Privacy Policy

We primarily collect personal information directly from you when you:

• Give us your information by contacting us by mail, phone and email;
• Submit a website form;
• Register to attend an event or webinar;
• Subscribe for marketing or our newsletters;
• Download or upload material;
• Create an account on one of our on-line platforms;
• Enter into a contract for the supply of products and services;
• Request our services;
• Respond to a survey or participate in a case study;
• Report problems with our service; or
• Apply for a job.

If we contact each other by telephone, we will record and store all inbound and outbound calls to and from Energy Intelligence Centre Limited for training, audit and compliance purposes.

In order to provide the services of helping you buy, manage and control your energy and comply with legislation, the personal information we collect from you and process is:

• Your name and job title;
• Your contact information including telephone number and email address;
• Demographic information such as postcode, preferences and interests; and
• Other information relevant to customer surveys, case studies and/or offers.

If you create an account on one of our on-line platforms, we will collect your chosen password, as this is necessary to provide you with a secure service.  We maintain a record of account activations and usage.

If you visit our sites, we will keep a record of your visit. We use CCTV in and around our sites. The CCTV may collect videos of you and your car registration number.

Some of the information collected relates to your business (not you as an individual), so is not classed as personal information and therefore not covered by this Privacy Policy. However, where we work with sole traders and those working in partnerships (i.e. not those employed by or directing limited companies) it will be considered to be about you and therefore constitutes personal information.  This information could, but not always, include:

• Meter reference numbers, utilities consumption, cost, usage and contract end dates;
• Date of birth;
• Previous residential addresses;
• Financial information, including bank account details (only when you are looking into entering into the contract).

Where you have provided authorisation we will receive consumption data directly from a utilities provider or data collector as well as obtain details from the Electricity Central Online Enquiry Service (ECOES).

If you are interested in one of our vacancies, we ask you to provide your contact information, including email address and CV via the website, email or post.

We may also use cookies provided to us by third parties or third parties we use to provide a service may also use cookies within their software.  When you use our website and on-line platforms, we automatically collect information about your device, including your IP address, information about your visit and how you use our services.  We may combine this information with other information you have provided us.  More information about cookies and how they can be disabled can be found within the ‘Cookies’ section of this policy.

When you choose not to provide information, please note that we might not be able to provide the relevant service or carry out an action you have requested.

• To understand your business needs and provide you with better service;
• To provide you with recommendations tailored to your business;
• To develop, enhance and customise the website according to your interests;
• To provide you with a response to your enquiry, including a request for a call back;
• To carry out your instructions, e.g. to provide you with the quote you have requested;
• To facilitate events and webinars;
• To carry out our obligations from any contracts entered into between you and us (Terms and Conditions);
• To obtain quotes from suppliers and for them to assess whether to enter into a contract with you;
• To terminate your existing contract;
• For suppliers to provide the products and service to you;
• To verify the identity of users for providing access to online platforms;
• To provide secure access to account information and updates via Energy Intelligence Portal or other online platforms;
• To deliver a secure suite of digital energy management services that can be used to track and manage usage and spend;
• To provide market intelligence and insight into market changes and their effect on available prices and to show organisations how to better manage energy consumption to minimise costs;
• To review, analyse and evaluate your use (or decision not to use) our products and services to develop and improve the quality of our offering and strengthen our relationship with you and our other existing and potential customers;
• For the ongoing administration of any service we provide you and to carry out any ongoing obligations we have with you;
• To communicate with you to provide you with information about the products and services we supply to you;
• To allow us to improve the products and services we offer to you and to notify you of any changes to products and services;
• To offer new products and services to you which are relevant and appropriate, and only to the extent that would be reasonably expected;
• In accordance with any marketing preferences you have indicated;
• To measure or understand the effectiveness of advertising we serve to you, and to deliver relevant advertising to you (with your consent where relevant);
• For internal recording keeping to assess and maintain compliance and to meet our audit and legal obligations;
• To administer our legitimate internal management analysis, audit, forecasts and business planning and transactions;
• To establish, defend or exercise our legal rights;
• To comply with our legal, regulatory and internal governance obligations;
• To ensure our records are accurate and up to date;
• To prevent or detect crime, for quality, training and security purposes;
• Market research and analysis and developing statistics; and
• To progress your interest in a job vacancy.

