Privacy policy

Policy effective from: 25/05/2018.

This page outlines our privacy practices in regard to the information we collect, how we use it, who we share it with and the steps we take to safeguard this information. We hope this will help you to make an informed decision about sharing personal information with us.

In summary:

  • We only ask for personal information needed to provide you our services.
  • We will only use this information in ways that you have authorised us to.
  • We will only share this information with other companies to provide you with services you have explicitly requested.
  • We will happily provide you with any information we have about you and make any changes you require — all you need to do is ask.
  • We may delete information that we hold about you if you do not access your account for an extended period.
  • We will collect anonymous statistical data unless you opt-out. This data will not be shared with anybody outside The heating oil club or the statistics collection company (for example, Google).
  • We store passwords and payment details with strong encryption. All off-site backups containing personal information are strongly encrypted.

By using this site you signify your acceptance of the terms as outlined below.

Collection of information

We only collect personally identifiable information (e.g. names, addresses, e-mail addresses) when voluntarily submitted by our members/visitors. If you contact us directly by e-mail or by making use of the “Contact Us” feature on our website we may retain a copy of that communication, although we are not obliged to do so. The information you supply will only ever be used to provide you with services you have requested (e.g. an oil delivery) or in direct correspondence with The heating oil club, unless you give us permission to use it in another manner, for example to add you to our newsletter mailing list. Under no circumstances will your information be used for any other purposes without your consent.

Certain anonymous statistical information is automatically collected about each visitor to our website, such as the date and time of the visit, the pages visited, and where the visitor came from. This information cannot be used to identify an individual and is only to help us understand and improve our website. It is not shared with anybody outside of The heating oil club or the statistics collection company (for example, Google). You may opt out of statistics collection by enabling your web browser’s “do not track” feature, if available.

Other than this anonymous statistical information and information voluntarily submitted by users, The heating oil club will not collect any information from external sources about members/visitors.

All data collected by The heating oil club is done so under UK law. All data is stored on servers administrated by The heating oil club, within the EU, in compliance with the EU Data Protection Directive and General Data Protection Regulation (GDPR).


Cookies may be used in the general functionality of this website and to help collect statistical usage information, however they do not store or provide access to any personally identifiable information. Note that, in common with most websites, if your browser is set to block cookies then you will not be able to complete the order process as you will not remain logged in.

Distribution of information

We may share your information with certain other companies or organisations as part of our normal business activities in order to provide you with services you have requested: for example, providing an oil supplier with details of your oil order, delivery address and payment details so that they may deliver your oil order; or providing a tank supplier with your address and contact details so that they may provide you with a quote you’ve requested. Outside of this we do not share your personal information with anyone else and we do not disclose or sell your personal information for marketing purposes.

In certain circumstances it may be necessary for us to share information with governmental agencies or other companies assisting us in fraud prevention or investigation. We may do so when:

  1. permitted or required by law; or
  2. trying to protect against or prevent actual or potential fraud or unauthorised transactions; or
  3. investigating fraud which has already taken place.

The information provided to these companies will not be used for marketing purposes. If we are required by law to share your information, we cannot guarantee to notify you that this has happened.

Data security

Our website has been designed with data security in mind and all passwords and payment details are transmitted using secured connections (TLS 1.0) and are strongly encrypted on the server (salted SHA-1 for passwords, 4096-bit RSA for payment details, other information is unencrypted). No-one outside of The heating oil club and our authorised suppliers is given access to your information and any payment details are not stored beyond completion of your current order.

All off-site backups of your data are strongly encrypted (4096-bit RSA) and are not shared with anybody outside of The heating oil club.

Keeping your information up-to-date

You have control over the information we hold about you which is visible to you whilst logged in to your membership account. We ask that you check the accuracy of this each time you place an order through the site and edit it to reflect any changes required to keep it up-to-date.

We reserve the right to periodically delete, without notice, any accounts which have not been accessed for more than two years to ensure that we are not holding outdated information. You will be able to create a new membership account should you subsequently require one.

View/Modify your information

If you wish to see or make any changes to the information we have about you please log in to your account, or feel free to contact us at:

If you wish to request that the data The heating oil club holds about you be deleted, in line with the EU Data Protection Directive and General Data Protection Regulation (GDPR), please also e-mail us on this address. Note that if you have already placed orders through the site we are obliged to retain details pertaining to these orders to comply with HMRC requirements for business records.

Subsequent policy changes

This privacy policy is subject to change at any time, however you will be suitably notified about any changes at least 14 days in advance and be given the option to opt-out.

Privacy contact information

If you have any questions, comments, or concerns about our privacy policy you can contact us at:

The Heating Oil Club Ltd is registered in England and Wales, Registration number: 05131807. Registered Office: Le Phare, High Street, Yelvertoft, Northampton. NN6 6LQ