Privacy Policy

Last updated: 21 July 2026

Cooltower ("Cooltower", "we", "us") provides back-office software for air-conditioning installation businesses in the United Kingdom. This policy explains what personal data we process, why, and the choices you have. It covers, in particular, data we access through Google APIs when you connect a Google account or a Gmail mailbox to Cooltower.

Who we are

Cooltower is operated by Optima AI. If you have any questions about this policy or your data, contact us at hello@cooltower.ai.

Data we process

Account & sign-in data. When you sign in — including sign-in with Google — we receive your name, email address and profile identifier to create and secure your account.
Business data you enter. Leads, quotes, jobs, schedules, payments, workers and related records you create while using Cooltower.
Connected Gmail mailbox data. If you connect a brand mailbox via Google, we access that mailbox to (a) read incoming email so it can be shown in your Cooltower inbox and turned into leads and conversations, and (b) send email on your behalf from that mailbox when you reply. We access only what is needed for these features.

How we use your data

To operate the Cooltower service: routing client emails into your inbox, creating and updating leads, sending replies and confirmations, and running the scheduling, quoting and payment features you use.
To secure, maintain and support your account.
We do not sell your data, and we do not use your Gmail content for advertising or to train generalised AI models.

Google API Services — Limited Use

Cooltower's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We use Google user data only to provide and improve the features you enable in Cooltower, do not transfer it except as needed to provide those features (or for security or legal reasons), do not use it for advertising, and do not allow humans to read it except with your consent, for security, to comply with law, or where the data is aggregated and anonymised.

Storage, retention and security

Data is stored on secured infrastructure within the UK/EU and protected in transit and at rest; credentials such as Gmail tokens are encrypted. We retain your data for as long as your account is active and delete or anonymise it on request or after account closure, subject to any legal retention obligations.

Sharing

We share data only with service providers that help us run Cooltower (for example hosting and email delivery), under contracts that require them to protect it, and where required by law. We never sell personal data.

Your choices & rights

Disconnect a connected Gmail mailbox at any time from Cooltower's settings, or revoke Cooltower's access from your Google Account permissions.
Request access to, correction of, or deletion of your personal data by emailing hello@cooltower.ai.

Changes to this policy

We may update this policy from time to time. Material changes will be reflected here with a new "last updated" date.

Contact

Optima AI · Cooltower · hello@cooltower.ai