Privacy Policy

About the Energy Agency

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

  • Full Name
  • Address
  • Telephone numbers
  • Email addresses
  • Date of birth
  • Sex
  • Tenure
  • Third Party details
  • Landlord details
  • Signature (wet or electronic)
  • CCTV footage of installations for special adhoc projects on our work

In addition to the above, we may collect other personal information required for processing applications in accordance with a specific scheme.

Please refer to the tables in Annex A which detail the information we collect for each specific scheme, who we may share your data with, and why we share your data.

Consent

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

We will also use Legitimate Interest as our lawful basis where we are unable to collect consent directly form you (for instance any CCTV we put in to record installation of energy improvements works).

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
  • CCTV footage if captured will only be retained until converted into promotional material and will then be deleted

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 Managing Director, Energy Agency, 2 Forbes Drive, Heathfield Industrial Estate, Ayr, KA8 9FG

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 our website and operations 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. 

Annex A

Area Based Schemes  
The personal information we collect:Proof of benefits, proof of identity, number of household residents, number of residents under 18.
Special category data: health status, disability status.
Property details: age, construction type, insulation, council tax band, external photograph.
Fuel type, fuel expenditure, how you pay your energy bills.

Further information if you take part in our Research and Evaluation Project:
– 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 – SF-36 questionnaire responses, physical activities, long term health conditions, recent health service use, medication use, general changes in health, smoking.  
Why we collect it:To process your application
To arrange installations
To secure maximum funding for you
To verify your eligibility for the programme
For monitoring purposes
To gauge customer satisfaction
To recruit volunteers to take part in Research and Evaluation Project
To recruit volunteers to take part in a case study
To contact your landlord for permission to insulate your home if you are a tenant.

Research and Evaluation Project:
– To assess the benefits of your installation as part of the EES:ABS scheme
– To arrange pre-install and post-install research
– To create a personal feedback report
– To produce an evaluation report for the project partners
– To recruit volunteers to take part in a case study  
Who we might share your information with:Main Programme:
Scottish Government
Your Local Authority
Energy Saving Trust/Home Energy Scotland (if you apply for a loan).
Insulation contractors  

Research and Evaluation Project*:
– NHS Ayrshire & Arran (Public health)
– University of Strathclyde
– University of Glasgow
*some data is shared anonymously.
ECO-4 LA Flex  
The personal information we collect:Bank statements/proof of income.
Proof of benefits.
Proof of identity, number of household residents.
NHS Referral Letters.  
Why we collect it:To verify your eligibility for LA Flex on behalf of the Local Authority, in accordance with OfGEM guidelines for ECO schemes.
To gauge customer satisfaction.  
Who we might share your information with:Your Local Authority.
Your chosen installer.
OfGEM.
Energy Suppliers (data only shared with the Energy Supplier funding the work at your property).
Installer Certification Bodies (for escalated complaints only).
Trustmark (for escalated complaints only).  
Fuel Voucher Scheme  
The personal information we collect:We only collect Personal Information as described on Page 1 of this Notice.
Why we collect it:To issue a voucher.
To record data for monitoring purposes.  
Who we might share your information with:PayPoint Post Office Energy Saving Trust  
 Sustainable Design & Construction CPD Programme  
The personal information we collect:We only collect Personal Information as described on Page 1 of this Notice.
Why we collect it:To inform you of monthly seminars.
To send your attendance certificate annually.  
Who we might share your information with:We may share your name and email address with CPD partner organisations to issue certificates to attendees.
Energy Action Scotland Warm Homes Project  
The personal information we collect:Proof of Benefits, Income Band, Referral Organisation, Age, Health Conditions, Onward Referral Information
Why we collect it:For monitoring and reporting to project funders
For Customer Satisfaction purposes  
Who we might share your information with:Energy Action Scotland for monthly reporting purposes.
National Energy Action (anonymised data) for monthly reporting purposes.