Privacy Policy

Energy Manage (Community) CIC is committed to protecting and respecting your privacy.

We understand that your privacy and the security of your personal information are extremely important and as a company we are committed to protecting your privacy as a resident or provide your details for our services. It is important to us to respect your privacy in everything we do and ensure that you are always clear on how your personal information is used.

This Privacy Notice explains what personal information we collect, what we do with it, our lawful basis for processing and how we secure your information. We will also explain your rights in relation to the personal information we hold about you and how you can exercise your rights or register a complaint.

Energy Manage (Community) CIC is a registered Community Interest Company. Our registered company number is 14963539. If you have questions regarding your personal data or its use, please contact Energy Manage (Community) CIC.

Contact details:

Telephone: 07454 768 120

Email: info@energymanage.org.uk

Personal information we collect:

Website visitors

If you visit our website, we will collect information regarding to your IP address and location data. If you submit an enquiry through our website we will collect your name, contact details and information relating to the enquiry.

You are under no obligation to provide any information but if you do not, then it might be impossible for us to provide our services or products, and deliver our contract with you. In certain instances, we have a legal obligation to collect information. 

How we obtain and use personal information:

As a Community Interest Company providing energy advice and support, we are committed to protecting your privacy and ensuring transparency about how we collect and use your personal information.

We collect personal information directly from you when you engage with our services. This may happen through:

• In-person consultations or home visits
• Telephone conversations
• Online forms or surveys
• Email correspondence
• Referrals from partner organisations (with your consent)

The types of personal information we may collect include:

• Your name and contact details (address, phone number, email)
• Household information (number of occupants, energy usage, property type)
• Financial information relevant to eligibility for support schemes
• Health or vulnerability information (only when necessary to provide appropriate support and with your explicit consent)

We only collect information that is necessary to deliver our services effectively and to connect you with relevant energy-saving support, grants, or schemes. Your data is handled securely and in line with UK GDPR and Data Protection legislation. 

Lawful basis for processing personal information:

As a company we provide different services and our lawful basis for collecting and using the personal information described in this Privacy Notice will depend on the type of personal information and the specific context in which we collect and use it.

We will normally collect and process your personal information only when you have given your consent or when we are providing our services as part of our contractual and trust obligations. In some cases, the processing of your personal information may be based on our legitimate interest as a company but not when overridden by your data protection interests or fundamental rights and freedoms. 

What we do with the information:

We use personal information in the following ways as part of our operations:

Sharing of Information:

Please be assured that your details will not be used for marketing purposes. The information is treated as strictly confidential and is made available to appropriate personnel within Energy Manage (Community) CIC.

The information will only be used in connection with your application for assistance. 

However we may suggest that you approach other organisations for advice as they may be better able to meet your needs. 

Energy Manage (Community) CIC is able to refer you to them and the information you have given would also be passed to them provided that you have explicitly consented to this.

How we store your information:

As a Community Interest Company providing energy advice and support, we take the security and confidentiality of your personal information seriously.

All personal data we collect is stored securely in accordance with UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We use the following methods to store your information safely:

• Electronic Records: Client information is stored on secure, password-protected systems with restricted access, limited only to staff who need it to carry out their work. Our systems are regularly updated and protected by industry-standard security measures.
• Paper Records: If any personal information is collected or stored in paper format, it is kept in locked cabinets in secure offices with limited access. Paper records are minimised where possible and securely shredded when no longer needed.
• Cloud-Based Platforms: Where we use third-party services (such as secure cloud storage or case management systems), we ensure they are GDPR-compliant and meet strict data protection and security standards.

We only retain your personal information for as long as necessary to deliver our services or meet legal, contractual, or regulatory requirements. Once it is no longer needed, your information is securely deleted or destroyed.

Cookie Notice:

We use cookies on our website to enhance your browsing experience and to generally ensure the efficient running of the website. 

Cookies are small files normally consisting of letters and numbers which store information on the user’s device. They are used in numerous ways, such as to analyse visitor traffic to our website through Google Analytics and to help the website load faster. Some of the cookies on our website are classified as non-essential cookies which you can decline. 

Personal information we collect when you visit our website includes information about your device and IP address. 

Third party websites:

Our website contains links to other websites connected to Energy Manage (Community) CIC. Please read the privacy notifications on these websites for information on how your data will be processed.

Your data protection rights:

Under data protection law, you have individual rights pertaining to your personal information, including:

• Your right of access – You have the right to ask us for copies of your personal information we hold.
• Your right to rectification – You have the right to ask us to correct information you think is inaccurate or complete information you think is incomplete.
• Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances. We maintain a retention policy and will inform you if we are not able to delete your information immediately.
• Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.
• Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
• Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You do not need to pay a fee for exercising your rights. If you make a request, we are required to respond to you within one month unless there are reasons why it will take longer to collect the information you requested.

If that is the case, we will inform you. In some cases, we will require you to provide proof of your identity if we are unable to confirm your identity through other information we hold about you. This is required to ensure the security of the personal information we hold and to meet our legal obligations.

Please contact our office if you want to exercise any of your rights: info@energymanage.org.uk

How to complain and exercise your rights:

If you would like to exercise any of your rights or make us aware of a concern, please contact us: 

Post: Suite 300, Martinique House, Hampshire Road, Bordon, Hampshire GU35 OHJ

Email: info@energymanage.org.uk

If you are not satisfied with the response you receive, you can send your complaint to the United Kingdom’s Information Commissioner (ICO).

Information Commissioner’s Office: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Helpline number: 0303 123 1113. www.ico.org.uk

From time to time, we may update this notice due to changes to our processes or service providers.

Last updated: 7 October 2025