1. Who We Are
The data controller responsible for your personal information is:
- Registered name: Renewable ES Limited
- Trading name: Renewable Energy Service
- Company number: 17160782
- Registered office: 128 City Road, London, EC1V 2NX, United Kingdom
- Email: [email protected]
- Websites: renewableenergyservice.co.uk · renewableenergyserviceltd.co.uk · renewableenergyserviceltd.com
As the data controller, we decide how and why your personal data is processed. If you have any questions about this policy please contact us using the details above or in Section 12.
2. Data We Collect
Information you provide directly
When you submit a quote request, use our solar savings calculator, or contact us, we may collect:
| Data item | Why we collect it |
|---|---|
| First and last name | To identify your enquiry and address you correctly |
| Email address | To send your quote and respond to your enquiry |
| Phone number | To discuss your project requirements |
| Postcode | To confirm service coverage and assign a local engineer |
| Property type | To tailor system design and pricing appropriately |
| Services of interest | To produce a relevant, accurate proposal |
| Project description (optional) | To understand your needs before the survey visit |
Information collected automatically
When you visit our website we may automatically collect:
- IP address and approximate geographic location (country / region)
- Browser type, version, and language
- Pages visited, time on site, and navigation path
- Referring website or search query
- Device type and operating system
This data is collected via cookies and analytics tools. See Section 5 (Cookies) for full details.
Information from third parties
We do not purchase personal data from third-party data brokers. Where you are referred to us by a partner installer or trade body, we handle any data they share in accordance with this policy.
3. How We Use Your Data
- Responding to your enquiry — to review your requirements and contact you with a proposal within 48 hours
- Booking and conducting site surveys — to arrange a free, no-obligation survey at your property
- Delivering installation services — to carry out and administer your installation, including MCS certification and warranty registration
- After-care and customer support — to respond to queries, warranty claims, and service requests after installation
- Service communications — appointment confirmations, completion certificates, MCS documentation, and maintenance reminders
- Improving our website and services — using anonymised analytics to understand how our site is used
- Legal and regulatory compliance — MCS scheme records, NICEIC certification, OZEV grant administration, and HMRC obligations
- Marketing communications — only where you have separately opted in; you may withdraw consent at any time
Sell your personal data to third parties, use it for fully automated decision-making with significant effects, or share it with other businesses for their own marketing purposes without your explicit consent.
4. Legal Basis for Processing
UK GDPR requires us to hold a valid legal basis for each processing activity:
| Processing activity | Legal basis (UK GDPR Article 6) |
|---|---|
| Responding to a quote request or enquiry | Legitimate interests (Art. 6(1)(f)) — responding to an enquiry you voluntarily submitted |
| Carrying out an installation and project administration | Contract performance (Art. 6(1)(b)) — necessary to perform the contract or take pre-contractual steps |
| MCS certification, NICEIC records, OZEV grant administration | Legal obligation (Art. 6(1)(c)) — required by scheme rules and UK electrical safety legislation |
| Sending marketing emails or SMS | Consent (Art. 6(1)(a)) — only where you have opted in; may be withdrawn at any time |
| Website analytics cookies | Consent (PECR / Art. 6(1)(a)) — obtained via cookie preference centre before non-essential cookies are set |
Where we rely on legitimate interests, we have carried out a balancing test confirming our interests do not override your rights. You may request details of that assessment by contacting us.
5. Cookies
Our website uses cookies — small text files stored on your device — to help the site function and to understand how it is used:
| Category | Purpose | Consent required? |
|---|---|---|
| Strictly necessary | Essential site functions (e.g. form submission, session security) | No — exempt under PECR |
| Analytics / performance | Understand how visitors use the site (e.g. Google Analytics) | Yes |
| Functional | Remember preferences (e.g. calculator inputs) | Yes |
| Marketing / targeting | Track activity to show relevant adverts on other platforms | Yes |
When you first visit our website you will be shown a cookie preference banner where you can accept all, reject non-essential, or customise by category. You may update preferences at any time via the cookie settings link in the footer.
