Privacy Notice

Privacy Notice

The Energy Agency is a registered charity established in 1999. We provide free and impartial advice to households, businesses and communities in south west Scotland on:

  • Energy efficiency
  • Renewable energy
  • Sustainable transport

The Energy Agency is a “data controller” and this document explains how we process your information.

We manage a number of schemes. Please read the scheme below that applies to you.

What information do we collect from you?

For all of the schemes we gather your personal information which may include name, address, telephone numbers, email address, date of birth, age, sex, employment status, tenure, benefits, income, savings bracket, bank details, fuel expenditure, fuel type, how you pay your energy bills, third party details, number of dependent children under 18, signature.

Please read below to find out what other information we may collect for each scheme.

Home Energy Efficiency Programmes for Scotland Area Based Schemes (HEEPS: ABS) & Scotland's Energy Efficiency Programme (SEEP)

  • Contact details: private landlord name, address, telephone number, email address
  • Special category data: health status, disability status
  • Property details: age, construction type, insulation, council tax band

Research and Evaluation Project

  • Other information: occupancy patterns, use of the home, heating patterns, comfort levels, ventilation, satisfaction with the home, temperature and relative humidity measurements, gas and electricity meter readings
  • Special category data – (South & East Ayrshire only): physical activities, long term health conditions, recent health service use, medication use, general changes in health, smoking

Dumfries& Galloway Home Energy Assistance Scheme

  • Contact details: landlord name, address, telephone number and email address
  • Property details: age, construction type, insulation, council tax band

Central Heating Assistance Programme (CHAP)

  • Property details: age, construction type

Sustainable Design & Construction CPD Programme

  • Personal details: name and email address

Why do we collect your personal information?

Home Energy Efficiency Programmes for Scotland Area Based Schemes (HEEPS: ABS)

  • To process your application for the East Ayrshire, South Ayrshire or Dumfries  & Galloway program
  • To arrange and conduct a survey             
  • To arrange and carry out your  installation
  • To secure maximum funding for you
  • To verify your eligibility for the program
  • For monitoring purposes
  • To administer loan if applicable
  • To gauge customer satisfaction
  • To recruit volunteers to take part in Research and Evaluation Project
  • To contact your landlord for permission to insulate your home  if you are a tenant

Scotland's Energy Efficiency Programme (SEEP)

  • To process your application for either the East Ayrshire or South Ayrshire program
  • To arrange and conduct a survey
  • To arrange your  installation
  • To verify your eligibility for the program
  • To secure maximum funding for you
  • To contact your landlord for permission to insulate your property  if you are a tenant
  • For monitoring purposes

Research and Evaluation Project

  • To assess the benefits of your installation as  part of the HEEPS ABS scheme
  • To arrange pre-install and post-install visits
  • To create a personal feedback report

Dumfries and Galloway Home Energy Assistance Scheme

  • To process  your application
  • To assess your eligibility
  • To arrange your installation
  • To refer you for  Income Maximisation if required
  • To refer you for fuel switching information if required
  • To refer you to other grant funded schemes
  • To contact your landlord for permission to insulate your home if you are a tenant

Central Heating Assistance Programme (CHAP)

  • To assess your eligibility
  • To process your application
  • To dispense grant funding

Sustainable Design & Construction CPD Programme

  • To inform you of monthly seminars
  • To send your attendance certificate annually

Who might we share your information with?

Home Energy Efficiency Programmes for Scotland Area Based Schemes (HEEPS: ABS)

  • Scottish Government
  • East & South Ayrshire Council and Dumfries & Galloway Council
  • Energy Saving Trust/Home Energy Scotland
  • Scottish Government
  • Insulation contractors
  • Surveying companies

Scotland's Energy Efficiency Programme (SEEP)

  • Bierce Technical Surveys
  • Anonymised data to Navetas Loop Monitors
  • East & South Ayrshire Council
  • Contractor
  • Energy Saving Trust
  • Scottish Government
  • Edinburgh University

Research and Evaluation Project

  • NHS Ayrshire & Arran (Public health)
  • South Ayrshire Council
  • East Ayrshire Council
  • South Lanarkshire Council
  • North Ayrshire Council (and appointed contractors)
  • Scottish Government
  • University of Strathclyde
  • *some data is shared anonymously

Dumfries& Galloway Home Energy Assistance Scheme

  • Dumfries and Galloway Council
  • Home Energy Scotland
  • Contractors
  • Lemon Aid
  • Financial Inclusion & Assessment Team
  • Utility Companies
  • NHS Dumfries & Galloway

What is the legal basis for using your information?

If we process your information based on your ‘Consent’, you have the right to withdraw your consent at any time. Withdrawing your consent may mean that we cannot provide a service to you.

For the Home Energy Efficiency Programmes for Scotland Area Based Schemes (HEEPS: ABS) we process your information based on ‘Contract’.  You will enter into a contract with the Energy Agency in terms of which the Energy Agency will employ and manage a contractor on your behalf. Either party can withdraw from the contract with one months’ written notice.

If you apply for an Energy Agency loan for HEEPS: ABS we process your information based on ‘Contract’. This agreement is between the Energy Agency (lender) and householder (borrower). The agreement is a standard Fixed Sum Loan Agreement regulated by the Consumer Credit Act 1974. You have the right to withdraw under the terms of the above Act.

What do we do with your information? 

We take information security seriously and regularly review the systems, policies and procedures we have in place to protect your information and ensure these are implemented.

We will not process your information without your consent. If your data includes “special category data” we will not process this without your explicit consent.

Where we pass information on to a third party, we ensure that this is passed securely and that they have adequate security measures in place to store your data.

We do not share your information with any third parties for marketing purposes.

How long do we keep hold of your information?

We will keep your information for:

Schemes – 7 years

Monitoring - 1 year

Financial - 7 years

Your rights

You have the right to request a copy of the personal information we hold about you. A request can be made verbally or in writing to Liz Marquis, Director, Energy Agency, Watson Peat Building, Auchincruive, Ayr, KA6 5HW

Proof of identity must be established before we supply a copy of your personal information. We will respond to your request within one calendar month of receiving it. 

If you are asking about information relating to another person, a relative for example, we need to be sure you have the authority to act on that person’s behalf. Normally this can be done through evidence of a ‘Power of Attorney’ or similar document.

You also have the right to ask us to rectify, erase, restrict, object or withdraw your consent to processing the personal information we hold about you. You can also ask us to provide data in a suitable format to transfer to another organisation – portability. If applicable, we will comply within one calendar month.

If you would like to make a complaint contact:

Information Commissioner's Office
45 Melville Street
Edinburgh, EH3 7HL
Tel: 0303 123 1115   
www.ico.org.uk

Cookies

Cookies are text files placed on your computer to collect standard internet information and visitor behaviour information. This information is used to track visits to our website.

For further information visit www.aboutcookies.org or www.allaboutcookies.org

Other websites

Our website contains link to other websites. This Privacy Notice only applies to this website so when you link to other websites you should read their own Privacy Notices.

Changes to our Privacy Notice

We regularly review our Privacy Notice to ensure it is up-to-date.  This Notice was last updated on 25th May 2018.