• Allow you to participate in any interactive features of the website or online platform;
• Undertake data analytics to learn more about how you and others interact with the website and our online platforms and our advertisements;
• Carry out your instructions;
• Implement product and service improvements;
• Undertake market research and seek your feedback on services offered;
• Ensure security and business continuity; and
• Detect and prevent misuse or abuse of the website or online platforms or our services.

• Where our use of your personal information is necessary for us to perform the contract or contracts that, we have with you, such as the contract between us consisting of the terms and conditions of service.
• Where we believe it is necessary to use your information to comply with our legal obligations.
• Your consent may also be a lawful reason for processing your personal information, in certain cases. This means your freely given, specific, informed and unambiguous consent which may be collected from you.

• Make initial contact with suppliers on your behalf (including your existing supplier); and
• Obtain utilities consumption data.

We retain business contact details that have been collected over time from individuals or other business partners.

The collected details are used to undertake calls and/or email marketing. Details include company name, address, telephone number, contact name, job title and email address.

We also communicate information about our products and services to existing customers, those who have requested such information or downloaded information from our website and those who have opted in to receive such information.

We abide by the obligations provided for by The Privacy and Electronic Communications Regulations 2003, the Data Protection Act 2018 and General Data Protection Regulations 2016, in regards to business-to-business marketing.

Before making live calls we screen the numbers against the Telephone Preference Service (TPS), Corporate Telephone Preference Service (CTPS), or those that have previously objected to receiving calls and marketing. If you are registered with one of these services, we will only contact you if we have received your consent.

We include the option to ‘Unsubscribe’ on our marketing emails. We only send marketing emails to sole traders and partnerships if we:

• Have consent to such communication; or
• Obtained your contact details in the course of a sale or during negotiations for the sale of similar products or services to you, you gave us your details, and were given the opportunity to opt-out of marketing emails at the time and in future marketing communications.

There are no such restrictions when marketing to a work email address i.e. a company email address, even though it may include an individual employee’s name. However, on these occasions, you do have the right to object to receiving marketing from us.

We respect anyone’s decision to object to marketing, information about how to do this is within the ‘The right to object to marketing’ section of this policy.

At any time, you have a right to object to the use of your information for marketing purposes. 

To object, tell the member of the team who contacts you, or email us.  Include your name, business name, contact details and that you object to your information being used for marketing purposes.

Your objection will be sent to our team for action.

We will keep a record of your Company details, including your contact details and the request to ensure we no longer market products and services to you. This provides a safeguard against the misuse of the information as we screen the ‘do not contact list’ against any marketing campaign, including business to business marketing data we receive from a third party.

The risk of deleting the record is that there could be a possibility that you are marketed again, so for due diligence purposes, it is better if we update your record accordingly.

If it is just email marketing you wish not to receive, you have the option to click the ‘Unsubscribe’ link at the bottom of marketing emails.

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect and store.

If you choose to work with us, you may be provided with a welcome pack that will introduce who is working on your account.

The access to information provided is given to those employees who require the information to carry out the required services.  Some examples are provided below.

If we believe you are interested in our products and services, the sales team will have your information to make the initial contact.  The marketing team will have access to your contact information, including email addresses to send marketing emails, surveys or newsletters.

Where you decide to engage us to provide you with the services and products, this will be progressed by the sales team and then transferred to the onboarding, service delivery and finance teams.

During the lifetime of your contract, marketing and specific service delivery team members will have access to your information within the online platforms you have access to, as well as information held within one of our internal Customer Relationship Management system(s) and internal networks. Marketing will use this information to help inform our marketing strategy.

Our coordination and technical support team will support users in setting up and using energy management software such as Energy Intelligence Portal. They will also, with support from relevant teams, have access to view selected customer accounts to support with queries and make changes when they have permission to do so.

When it gets close to your contract coming to the end, a member of the account management and sales team will contact you.

Our IT department has access to all internal systems where your data is held and, as such, will have access to the information only as and when IT work is required on these systems.

If you are interested in joining us, your information will be accessed by the HR team and those involved in the recruitment and selection process.

In accordance with our terms and conditions, we reserve the right to carry out such credit and identity checks on all our customers, as we, or a third party in our absolute discretion deem necessary. See our terms and conditions for more details.

We may disclose your personal information to group companies of Energy Intelligence Centre Limited (Majestic Securities Limited, our parent company which includes The Monarch Partnership Limited, Energy Intelligence Centre Limited, ESS Utility Consultants Limited, Welcome Energy Limited, Smith Bellerby Limited and t-mac Technology Limited).

