Privacy Policy

A LEGAL DISCLAIMER

This privacy and cookie policy sets out how WarmPro Group uses and protects any information that you provide when you use this website.

WarmPro Group is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, you can be assured that it will only be used in accordance with this privacy statement.

WarmPro may change this policy from time to time by updating this page. You should check this page periodically to ensure that you are happy with any changes.

What We Collect

We may collect the following information:

Name and contact details
Job title and organisation
Email address and telephone number
Property address and postcode
Information about your building or property (for retrofit assessments and project quotations)
Demographic information such as preferences and interests
Energy Performance Certificate (EPC) data (with your consent)
Information relevant to surveys, assessments, and project delivery
IP address and browser information
Information about your computer and browsing behaviour

What We Do With the Information We Gather

We require this information to understand your needs and provide you with better service, and in particular for the following reasons:

Internal record keeping - maintaining project records and client databases
Service delivery - delivering decarbonisation, retrofit, and construction services
Project management - coordinating assessments, installations, and quality assurance
Compliance reporting - sharing data with funding bodies, TrustMark, and government schemes as required for programme delivery
Improving our services - using feedback and data to enhance service quality
Communication - contacting you about projects, quotations, and service delivery
Market research - we may contact you by email, phone, or mail for feedback purposes
Website improvement - using analytics to improve website functionality and user experience
Legal obligations - meeting regulatory requirements under PAS 2030:2023, PAS 2038, TrustMark frameworks, and public sector contract obligations

Lawful Bases for Processing

WarmPro processes personal data under the following lawful bases as defined by UK GDPR:

Contract performance - processing necessary to deliver services you have requested
Legal obligation - compliance with TrustMark Data Warehouse requirements, funding scheme regulations, and building safety standards
Legitimate interests - managing business operations, quality assurance, and client relationships
Consent - where you have explicitly agreed to data processing for specific purposes

Data Sharing and Disclosure

We may share your personal information with third parties in the following circumstances:

Funding bodies and government schemes - sharing data required for ECO4, HUG2, WHLG, PSDS, and other public sector programmes
TrustMark and accreditation bodies - providing information required for compliance verification and quality assurance
Retrofit coordinators and technical partners - sharing project data necessary for PAS 2035 and PAS 2038 delivery
Subcontractors and suppliers - disclosing information necessary to complete contracted works
Legal requirements - when required to do so by law or regulatory authorities
Business operations - only to the extent necessary to run our business, fulfill contracts, and maintain service quality

We will not sell, distribute, or lease your personal information to third parties for marketing purposes unless we have your explicit permission.

Your Personal Information Rights

Under UK GDPR, you have the following rights regarding your personal information:

Right of access - you can request a copy of the personal information we hold about you
Right to rectification - you can request correction of inaccurate or incomplete information
Right to erasure - you can request deletion of your personal data in certain circumstances
Right to restrict processing - you can request we limit how we use your data
Right to data portability - you can request your data in a portable format
Right to object - you can object to processing based on legitimate interests
Right to withdraw consent - where processing is based on consent, you can withdraw it at any time

To exercise any of these rights, please contact us using the details provided on our Contact page.

Data Retention

We hold your personal information only for as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, and meet regulatory requirements. Project-related data is typically retained for:

Active projects - duration of project plus warranty period
Compliance records - as required by TrustMark, PAS frameworks, and funding scheme terms (typically 6-10 years)
Financial records - as required by HMRC and accounting regulations (minimum 6 years)
Legal obligations - as required by applicable legislation and regulatory frameworks

Data Security

We are committed to ensuring that your information is secure. All personal and project-related data is securely managed within encrypted systems. Data is stored within UK-based, ISO 27001-certified cloud environments, with access restricted to authorised personnel only.

To prevent unauthorised access or disclosure, we have implemented:

Encryption - all data transmitted via our website uses SSL encryption
Access controls - limited access to personal data on a need-to-know basis
Secure storage - UK-based cloud infrastructure meeting ISO 27001 standards
Staff training - mandatory data protection training for all personnel
Device security - secure device policies and incident response protocols
Regular audits - periodic security reviews and compliance assessments

How We Use Cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual, tailoring operations to your needs, likes, and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website to tailor it to user needs. We only use this information for statistical analysis purposes.

WarmPro does not use cookies for marketing purposes without your explicit consent, in accordance with the Privacy and Electronic Communications Regulations (PECR).

Types of Cookies We Use

Google Analytics
We use Google Analytics cookies to collect information about how visitors use our site. These cookies collect information in an anonymous form, including the number of visitors, where visitors came from, and the pages they visited. This helps us improve website performance and user experience.

Essential Website Cookies
These cookies are necessary for the website to function properly. They enable basic functions like page navigation, secure areas access, and form submissions.

Google Maps
On some pages, we embed interactive maps using Google Maps. These may set persistent cookies to provide map functionality.

YouTube
If you view an embedded video on our website, YouTube may set persistent cookies.

Managing Cookies

You can choose to accept or decline cookies through your browser settings. Most web browsers automatically accept cookies, but you can modify your browser settings to decline cookies if you prefer. Please note that declining cookies may prevent you from taking full advantage of the website.

You can manage your cookie preferences at any time through your browser settings or by using cookie management tools provided on our website.

Comments and User-Generated Content

When visitors leave comments or submit forms on our site, we collect the data shown in the submission forms, along with the visitor's IP address and browser user agent string to help with spam detection and security.

Embedded Content from Other Websites

Pages on this site may include embedded content (videos, images, articles) from other websites. Embedded content from other websites behaves as if the visitor has visited that other website directly.

These third-party websites may collect data about you, use cookies, embed additional tracking, and monitor your interaction with that embedded content, including tracking your interaction if you have an account and are logged in to that website.

Links to Other Websites

Our website may contain links to funding bodies, government schemes, accreditation organisations, and partner websites. Once you use these links to leave our site, please note that we do not have control over those other websites. We cannot be responsible for the protection and privacy of any information you provide whilst visiting such sites. You should exercise caution and review the privacy statement applicable to the website in question.

Complaints and Concerns

If you believe that any information we hold about you is incorrect or incomplete, please contact us as soon as possible. We will promptly correct any information found to be inaccurate.

If you are not satisfied with our response or believe we are processing your personal data not in accordance with legal requirements, you can complain to the Information Commissioner's Office (ICO) at www.ico.org.uk.

Contact Information

For any questions about this privacy and cookie policy, to exercise your data rights, or to raise concerns about data processing, please contact us through our Contact page or by using the contact details provided on this website.