticline.co.uk
Registered office: Flat 23 Plate House, 3 Burrells Wharf Square, London, England, E14 3TH