Privacy Policy
This notice explains how Energy Design Limited uses personal information when you make an enquiry, engage us for engineering, consultancy or installation services, or use our ongoing support and remote monitoring services. It also covers information provided through our website.
Who we are
Energy Design Limited is responsible for deciding how your personal information is used for these purposes. We are registered with the Information Commissioner’s Office (ICO), registration reference ZB175419.
For privacy enquiries or to exercise your rights, email office@energy-design.co.uk or call 01227 314558.
Information we collect
When you make an enquiry, we collect the information you choose to provide. This may include:
- Your name, email address, telephone number and company name.
- Your project location or postcode, the service you need and your preferred timescale.
- Your enquiry, correspondence, photographs, video and supporting documents.
Our form identifies the information needed to submit an enquiry. Other fields and file uploads are optional. Please provide only information relevant to your project, and avoid uploading unnecessary personal information about yourself or other people.
When we carry out work or provide ongoing support, our records may also include installation details, equipment identifiers, commissioning and test results, service history and warranty information. We also keep records of customer system IP addresses and passwords where needed to provide technical support or system administration. Records of work, system issues or support may include photographs or video relevant to that purpose. Where remote monitoring is provided, we may receive system operating data, status information, alarms and fault notifications associated with your installation.
Why we use your information
We use your details to respond to your enquiry, understand your requirements, discuss a project, prepare a quotation and, where you engage us, arrange and provide our services. We keep customer and installation records to document work carried out, support warranties and provide technical support or agreed remote monitoring. We may also need relevant records to meet legal obligations or deal with queries, complaints and claims.
Our lawful basis is taking steps at your request before entering into a contract, or performing a contract, where you are the prospective customer or customer. For business contacts and other enquiries, we rely on our legitimate interests in responding to requests and managing business relationships. Where a law requires us to keep or use records, we rely on legal obligation.
Remote system monitoring
Where this forms part of the services we provide to you, we remotely monitor inverters, battery systems, uninterruptible power supplies (UPS), CCTV systems and certain other control systems. This gives us visibility of system status and allows us to receive alarms and fault notifications, helping us identify issues and provide technical support.
The information available depends on the equipment and monitoring platform. It may include equipment identifiers, operating status, performance data, alarms and fault logs linked to your installation. Monitoring access is used for the relevant support or monitoring purpose. We only access customer CCTV systems for system administration, fault finding, or in response to customer requests for camera images or video. Where we record information for these purposes, this may include photographs or video.
Service providers and sharing
Our website and enquiry form are provided by Squarespace. We use Google Workspace for business email and Dropbox and Google Drive for cloud storage of customer and project records. These providers process information to deliver their services.
Where needed for your enquiry, installation or ongoing services, we may share relevant customer, property and system information with:
- Distribution Network Operators (DNOs), for connection applications, approvals and notifications.
- Building Control, for required notifications and compliance.
- MCS and NAPIT, when producing and registering installation certificates and related compliance records.
- Manufacturers, to register equipment for warranty purposes, obtain technical support and connect system apps.
- Providers of insurance backed guarantees, to arrange and administer guarantees for relevant work.
- System app and monitoring providers, to set up, connect and monitor your installation.
- Suppliers and delivery companies, to arrange deliveries to your address.
- Energy suppliers and metering providers, to handle enquiries and arrange meter changes or related work.
- Providers of electrical design and performance estimate software, where customer address or installation details are needed to prepare designs, calculations or performance estimates.
- Relevant project partners, IT and cloud storage providers, and professional advisers, where needed to deliver or support our services.
We do not share customer information with sales or marketing companies.
We share information relevant to the purpose concerned. Disclosure to authorities may also be necessary where required by law.
If you choose to contact us through WhatsApp or visit Google reviews, those services also handle information under their own privacy notices.
Processing outside the UK
Our online service providers may process information outside the UK, including in the United States. Their data processing terms describe the international transfer protections that apply, including recognised adequacy arrangements and contractual safeguards where relevant. You can read Squarespace’s data processing terms and Google Workspace’s data processing terms, or contact us for information about safeguards relevant to your enquiry.
Keeping information secure
We hold customer information securely and use appropriate organisational and technical measures to protect it against unauthorised access, loss or misuse. Access is limited to those who need the information for the relevant work, support, warranty or administrative purpose.
How long information is kept
The retention period depends on the reason for holding the information. Relevant criteria include whether your enquiry or quotation remains active, whether it becomes a project, any continuing service or warranty requirements, legal record-keeping obligations and the need to resolve complaints or claims. Information should not be retained once it is no longer needed for those purposes.
Your data protection rights
Depending on the circumstances, you can ask for access to your personal information, correction of inaccurate information, erasure, restriction of its use or a portable copy. These rights are subject to the conditions and exceptions in data protection law.
You have the right to object to processing based on legitimate interests. Contact us using the details above to make a request or raise a concern.
Cookies and website services
Squarespace uses cookies and similar technologies in providing website services. Their purposes can include essential operation, security and website statistics, depending on the website settings. You can control or delete cookies through your browser settings; blocking essential cookies may affect how the website works. Information about Squarespace cookies is available in Squarespace’s cookie policy.
Questions and complaints
Please contact us first if you have a question or concern about your personal information. You can also complain to the ICO at ico.org.uk/make-a-complaint or on 0303 123 1113.