Privacy Policy

1. INTRODUCTION

Eboracum Energy Studio Ltd (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, and protect your data in accordance with the UK GDPR and the Data Protection Act 2018.

For the purposes of UK data protection law, Eboracum Energy Studio Ltd is the data controller of your personal data.

2. WHAT PERSONAL DATA WE COLLECT

We may collect and process the following categories of personal data:

  • 2.1 Identity & Contact: Name, installation address, billing address, email, and telephone numbers.

  • 2.2 Technical & Property Data: Roof type, orientation, shading, electrical supply details, photographs, drone imagery, and structural survey data.

  • 2.3 System Performance Data: Where systems are connected to the internet, we may access generation and health data via manufacturer monitoring platforms. Data accessed via these platforms is limited to system operation, performance, and fault diagnostics.

  • 2.4 Financial Data: Quotations, invoices, and payment history. (We do not store full card details).

Note: We do not knowingly collect personal data relating to children.

3. How We Use Your Data (Lawful Basis)

We only process your data where we have a valid legal reason to do so. The table below outlines our purposes for processing and the associated lawful basis:

Providing quotations and site surveys

  • Lawful Basis: Contract / Legitimate Interest

System design and physical installation

  • Lawful Basis: Contract

Grid connection (DNO) applications

  • Lawful Basis: Legal Obligation / Contract

Certification (MCS) and building control

  • Lawful Basis: Legal Obligation

Warranty registration and aftercare

  • Lawful Basis: Contract

Billing, VAT accounting, and tax

  • Lawful Basis: Legal Obligation

4. SHARING YOUR DATA

We share your data only where necessary with:

  • Subcontractors: Trusted scaffolders, roofers, or electricians.

  • Regulatory Bodies: MCS, RECC/HIES, and local building control.

  • Grid Operators: Your Distribution Network Operator (DNO).

  • Manufacturers: For equipment warranty registrations.

  • Professional Advisers: Accountants and IT service providers.

5. DATA RETENTION

  • Project Records: Retained for 6–7 years following completion for tax and legal purposes.

  • Warranty Records: Retained for the duration of your system warranty.

  • Enquiries: Retained for 12 months if the project does not proceed.

6. INTERNATIONAL DATA TRANSFERS

Some of our service providers or equipment manufacturers may process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as UK adequacy regulations or standard contractual clauses, to protect your data.

7. YOUR DATA PROTECTION RIGHTS

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you.

  • Rectify any inaccurate or incomplete data.

  • Erasure ("Right to be forgotten") where data is no longer necessary.

  • Object to or restrict certain types of processing.

  • Data Portability: Request the transfer of your personal data to you or to a third party, where applicable.

  • Withdraw Consent at any time for marketing.

To exercise these rights, please contact: eboracum@energystudio.uk

8. DATA SECURITY

We implement robust technical and organisational measures, including encrypted cloud storage and restricted access controls. In the event of a significant data breach, we will notify you and the ICO as required by law.

9. COMPLAINTS

If you have concerns about how we handle your data, please contact us first. If unresolved, you have the right to complain to the Information Commissioner’s Office (ICO): www.ico.org.uk.

10. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time to reflect changes in law or our operations. The most current version will always be available on our website.