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ECOCS

Enhance Your Property's Value, Age and Energy Efficiency

+44 1144900048 | info@ecocs.co.uk

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Privacy Policy

Last Updated: 14 September 2026

SECTION 1: WHO WE ARE & CONTACT DETAILS

Eco Compliance and Solutions Limited (ECOCS) is the data controller for your personal information.

Registered Address: 699 Staniforth Road, Sheffield, S9 4RE
Email: info@ecocs.co.uk
Phone: +44 1144900048

SECTION 2: WHAT INFORMATION WE COLLECT

We collect personal data through:

  • Online enquiry forms (homepage, services pages)
  • ECO4 eligibility form
  • Booking and consultation requests
  • Careers applications
  • Website tracking and analytics

Data types we collect:

  • Full name
  • Email address
  • Phone number
  • Residential address and postcode
  • Property information (type, fuel type, construction)
  • EPC data and energy efficiency information
  • Previous grant/funding history
  • Benefits information (for ECO4 eligibility assessment only)
  • Health-related benefits information (only if voluntarily provided for ECO4)
  • IP address and browsing behaviour (through website analytics)

SECTION 3: WHY WE COLLECT IT (Legal Basis)

We process your data based on one of these reasons:

A. CONTRACT (to provide services you request)

  • Name, contact details, property information
  • Used for: scheduling assessments, issuing certificates, sending reports
  • Legal basis: UK GDPR Article 6(1)(b)

B. LEGAL OBLIGATION (government and regulatory requirements)

  • EPC data (required for government certification)
  • Benefits information (ECO4 scheme eligibility verification)
  • Legal basis: UK GDPR Article 6(1)(c)

C. LEGITIMATE INTERESTS (running our business efficiently)

  • Website analytics to improve service quality
  • Email communication for follow-up enquiries
  • Legal basis: UK GDPR Article 6(1)(f)

D. CONSENT (for marketing only)

  • Email marketing communications
  • Telephone marketing calls
  • Legal basis: UK GDPR Article 6(1)(a)

SECTION 4: SPECIAL CATEGORY DATA (Health Information)

If you provide health-related benefits information through the ECO4 form, this is classified as “special category” data under UK GDPR.

We process this ONLY FOR:

  • Determining your eligibility for the ECO4 government scheme
  • Assessing your vulnerability status for heating assistance
  • Referring you to appropriate government support schemes

Legal basis for health data processing:

  • Article 10: Substantial public interest (supporting vulnerable households with energy efficiency)
  • Article 9(2)(b): Employment/social protection law (ECO4 is a government-supported scheme)

SECTION 5: HOW LONG WE KEEP YOUR DATA

  • Assessment and booking data: 3 years (UK accounting requirement)
  • ECO4 application data: 3 years (government scheme requirement)
  • Marketing consent records: Until you withdraw consent
  • Website analytics data: 26 months (Google Analytics default)
  • Email enquiry data: 2 years (business communication record)
  • Careers application data: 6 months (recruitment purposes)

After these periods, data is securely deleted or anonymised. If you request deletion earlier, we comply within 30 days (unless legal obligations require us to retain it).

SECTION 6: WHO WE SHARE YOUR DATA WITH

We only share your data with:

Essential Service Providers:

  • Elmhurst Energy (EPC certification body)
  • Stroma (EPC certification body)
  • Google (website hosting, analytics, and email services)
  • Address lookup service provider (for property verification)
  • CRM system provider (for enquiry management)

Where Applicable (only with your consent or if you request services):

  • Government bodies (for ECO4 scheme compliance and reporting)
  • Installer networks (only if you explicitly request installation services)
  • Insurance providers (for building assessment if required)

We do NOT:

  • Sell your personal data to third parties
  • Use your data for purposes other than those stated
  • Share with marketing companies without your consent

SECTION 7: DATA TRANSFERS OUTSIDE THE UK

If your data is transferred to EU/EEA countries, it remains protected under UK GDPR equivalency agreements.

If data is transferred to countries outside the UK/EU (e.g., United States):

  • Standard Contractual Clauses (SCCs) are in place to protect your data
  • Google Analytics uses data anonymisation
  • You can request details of specific transfers at any time

SECTION 8: YOUR RIGHTS

Under UK GDPR, you have the right to:

1. ACCESS

Request a copy of the personal data we hold about you

2. CORRECTION

Ask us to fix inaccurate or incomplete data

3. ERASURE (“Right to be Forgotten”)

Request deletion of your data
Exception: We may retain data if required by law (e.g., tax records)

4. RESTRICT PROCESSING

Limit how we use your data

5. PORTABILITY

Get your data in a portable format (e.g., CSV)

6. OBJECT

Opt out of marketing communications or processing

7. WITHDRAW CONSENT

For consent-based processing (e.g., marketing emails)

To exercise any of these rights, email: info@ecocs.co.uk with “Data Subject Request” in the subject line.

