Privacy Policy
How we handle your personal information
Introduction
quietus-archive Ltd ("we", "our", "us") is committed to protecting and respecting your privacy. This policy explains how we collect, use, and safeguard personal information when you use our website or engage our services.
We are registered as a data controller with the Information Commissioner's Office (ICO). Our registration number is ZA847291.
Information We Collect
We may collect and process the following categories of personal data:
Information you provide directly
- Contact details including name, email address, and postal address
- Property information relevant to energy assessments
- Correspondence records from emails and communications
- Payment information when you purchase services
- Survey and assessment reports relating to your property
Information collected automatically
- Technical data such as IP address, browser type, and device information
- Usage data including pages visited and time spent on our website
- Cookie data as described in our Cookies Policy
How We Use Your Information
We use personal information for the following purposes:
- To provide our energy assessment and retrofit coordination services
- To respond to enquiries and provide customer support
- To send service-related communications and updates
- To process payments and maintain financial records
- To comply with legal and regulatory obligations
- To improve our website and services based on usage patterns
- To send marketing communications where you have consented
Legal Basis for Processing
We process personal data under the following legal bases:
- Contract performance: Processing necessary to provide services you have requested
- Legitimate interests: Processing necessary for our business operations where balanced against your rights
- Legal obligation: Processing required to comply with applicable laws
- Consent: Processing for marketing purposes where you have given specific consent
Data Sharing
We may share your personal information with:
- Service providers who assist with our business operations (payment processors, IT services)
- Professional advisers including accountants and legal counsel
- Grant scheme administrators when applying on your behalf (with your authorisation)
- Regulatory bodies where legally required
- Contractors involved in your retrofit project (with your authorisation)
We do not sell personal information to third parties. When sharing data with service providers, we ensure appropriate contractual protections are in place.
Data Retention
We retain personal information for as long as necessary to fulfil the purposes for which it was collected:
- Client service records: 7 years after the end of the service relationship
- Financial records: 7 years as required for tax purposes
- Assessment reports: 15 years (as may be relevant for property transactions)
- Marketing contacts: Until you withdraw consent
- Website analytics: 26 months
Your Rights
Under data protection law, you have the following rights:
- Access: Request a copy of personal data we hold about you
- Rectification: Request correction of inaccurate data
- Erasure: Request deletion of your data in certain circumstances
- Restriction: Request limitation on how we use your data
- Portability: Request transfer of your data to another organisation
- Objection: Object to processing based on legitimate interests
- Withdraw consent: Withdraw previously given consent at any time
To exercise any of these rights, contact us at [email protected]. We will respond within one month.
Data Security
We implement appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure, or destruction. These include:
- Encryption of data in transit and at rest
- Access controls limiting data to authorised personnel
- Regular security assessments and updates
- Staff training on data protection practices
- Secure disposal of data no longer required
International Transfers
We primarily process data within the United Kingdom. Where data is transferred outside the UK, we ensure appropriate safeguards are in place in accordance with data protection law.
Children's Privacy
Our services are not directed at individuals under 18 years of age. We do not knowingly collect personal data from children.
Changes to This Policy
We may update this privacy policy periodically. Significant changes will be communicated through our website or by direct notification. The "last updated" date indicates when the policy was most recently revised.
Contact and Complaints
For questions about this policy or our data practices, contact:
Data Protection Lead
quietus-archive Ltd
Unit 14, Arkwright House
Parsonage Gardens
Manchester M3 2LF
Email: [email protected]
If you are dissatisfied with our response to a privacy concern, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.