For guidance on managing cookies in your browser, visit aboutcookies.org.
6. Sharing Your Data
We do not sell your personal data. We may share it with the following categories of recipient:
- MCS-certified subcontract engineers — receive only the information needed to complete your installation; bound by contract to UK GDPR standards
- MCS (Microgeneration Certification Scheme) — installation details registered as required for scheme compliance and Smart Export Guarantee (SEG) eligibility
- NICEIC — electrical certification records submitted as required by our approved contractor status
- OZEV (Office for Zero Emission Vehicles) — grant application data shared as required to process EV chargepoint grants on your behalf
- Finance providers — where you apply for 0% finance, necessary details are passed to our regulated lending partner; their own privacy policy will also apply
- IT and software providers — CRM, email, and cloud storage providers who process data strictly on our behalf under data processing agreements
- Professional advisors — accountants, insurers, and legal advisors, under strict confidentiality obligations
- Law enforcement or regulators — where required by law, court order, or to protect the rights and safety of others
7. How Long We Keep Your Data
| Data category | Retention period | Reason |
|---|---|---|
| Quote enquiry (no installation) | 12 months from last contact | To follow up and for business planning; deleted thereafter |
| Customer installation records | 10 years from installation date | MCS scheme requirements, warranty administration, and potential defects liability |
| Electrical certification records | 10 years | NICEIC obligations and Building Regulations compliance |
| Financial / invoice records | 7 years | HMRC and Companies Act requirements |
| Marketing consent records | Until withdrawn, plus 3 years | Proof of consent under UK GDPR |
| Website analytics data | 26 months | Trend analysis; anonymised after 26 months |
When data is no longer required it is securely deleted or anonymised so it can no longer be associated with you.
8. Your Rights
Under UK GDPR you have the following rights regarding your personal data:
Right of access
Request a copy of the personal data we hold about you (a subject access request).
Right to rectification
Ask us to correct inaccurate or incomplete data without undue delay.
Right to erasure
Ask us to delete your data where there is no compelling reason for us to keep it.
Right to restrict processing
Ask us to pause processing your data in certain circumstances.
Right to data portability
Receive your data in a structured, machine-readable format and transfer it elsewhere.
Right to object
Object to processing based on legitimate interests or for direct marketing.
Withdraw consent
Where we rely on consent, withdraw it at any time without affecting prior processing.
Automated decisions
Not to be subject to solely automated decisions that significantly affect you.
To exercise any right, contact us at [email protected]. We will respond within one calendar month at no charge.
Note on erasure: We may be unable to delete certain data where we have a legal obligation to retain it (e.g. MCS certification and financial records). We will explain any limitations when responding to your request.
9. Security
We have implemented appropriate technical and organisational measures to protect your data, including:
- Encrypted data transmission (HTTPS / TLS) across all our websites
- Access controls limiting data access to those who need it
- Regular security reviews of our systems and third-party providers
- Staff awareness of data protection obligations
In the event of a personal data breach likely to result in risk to your rights and freedoms, we will notify the ICO within 72 hours and inform affected individuals where required.
10. Third-Party Links
Our website may contain links to third-party websites — for example, accreditation bodies (MCS, NICEIC, OZEV), finance partners, or product manufacturer sites. These have their own privacy policies and we are not responsible for their practices. We encourage you to review the privacy policy of any third-party site you visit.
11. Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we will update the "Last updated" date at the top of the page. For material changes that significantly affect how we use your personal data, we will take reasonable steps to notify you directly (for example, by email if you are a customer).
12. Contact & Complaints
For questions about this policy or to exercise your rights, please contact us:
- Email: [email protected]
- Post: Renewable ES Limited, 128 City Road, London, EC1V 2NX
If you are not satisfied with our response, or believe we are processing your data unlawfully, you have the right to lodge a complaint with the UK's supervisory authority:
Website: ico.org.uk
Helpline: 0303 123 1113
Post: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
We would always welcome the opportunity to resolve any concern directly before you contact the ICO, so please reach out to us in the first instance.