We will respond within 30 days (extendable to 90 days for complex requests).

SECTION 9: MARKETING & MARKETING CONSENT

When you submit an enquiry form:

  • We will contact you about your specific request (this is service-related, not marketing)
  • You can OPT IN to receive marketing emails by ticking the relevant box
  • You can OPT IN to receive marketing calls by ticking the relevant box

If you did NOT opt in and receive marketing communications, please contact us immediately: info@ecocs.co.uk

Marketing emails include:

  • Updates about new ECOCS services
  • Information about government schemes (ECO4, etc.)
  • Energy efficiency tips and news
  • Special offers or promotions

You can withdraw marketing consent at any time by:

  • Clicking “Unsubscribe” in any marketing email
  • Emailing: info@ecocs.co.uk

SECTION 10: COOKIES & TRACKING TECHNOLOGIES

We use cookies and tracking pixels to:

  • Keep the website functioning (essential cookies)
  • Understand how visitors use our site (analytics)
  • Measure the performance of our ads (advertising pixels)

Types of Cookies:

ESSENTIAL COOKIES (Always active – no consent needed):

  • Names: wordpress_logged_in, wordpress_sec
  • Purpose: Keep you logged in to your account
  • Expires: Session (when you close the browser)

ANALYTICS COOKIES (Requires your consent):

  • Names: _ga, _gid (Google Analytics)
  • Purpose: Understand visitor behaviour, page views, bounce rates, user journeys
  • Provider: Google LLC (US)
  • Expires: 26 months
  • Data transfer: US (with Standard Contractual Clauses)

ADVERTISING/MARKETING COOKIES (Requires your consent):

  • Names: _fbp (Facebook Pixel)
  • Purpose: Track conversions from Facebook ads, retarget ads to you
  • Provider: Meta Platforms Inc (US)
  • Expires: 90 days
  • Data transfer: US

YOUR CHOICES:

  • Accept all cookies
  • Reject non-essential cookies (coming soon via cookie banner)
  • Customize which cookies you allow
  • Withdraw consent at any time
  • Disable cookies in your browser settings

Note: Disabling essential cookies may affect website functionality.

SECTION 11: DATA SECURITY

We protect your personal data with:

  • HTTPS/SSL encryption (secures data in transit)
  • Secure form submissions
  • Access controls (password-protected admin login)
  • Regular automated backups
  • Password-protected servers

However, no system is 100% guaranteed secure. If we become aware of a data breach, we will:

  1. Notify you within 72 hours
  2. Explain what happened
  3. Describe steps we’re taking to prevent future breaches
  4. Provide guidance on protecting yourself

SECTION 12: CHILDREN’S DATA

We do not knowingly collect personal data from children under 13.

If we become aware that we’ve collected data from a child under 13, we will delete it immediately and notify the parent/guardian.

For children aged 13-18: Parents/guardians should supervise their child’s submission of data through our forms.

SECTION 13: DATA PROTECTION IMPACT ASSESSMENT (DPIA)

We conduct Data Protection Impact Assessments for high-risk processing, including:

  • Health-related benefits data collection
  • Large-scale data processing
  • Automated decision-making

If you’d like details about our DPIA, contact: info@ecocs.co.uk

SECTION 14: COMPLAINTS & CONTACT

If you believe we’ve mishandled your data:

STEP 1: Contact us

Email: info@ecocs.co.uk
Phone: +44 1144900048
Address: 699 Staniforth Road, Sheffield, S9 4RE

STEP 2: File a complaint with the ICO (Information Commissioner’s Office)

Website: www.ico.org.uk
Phone: 0303 123 1113
Email: casework@ico.org.uk

SECTION 15: POLICY UPDATES

We may update this Privacy Policy to reflect:

  • Changes in our data processing practices
  • New legal requirements
  • Improvements to transparency

Changes will be posted on this page with an updated “Last Updated” date.

Significant changes will be communicated via email (if you’ve subscribed to updates).

Last Updated: 14 September 2026
Next Review: 14 September 2027