Privacy Notice
Last updated: 12 August 2026
This notice explains how Dyfed IT Limited, trading as InTheCold, handles personal data for the InTheCold website, customer dashboard, wireless temperature monitoring services, alerts, support enquiries and WhatsApp conversations.
Who we are. InTheCold is a trading name of DYFED IT LIMITED, company number 13154708. Registered office: Llysarad, Heol Arad, Newcastle Emlyn, United Kingdom, SA38 9DB. Contact us at info@inthecold.co or 0330 055 0904.
Scope
This notice covers the public website, customer and dashboard accounts where provided, temperature-monitoring services, alerts, sales and support enquiries, email, telephone and WhatsApp conversations.
Personal data we collect
- Contact and business identity details, such as names, roles, employer or organisation, email addresses, telephone numbers and business addresses.
- Account and authentication details where applicable, including login email address, password hashes, role, customer, site and permission associations.
- Customer, site, device and gateway associations used to deliver monitoring and reporting.
- Temperature, humidity, battery, signal and alert records where those records are linked to an identifiable user, contact, business or location.
- Support and WhatsApp data, such as telephone number, profile or display name, message content, attachments supplied by the user, timestamps, delivery or read status where available and conversation history.
- Website and contact-form submissions, including the content of enquiries.
- Technical and security data such as IP address, browser or device information, request logs, login/security events and diagnostic information.
Sources of data
We receive data from you, your employer or organisation, authorised users, configured gateways and devices, and communications providers such as email, telephone networks and WhatsApp.
Purposes and lawful bases
| Purpose | Lawful basis |
|---|---|
| Providing and administering contracted services, user accounts, sites, devices, gateways, reporting and support. | Contract and/or legitimate interests in providing a B2B service. |
| Monitoring temperatures and related readings, sending alerts and service communications. | Contract and legitimate interests in operating reliable monitoring services. |
| Security, fraud prevention, diagnostics, rate limiting, audit events and service reliability. | Legitimate interests in protecting the service, customers and infrastructure. |
| Legal, accounting, tax, regulatory and company records. | Legal obligation and legitimate interests. |
| Optional marketing and follow-up sales communications. | Consent where required, or legitimate interests where lawful in a B2B context, with an easy opt-out. |
| Non-essential cookies or analytics, if introduced later. | Consent where required. |
WhatsApp and Chatwoot
Messages sent to the InTheCold WhatsApp number, +44 330 055 0904, are intended to be processed through the WhatsApp Business Platform operated by Meta and delivered into InTheCold's self-hosted Chatwoot support system. Authorised InTheCold personnel can access and respond to those conversations.
WhatsApp and Meta process data under their own terms and privacy information. See WhatsApp's privacy information and Meta's Privacy Policy.
Please do not send passwords, one-time codes, payment-card data, medical information or other unnecessary sensitive information through WhatsApp.
Sharing and processors
We do not sell personal data. We use categories of suppliers and processors needed to operate the service, including hosting and infrastructure providers, MySQL and InfluxDB database infrastructure, email and voice/telephony providers for alerts, Meta/WhatsApp for WhatsApp messaging, self-hosted Chatwoot software for support conversations, monitoring/security tooling, professional advisers and authorities where legally required.
Where Chatwoot is used, it is self-hosted support software rather than the external host of the conversation database.
International transfers
Some providers, including Meta, may process personal data outside the UK. Where UK data-protection law requires safeguards for an international transfer, the relevant controller or processor is expected to use recognised safeguards. We do not claim that WhatsApp Business messages stay exclusively in the UK.
Retention
We keep personal data for as long as needed for the contract, support history, service operation, security, legal limitation periods, accounting and regulatory requirements. Monitoring records and alert histories are retained according to customer and service needs. Security logs and backups are retained for operational resilience and expire through normal backup and log rotation cycles. Anonymised data that no longer identifies a person may be retained for service analysis.
Security
We use reasonable technical and organisational safeguards, including access controls, role-based access, password hashing, authentication tokens, audit/security logging, service monitoring and operational controls. No internet-connected service can be guaranteed to be 100% secure.
Your rights
Depending on the circumstances, you may have rights to access, rectification, erasure, restriction, objection, portability and withdrawal of consent. To exercise a right, email info@inthecold.co. We may need to verify your identity and authority, especially for requests made on behalf of an organisation.
Complaints
You can complain to us at info@inthecold.co. You can also complain to the UK Information Commissioner's Office at ico.org.uk/make-a-complaint.
Cookies and local storage
Our audit found no public-site analytics tags or non-essential cookie scripts in the current static InTheCold website. The customer dashboard uses browser localStorage for login/session tokens and user interface preferences, rather than analytics cookies. Essential server logs may still record technical information such as IP address and request details.
Children, changes and contact
The service is a B2B service and is not directed to children. We may update this notice when the website, service or legal requirements change. Material changes will be published on this page and, where appropriate, notified through normal customer channels.
Contact: DYFED IT LIMITED trading as InTheCold, Llysarad, Heol Arad, Newcastle Emlyn, United Kingdom, SA38 9DB, email info@inthecold.co.