Data controller (“the Company”): Energy Grants UK and group companies.
As a customer or potential customer The Company collects and processes personal information, or personal data, relating to you. This personal information may be held by the Company on paper or in electronic format.
The Company is committed to being transparent about how it handles your personal information, in protecting the privacy and security of your personal information and in meeting its data protection obligations under the General Data Protection Regulation (“GDPR”) and the Data Protection Act 2018. The purpose of this privacy notice is to make you aware of how and why we will collect and use your personal information.
The Company has appointed a data compliance manager to oversee compliance with this privacy notice. If you have any questions about this privacy notice or about how we handle your personal information, please contact info@energygrants.org.uk
Under the GDPR, there are six data protection principles that the Company must comply with. These provide that the personal information we hold about you must be:
The Company is responsible for and must be able to demonstrate compliance with, these principles. This is called accountability.
Personal information is any information about an individual from which that person can be directly or indirectly identified. It doesn’t include anonymised data, i.e. where all identifying particulars have been removed.
The Company collects, uses and processes a range of personal information about you. This includes (as applicable):
The Company may also collect, use and process the following special categories of your personal information (as applicable):
The Company may collect personal information about you in a variety of ways. It is collected during the application process, either directly from you or from a third party such as a Local authority.
We may also collect additional personal information throughout the period of our provision of services and works.
Your personal information will be stored in secure paper and electronic formats.
We will only use your personal information when the law allows us to. These are known as the legal bases for processing. We will use your personal information in one or more of the following circumstances:
We may also occasionally use your personal information where we need to protect your vital interests (or someone else’s vital interests).
We need all the types of personal information listed under “What types of personal information do we collect about you?” primarily to enable us to perform our service to you and to enable us to comply with our legal obligations.
Please note that we may process your personal information without your consent, in compliance with these rules, where this is required or permitted by law.
If you fail to provide certain personal information when requested or required, we may not be able to perform the contract we have entered into with you, or we may be prevented from complying with our legal obligations. You may also be unable to exercise your statutory or contractual rights.
We will only use your personal information for the purposes for which we collected it. If we need to use your personal information for a purpose other than that, for which it was collected, we will provide you, prior to that further processing, with information about the new purpose, we will explain the legal basis which allows us to process your personal information for the new purpose and we will provide you with any relevant further information. We may also issue a new privacy notice to you.
Your personal information may be shared internally within the Company such as managers in the department and IT staff if access to your personal information is necessary for the performance of their roles.
The Company may also share your personal information with third-party service providers (and their designated agents), including:
We may also need to share your personal information with a regulator or to otherwise comply with the law.
If you make an enquiry, the enquiry team will call you and if you are eligible and consent to be transferred to the installation company with your permission they will contact you.
The Company has put in place measures to protect the security of your personal information. It has internal policies, procedures and controls in place to try and prevent your personal information from being accidentally lost or destroyed, altered, disclosed or used or accessed in an unauthorised way. In addition, we limit access to your personal information to those employees, workers, agents, contractors and other third parties who have a business need to know in order to perform their job duties and responsibilities. You can obtain further information about these measures from our data compliance manager.
Where your personal information is shared with third-party service providers, we require all third parties to take appropriate technical and organisational security measures to protect your personal information and to treat it subject to a duty of confidentiality and in accordance with data protection law. We only allow them to process your personal information for specified purposes and in accordance with our written instructions and we do not allow them to use your personal information for their own purposes.
The Company also has in place procedures to deal with a suspected data security breach and we will notify the Information Commissioner’s Office (or any other applicable supervisory authority or regulator) and you of a suspected breach where we are legally required to do so.
The Company will only retain your personal information for as long as is necessary to fulfil the purposes for which it was collected and processed, including for the purposes of satisfying any legal, tax, health and safety, reporting or accounting requirements.
The Company will generally hold your personal information for the duration of our services to you plus 6 years. However, this is subject to: (a) any minimum statutory or other legal, tax, health and safety, reporting or accounting requirements for particular data or records, and (b) the retention of some types of personal information for up to six years to protect against legal risk, e.g. if they could be relevant to a possible legal claim in a County Court or High Court.
Personal information which is no longer to be retained will be securely and effectively destroyed or permanently erased from our IT systems and we will also require third parties to destroy or erase such personal information where applicable.
In some circumstances, we may anonymise your personal information so that it no longer permits your identification. In this case, we may retain such information for a longer period.
It is important that the personal information we hold about you is accurate and up to date. Please keep us informed if your personal information changes. The Company cannot be held responsible for any errors in your personal information in this regard unless you have notified the Company of the relevant change.
As a data subject, you have a number of statutory rights. Subject to certain conditions, and in certain circumstances, you have the right to:
If you wish to exercise any of these rights, please contact our data compliance manager. We may need to request specific information from you in order to verify your identity and check your right to access the personal information or to exercise any of your other rights.
This is a security measure to ensure that your personal information is not disclosed to any person who has no right to receive it.
In the limited circumstances where you have provided your consent to the processing of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. This will not, however, affect the lawfulness of processing based on your consent before its withdrawal. If you wish to withdraw your consent, please contact our data compliance manager. Once we have received notification that you have withdrawn your consent, we will no longer process your personal information for the purpose you originally agreed to, unless we have another legal basis for processing.
If you believe that the Company has not complied with your data protection rights, you have the right to make a complaint to the Information Commissioner’s Office (ICO) at any time. The ICO is the UK supervisory authority for data protection issues.
Transferring personal information outside the European Economic Area
The Company will not transfer your personal information to countries outside the European Economic Area.
Automated decision making occurs when an electronic system uses your personal information to make a decision without human intervention.
The Company reserves the right to update or amend this privacy policy at any time, including where the Company intends to further process your personal information for a purpose other than that for which the personal information was collected or where we intend to process new types of personal information. We will update this privacy policy when we make significant updates or amendments.
We may also notify you about the processing of your personal information in other ways.
If you have any questions about this privacy policy or how we handle your personal information, please contact our data protection officer at info@energygrants.org.uk
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