Privacy policy | Warmer Sussex

Privacy Notice

We keep our Privacy Notice under regular review to make sure it is up to date and accurate.

Issue date: 26th May 2020

We have updated the following sections:  'What type of information we have' and 'How we get personal information, why we have it and what we do with it'.  We have also updated our contact details.

 

About us

The Warmer Sussex website is owned and managed by RetrofitWorks Limited, who are the delivery partner behind Warmer Sussex.

Warmer Sussex is based at Freshmill, Delta House, Haywards Heath RH16 1UA.

Retrofitworks is based at our registered office at Block A, Unit 233, Riverside Business Park, Earlsfield, London SW18 4UQ. 

We are an Industrial & Provident Society. Our Registration Number is: 32147R

All enquiries regarding data protection matters should be directed to us

Email: warmersussex@retrofitworks.co.uk

Telephone: 0330 223 5755

We are registered with the Information Commissioner’s Office, registration number: ZA209530

This privacy notice tells you what to expect when RetrofitWorks collects personal information.  It is important that you read this privacy notice together with any other privacy notice we may give you when we are collecting or processing personal information about you.  In doing so you can be fully aware of how and why we are using your personal information.

 

What type of information we have

We collect personal data, including your contact details and data we need to provide the services you request.

When data about your property includes your address, this is also classed as personal data.

In the next section we detail the type of personal information we collect, why we collect it, how we used it and the legal basis for processing.  These are defined by the General Data Protection Regulation (GDPR) as it applies in the UK, tailored by the Data Protection Act 2018.

 

How we get personal information, why we have it and what we do with it.

What information do we have and how do we get it? Why do we have this information and how do we use it? GDPR basis for processing

Contact details

(e.g. name, address, email, telephone number).

We get these details from you if you supply them to us.

We hold this information so that we can get in touch with you and provide the service you request. Legitimate interests

Contact details

(e.g. name, address, email, telephone number).

We get these details from you if you supply them to us

If you have given your consent:

  • we can send you news
  • we can send you offers and promotions in the future, for services or products provided by RetrofitWorks, or by third parties via us.  We will never pass your contact details to other organisations for direct marketing.

You can withdraw your consent for us to contact you in these ways at any time.

Consent

Information about homes in the UK - where this includes an address it is classed as personal data.

We get this information from:

  • Energy Performance Certificate Data.  You can read more about this here
  • Ordnance Survey Data

We also try to improve this information by using data from nearby houses and visual surveys.

This lets us make recommendations to you about how to make your home produce less carbon dioxide emissions.

Information about homes in the UK is stored in software produced by Parity Projects.

Legitimate Interests

Communications - e.g. contact details, property, project and personal details.

When you have a survey appointment or work done, we collect information about your property and proejct, and my note other details that you give us (e.g. your availability).

So that we can make recommendation to you for works to your home and provide you with a service.

Some of this data will be collected by RetrofitWorks staff and processed by Retrofit Assessors and Retrofit Coordinators who are not directly employed but are members of the RetrofitWorks Cooperative.

If you request quotes or book works, only the necessary details are passed to Contractors who are members of the RetrofitWorks Cooperative.  This is to enable them to provide quotes and get in touch with you if needed.

Contract

Personal details about your health

When you book a survey appointment or have work done, you may choose to share information about your health (e.g. if you have specific communication needs)

So that we can provide a better service to you and accomodate any specific needs you may have.

With your explicit consent and only when necessary, this information will be passed to members of the RetrofitWorks Cooperative who need to communicate with you or visit your home.

Explicit consent

Contact details

(e.g. name, address, email, telephone number).

We get these detail indirectly from Parity Projects, only if you have given them consent to do so.

We provide the option to use the Warmer Sussex Plan Builder for free.  The Plan Builder is licensed by RetrofitWorks from Parity Projects.  You may use the free planing service and choose not to proceed to contact us for any paid services.  Or you may make an enquiry about services but not proceed.  In this case we may contact you:

  • for feedback on the online service used
  • to ask whether you would be happy to let us know how you used your plan
  • where relevant, to understand why you did not proceed with services.

