Heatpumps Specialists Ltd ("we", "us", "our") operates this website and provides heat pump surveys and installation services. We are the "data controller" for the personal information described below. This policy explains what we collect, why, and the rights you have under UK data protection law (UK GDPR and the Data Protection Act 2018).
1. Who we are & how to contact us
- Registered company name: Heatpumps Specialists Ltd
- Registered address: 32 Wickham Road, Grays, Essex, RM16 4TU
- Companies House number: 15547644
- ICO registration number: ZC229461
- Contact for privacy questions: info@heatps.ltd · 01375 405169
2. The information we collect
Depending on how you use the site, we may collect:
- Details you enter into our cost-estimate tool: your house number and postcode. These are used to look up the Energy Performance Certificate (EPC) for that property so we can return an indicative heat pump size and cost.
- Contact and enquiry details: your name, email address, phone number, property address, property type and age, preferred contact time, and anything you tell us in a message or on a call.
- Technical data: information your browser sends automatically, such as IP address, device and browser type, and how you use the site (see Cookies below).
We do not knowingly collect special category data (such as health information), and you should not send it to us through these forms.
3. How we use your information, and our lawful basis
- To produce your cost estimate and respond to your enquiry: lawful basis: taking steps at your request before entering into a contract, and our legitimate interest in responding to enquiries.
- To arrange and carry out a heat loss survey or installation: lawful basis: performance of a contract with you.
- To send you follow-up emails about sizing and installing a heat pump: lawful basis: your consent, which you can withdraw at any time using the unsubscribe link in every email.
- To meet legal and regulatory duties (for example MCS, Boiler Upgrade Scheme and tax record-keeping), lawful basis: compliance with a legal obligation.
- To keep the website secure and working: lawful basis: our legitimate interest in running the site safely.
4. EPC data
Energy Performance Certificate data is published information held on official EPC registers. When you ask for an estimate, we look up the certificate for the address you enter so we can size a system and give an indicative cost. We use it only to prepare your estimate and to advise you on a heat pump for that property.
5. Who we share it with
We do not sell your personal information. We share it only with:
- Service providers who help us run the business: for example our estimate-tool provider (Spruce), our email software, and IT hosting. They act on our instructions under a contract.
- Scheme administrators and certification bodies where required to register your installation or grant (for example the Boiler Upgrade Scheme administrator and MCS).
- Authorities or advisers where we are legally required to, or to protect our legal rights.
The third-party services that may process your data on our behalf are: Spruce (our instant cost-estimate tool, which uses your postcode/address to look up EPC data), our email provider (used to receive enquiries and send you your estimate and follow-ups), and Google Analytics (anonymous, aggregated website-usage statistics, only where you have accepted analytics cookies). Each acts under our instructions and only for the purposes described here.
6. Cookies & analytics
The site uses two kinds of cookies. Strictly necessary cookies make the site work and remember your cookie choice, these are always on and need no consent. Analytics cookies (Google Analytics) help us understand, in aggregate and anonymously, how the site is used so we can improve it, these are only set if you accept them on the cookie banner shown on your first visit. You can change your mind at any time by clearing your cookies, and declining analytics does not affect how the site works for you.
7. How long we keep it
We keep enquiry and estimate data for 6 months after your last contact with us, and customer and installation records for as long as we are legally required to (for warranty, scheme and tax purposes). After that we securely delete or anonymise it.
8. Keeping it safe
We use appropriate technical and organisational measures to protect your information against loss, misuse and unauthorised access. No online transmission is ever completely secure, but we take reasonable steps to reduce the risk.
9. Your rights
Under UK data protection law you have the right to access your data; to have inaccurate data corrected; to have it erased; to restrict or object to how we use it; to data portability; and to withdraw consent at any time. To exercise any of these, email info@heatps.ltd. We will respond within one month.
If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113, though we would ask you to contact us first so we can put things right.
10. Changes to this policy
We may update this policy from time to time. The date at the top shows when it was last changed.