Privacy Policy

Privacy Policy — EPC Retro Plus Ltd

1. Introduction

This Privacy Policy explains how EPC Retro Plus Ltd (“we”, “us”, “our”) collects, uses, stores, and protects your personal information when you contact us, submit a property information form, request a quote, or book an appointment. We are committed to handling your data securely, lawfully, and transparently in accordance with UK GDPR and the Data Protection Act 2018.

2. Information We Collect

We collect personal information directly from you when you:

• Complete our Property Information Form

• Contact us by email, phone, SMS, or through our website

• Request a quote

• Book an appointment

• Receive an EPC or Retrofit Assessment

The information may include:

• Name

• Email address

• Phone number

• Property address

• Property details (e.g., type, number of bedrooms, heating system)

• Access instructions and appointment preferences

• Any additional notes you provide

• Booking details (date, time, service type)

3. How We Use Your Information

We use your information to:

• Respond to enquiries

• Provide quotes

• Arrange and manage appointments

• Deliver EPC and Retrofit Assessment services

• Contact you about your booking, including confirmations, updates, or changes

• Issue EPC certificates and reports

• Maintain internal records for service delivery and compliance

We only use your information for purposes directly related to your enquiry or appointment.

4. How Contact & Booking Details Are Used

Your contact details (name, email, phone number) and booking information are used to:

• Communicate with you about your appointment

• Confirm your chosen time slot

• Send reminders or updates

• Request additional information if needed

• Provide your EPC certificate or Retrofit report

• Manage scheduling within our booking system (Setmore)

We do not use your details for marketing unless you explicitly request or consent to it.

5. How We Store Your Information

Your information may be stored securely in:

• Our booking system (Setmore)

• Our property information system (Tally)

• Our email service (Outlook)

• Internal secure records used to produce EPCs and Retrofit Assessments

All systems we use are password‑protected and comply with UK GDPR requirements for secure data handling.

6. Sharing Your Information

We do not sell or share your personal information with third parties.

We may share limited information only when necessary to:

• Produce EPC certificates through accredited software

• Meet legal or regulatory obligations

• Respond to lawful requests (e.g., from government bodies)

We never share your details for marketing or unrelated purposes.

7. How Long We Keep Your Information

We retain your information only for as long as necessary to:

• Deliver your EPC or Retrofit Assessment

• Maintain required records for compliance and auditing

• Resolve any follow‑up queries

Typically, assessment records are kept for up to 15 years, in line with industry and regulatory standards.

8. Your Rights

Under UK GDPR, you have the right to:

• Access the personal data we hold about you

• Request corrections to inaccurate information

• Request deletion of your data (where legally permitted)

• Object to or restrict certain types of processing

• Request a copy of your data in a portable format

To exercise any of these rights, contact us using the details below.

9. Cookies & Website Tracking

Our website may use basic cookies or analytics tools to improve functionality and performance. These do not collect personal information unless you submit it voluntarily through a form.

10. Contact Us

If you have any questions about this Privacy Policy or how your data is handled, please contact:

EPC Retro Plus Ltd Email: Info@epcretroplus.co.uk Phone: +44(0)7883767433 Location: Nottingham, UK

11. Updates to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website with the updated revision date.