Privacy Policy

Please note: this policy is a template that must be completed and reviewed before the website goes live. Text in [PLACEHOLDER] brackets must be replaced.

Who we are

This website is operated by [PLACEHOLDER: registered business name], trading as Ecoficiency ("we", "us"). [PLACEHOLDER: company number and registered office address, or sole trader name and business address]. We are the data controller for personal information collected through this website.

You can contact us about your personal information at [PLACEHOLDER: privacy contact email].

Information we collect

When you submit our quote request or contact form, we collect:

• your name, email address and phone number;
• the service you are interested in, whether the project is domestic or commercial, property type, and postcode or location;
• your project description, estimated budget, preferred start date and contact preference, if provided;
• photographs or documents you choose to upload (JPG, PNG, WebP or PDF);
• a one-way hashed version of your IP address and your browser type, used to prevent spam and abuse.

Please do not include sensitive personal information, such as health details, in your message or uploads.

How we use your information

• To respond to your enquiry, prepare quotations and discuss your project (lawful basis: steps taken at your request before entering into a contract, and our legitimate interests in responding to enquiries).
• To keep records of enquiries and correspondence (lawful basis: legitimate interests, and legal obligations where applicable).
• To protect the website from spam and misuse (lawful basis: legitimate interests).

We do not sell your information or use it for marketing without your consent.

Uploaded photographs and documents

Files you upload are stored on our web server in a private area that is not publicly accessible. They are only viewed by authorised staff for the purpose of responding to your enquiry.

Who we share information with

We may share information with:

• our website hosting provider [PLACEHOLDER: hosting provider name], which stores the website and database;
• our email provider [PLACEHOLDER: email provider], which delivers enquiry notifications;
• subcontractors or specialists involved in pricing or carrying out your project, where necessary and with your knowledge;
• professional advisers or authorities where required by law.

How long we keep information

We keep enquiry records for [PLACEHOLDER: e.g. 24 months] after our last contact if no work goes ahead. If we carry out work for you, records are kept for [PLACEHOLDER: e.g. 6 years] for contractual, tax and legal purposes. Uploaded files are deleted with the enquiry record.

Your rights

Under UK data protection law you have the right to request access to, correction of, or deletion of your personal information; to object to or restrict processing; and to data portability where applicable. To make a request, contact us using the details above.

You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk.

Security

We use secure connections (HTTPS), access controls on our administration system and restricted storage for uploaded files to protect your information.

Cookies

See our Cookie Policy for information about cookies.

Changes to this policy

We may update this policy from time to time. The date at the top of the page shows when it was last updated.