This is so we can:

  • design better services for reducing carbon dioxide emissions from your home
  • help create statistics about the number of low carbon renovations that our online tools support

We would contact you a maximum of two times for the above purposes unless you consent to further contact.

Legitimate interests
Warmer Sussex Plan Builder account details, preferences and selection made when using the Plan Builder.

We use this information to provide and maintain your account and save preferences and plans so that you can return to them later.

We will use your prefences and selections to understand what works might interest you.

We may contact you to know whether the account is still needed, or update or verify details.

Legitimate interests
Information about a property that we get when you update 'home details' in the Warmer Sussex Plan Builder. When you update details about a property in the Warmer Sussex Plan Builder this is recorded within the account that you have set up, so that you can generate better recommendations.  Staff at Parity Projects can see this version of the property but the details you have added cannot be seen by someone else who looks up the same address. Legitimate interests
Your opinions about the service we have provided, that you tell us or provide as feedback. We use this to provide you with a good service and to make our services better in the future. Legitimate interests

Contact details (e.g. name, address, email, telephone number) and details of the service we have provided or offered to provide to you.

If you have given your consent, we will pass your contact details and details of the service we have provided or offered to provide you, to a research company (Winning Moves or CAG Consultants) who are evaluating Retrofitworks.  They will only contact you for the evaluation and you can decide not to take part in the evaluation when contacted. Consent

Information about your project if you have work done:

  • your address
  • type and capacity of energy efficiency measures installed into the property
  • date of when the measures where installed into the property
These details will be passed to the Department of Business, Energy and Industrial Strategy. (N.B. Your name will not be included). Legitimate interests

Information about your property collected when you have a survey appointment, or when you have work done.  This includes

  • your address,
  • type and capacity of energy efficiency measures currently installed into the property,
  • type and capacity of energy efficiency measures installed into the property when you have work done with Warmer Sussex.

NB this does not include your name or contact details

We hold information about your property in software produced by Parity Projects, called CROHM.  We update this information when we collect data during a survey and when you have work done.  We use this data to help us and others build a better picture of the energy efficiency of houses in the UK.

Information in CROHM is available to Parity Projects.  In the future it may be made available to government departments, universities or similar educational and research institutions. In some areas of the UK it may be made available to the local authority.  These organisations may pay for access to the data, where the updated information about your property would appear as part of the dataset of properties in an area.

This allows us to offer and improve data and software which helps government, local authorities and others to plan and promote energy efficiency and carbon emissions reduction from homes.

Legitimate interests
Your IP address and how you find and use our website. We get information through cookies/tags placed on our site and in online advertising.  For more information see our Cookies Policy. So that we can improve our website and Plan Builder, and learn what advertising is effecitve. Legitimate interests

 

Sharing your information

The legal bases for sharing your information are shown above. So that you can see clearly who we share your data with and why, the organisations are listed again here:

  • Winning Moves and/or CAG consultants if you Consent

  • Government, universities or other similar educational or research institutions and local authorities under Legitimate Interests

  • Parity Projects if you use the Plan Builder, under Legitimate Interests or if you have a Contract with us to deliver services to you.

  • RetrofitWorks Cooperative members if you have a Contract with us to deliver services to you

  • The Department of Business, Energy and Industrial Strategy under Legitimate Interest

 

How we store your information

Your information is securely stored in our systems which are located on our premises or those of carefully selected third parties.  All personal data is stored electronically in secure cloud-based systems which are located in the European Economic Area (EEA) or if outside the EEA, are covered by the EU-US Privacy Shield framework.

We keep your personal information for no longer than 3 years after our relationship with you has ceased. We will then dispose your information by deleting it from our database.

 

Your data protection rights

Under data protection law, you have rights including:

  • Your right to object to processing.  You have the the right to object to the processing of your personal data in certain circumstances.  You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

 

Please contact us at warmersussex@retrofitworks.co.uk or call 0330 223 5755 if you wish to make a request or withdraw consent at any time.

 

How to complain

If you have any questions or concerns about how we handle your personal data, please contact us

You can also complain to the ICO if you are unhappy with how we have used your data.The ICO’s address:
Information Commissioner’s Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113