We will not sell your data to third parties.

Should you decide to engage us to provide services or products to you, we will carry out our obligations in accordance with our terms and conditions and share and receive information with various third parties to provide you with services or products.  This includes, but not limited to, sub-contractors, agents or service providers who work for us, utility suppliers and other business service providers, as well as our archiving service provider and the mailing houses so that information can be sent to you.

Where we provide information to our sub-contractors, agents or service providers we will share with them the point of contact name, job title and working hours. This is to ensure the relevant product or service can be delivered in accordance with both parties’ contractual obligations.

If you consent to take part in a case study, your information will be used in online and offline marketing material, shared on social media and with those who obtain a copy of the material.

If you enter into a contract with a supplier, they also become a data controller for the personal information they require for the purposes of the contract. Their own privacy policies apply to how they use your personal information. You can find these privacy policies on their websites and you should check you are happy with them before you complete the transaction.

We occasionally use third parties to help us operate our business, manage the website, provide you with the relevant products and services and inform our marketing strategy. Such service providers are only allowed to process your personal information to the extent necessary for them to provide the service we have requested from them.  They are not allowed to use your personal information for the benefit of their own business. In order to protect your privacy, we require that our service providers keep the personal information they process on our behalf confidential and adequately secure.

Enquiries made via the website are processed through one of our customer relationship management system(s).  When you complete a form your contact information is passed to the relevant team to get in contact with you and respond to your enquiry.

We use Spotler as our communications channel. To find out more about how your information is used by Spotler click here.

During recruitment processes, we will contact referees to provide a reference and they may be written to before an offer of employment, unless you object to this. We would advise you to inform your referees that you have given us their information. You will be informed if we are required to check your right to work in the United Kingdom or, for identified posts, undertake a DBS check. On these occasions, the appropriate government departments would be sent the required information to perform the checks, such as criminal checks via the Disclosure and Barring Service and relevant vetting agencies.

We may share your personal information to comply with any legal, audit or regulatory obligations, or in order to enforce or apply our terms and conditions and other agreements. This includes disclosing personal information in response to a request from law enforcement or other regulatory authorities or sharing for fraud prevention purposes.

We may share your personal information with regulatory authorities, courts and governmental agencies to comply with legal orders, legal or regulatory requirements, government requests and other lawful requests. We may also share your personal information with our legal and other professional advisors.

We may share your personal information in the event that we sell any or all of our business or assets, or sell any companies in our group, in which case we may disclose your personal information to the buyer or to the prospective buyer(s) or such business or assets or companies in our group.

To enable us to deliver the products and services, your information may be stored and transferred to locations outside the European Economic Area (EEA) including countries that may not have the same level of protection for personal information. When we do this, we will ensure it has an appropriate level of protection in accordance with Data Protection Law, and that the transfer is lawful.

We use cloud as a service for storage for certain information and, although we have specified that the data is to be stored within the European region, technical support may be provided by countries outside of the EEA and therefore may be transferred accordingly. Such data transfers are protected by European Commission (EC) Model clauses, meeting both the EC and Information Commissioner’s Office requirements for providing adequate safeguards for the protection of individual’s personal information.

We store personal information for as long as is necessary to deliver and manage the requested service and business relationship, to comply with legal, compliance and audit obligations, resolves disputes and enforce agreements. We then securely delete the information.

Our team is working to determine specific retention periods that will be published in the future.

You can contact our Data Protection Officer with regard to any issues related to the processing of your personal information, including exercising any of your rights or making a complaint. More information about how to contact our Data Protection Officer is within ‘Contact details for our Data Protection Officer’ section of this Policy.

We encourage people to bring to our attention any instances where they think our collection, or use, of information is unfair, misleading or inappropriate.

To object to marketing, email us. Include your name, business name, contact details and that you object to your information being used for marketing purposes.

You can exercise your rights by emailing us.

Alternatively, you can contact the Data Protection Officer by:

Email: Send an email

Post: 

Data Protection Officer
EIC
3 Brooklands
Moons Moat Drive
North Moons Moat
Redditch
B98 9DW

Phone:  01527 511 700

Please state clearly that your request concerns a data protection matter, and provide a clear description of your requirements.

Note: We may need to request additional information to verify your identity or clarify your request before we action your request.