KoolZone

Terms of Consent for Communications

Last updated: December 2025

These Terms of Consent (“Terms”) explain how you agree to receive communications from KoolZone, and any associated services (“we”, “us”, “our”) when you provide your contact details through our website, app, or any sign-up or onboarding process.

By submitting your email address, mobile number, WhatsApp number, or other contact information — and by affirmatively accepting the in-app Consent Pop-up — you confirm that you have read and agreed to these Terms.

1. Purpose of Communications

By opting in, you consent to receive transactional and operational communications, including:

System alerts and monitoring notifications
Account verification and security messages (including Two-Factor Authentication)
Service updates and administrative messages
Customer support communications
Billing-related messages
Product or service improvements relevant to your account

We do not send marketing messages to any channel unless you provide separate, explicit marketing consent.

2. Types of Communication Channels and Consent

By providing your information and accepting the in-app Consent Pop-up, you agree that we may contact you using one or more of the following channels. Consent for each channel is separate, and each channel must be individually entered and verified.

2.1 Email

Used for account updates, invoices, service information, system alerts, verification codes (2FA), and operational notifications.

2.2 SMS/Text Messages

Used for system alerts, 2FA, incident notifications, and transactional messages.

2.3 Phone Calls (including automated and pre-recorded calls)

Used for urgent alerts, verification calls, and operational notifications. By agreeing to these Terms, you consent to receive automated and pre-recorded calls.

2.4 WhatsApp Messages

Used for alerts, security messages, and operational notifications if you enable WhatsApp.

Standard carrier and data charges may apply for SMS, phone calls, and WhatsApp messages.

3. Frequency of Messages

Message frequency depends on system activity and your notification settings. Alerts may be frequent during abnormal readings or active incidents.

We send only necessary transactional, operational, and security messages.

4. Your Consent and Opt-In Flow

We use a dual opt-in and verification process, ensuring full compliance with communication regulations.

Step 1: Initial CTA Pop-Up (Mandatory Consent)

Users are invited to the platform. When they add their contact details and press Save, a mandatory Consent Pop-Up appears.

The pop-up states:

“By accepting this pop-up and enabling alerts, you agree to receive transactional alerts from KoolZone via the channels you set up (SMS, Email, Phone, and/or WhatsApp). Message frequency varies. Standard message and data rates may apply. Reply STOP to cancel. Contact support@koolzone.com for Help. For more information see www.koolzone.com/privacypolicy or www.koolzone.com/terms.”

Users must press Agree and Save to continue. Pressing “Cancel” stops the process.

We record:

User ID
Timestamp of acceptance
IP/device ID
Exact CTA wording displayed at the time of acceptance

Step 2: Channel Verification (Required for Each Contact Method)

After accepting the CTA, users must verify each contact method they enable.

For SMS, phone calls, or WhatsApp, they must:

Enter their number
Press Validate
Receive a one-time code
Enter that code into the platform

Only after successful verification do we begin sending notifications to that channel.

Verification ensures the user owns or controls that contact method.

Audit Trail and Compliance

We also record:

Timestamp of channel verification
Verified number or email
Channel type

Enrollment is per-number and per device/topic. Opt-in is not implied by account creation or purchase. No third-party lists are used.

4.1 Additional Consent Notes

By opting in, you confirm that:

You are the owner or authorised user of the contact method provided.
You consent to receive automated SMS, WhatsApp messages, and automated or pre-recorded phone calls.
Standard message/data rates may apply.

Consent applies only to the channels you explicitly enable and verify.

5. Opting Out

You may opt out at any time:

For SMS/Text Messages

Reply: STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, or QUIT. Reply HELP for support details.

For Phone Calls

Press 9 during a call to unsubscribe.

For WhatsApp

Send STOP to our WhatsApp account.

For Email

Click “unsubscribe” in any non-essential email.

In the Platform

Log into your account and remove or disable your contact methods.

Note: Opting out of essential channels may limit the functionality of your monitoring system.

6. Verification Codes and Security Messages

When registering a mobile number, WhatsApp number, or phone line, you will receive a verification code. This final step confirms your identity and ownership of the channel.

Notifications will not begin until verification is completed.

7. Data Use and Privacy

We store and process your contact details according to our Privacy Policy. We do not sell or share your data for marketing.

8. Service Providers

We use third-party providers (including Twilio, WhatsApp Business API, and email delivery services). These providers act only under our instructions and do not use your data independently.

9. Changes to These Terms

We may update these Terms from time to time. The latest version will be posted on this page.

Continued use of our services after updates indicates acceptance of the revised Terms.

10. Contact Us

If you have questions or wish to change your communication preferences:

Email: support@koolzone.com

Phone: +44 (0) 330 088 1136

Address: Watermans, Harpsden Way, Henley-on-Thames, RG9 1NX