Who we are
Optify Group Ltd gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and law. This notice provides you with the necessary information regarding your rights and obligations, and explains how, why and when we collect and process your personal data.
Information that we collect
Optify processes your personal information to meet our legal, statutory and contractual obligations. We will never collect any unnecessary personal data from you and do not process your information in any way, other than already specified in this notice. Optify only collects information which is voluntarily submitted by you, for instance when you submit an enquiry, submit a concern, when you apply for a job or when details are passed to us by one of our partners.
The personal data that we may collect is:
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Name
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Home Address
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Email
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Home Telephone Number
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Work Telephone Number
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Mobile Telephone Number
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Company Name (for corporate clients)
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Your benefits status, including any benefits you or members of your household claim
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Benefits evidence such as letter from DWP
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Your tenure type (whether you’re a home owner, tenant etc.)
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Land registry documentation
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Tenure evidence such as a tenancy agreement
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Energy Performance Certificate (EPC) data
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Details of conversations we have with you such as phone calls, messages submitted through our website and email exchanges with us
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Responses you provide to us in questionnaires, surveys and the like
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IP address used to connect your computer or device to the internet
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Your internet browser type and which version of the browser you’re using
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Devices you use to access our websites
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What pages of our website you visit
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Your approximate location when you connect to our websites, limited to your town/city or county
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Pre-installation surveys
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Retrofit Co-ordinators report
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Post installation declaration form
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TrustMark lodgement certificate
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Photographs to evidence pre-installation and post installation of work which may contain names, faces, addresses, vehicle registration numbers or other identifying information
When applying for a job we may also collect:
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Date of Birth
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National Insurance Number
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Driver’s License Number
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Other information to enable Optify to fulfil the contract of employment.
We collect information in the following ways:
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Online form on the Optify website
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Email correspondence
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Face to face conversations
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Telephone conversations
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Documentation you provide us physically by post
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Surveys
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From time to time one of our partners may pass us details in accordance with their privacy policy
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Web hosting platform
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Job application form
How we use your personal data
Optify takes your privacy very seriously and will never disclose, share or sell your data without your consent, unless it is for the purposes specified in this notice or if we are required to do so by law. We only retain your data for as long as is necessary. The purposes and reasons for processing your personal data are detailed below:
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To be able to ascertain if you may be eligible for retrofit funding
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To be able to make an application for retrofit funding for you via our funding partners
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To be able to submit documentation and evidence to our funding partners for them to confirm eligibility and that work has been done to the standards required by the funding partner
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To be able to process a concern which you have
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To be able to provide you with documentation
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As part of our legal obligation for business accounting and tax purposes, or to fulfil an employment contract
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As part of our audit requirements
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To be able to manage our website and network to keep it secure, including trouble shooting, testing etc.
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Through the recording of telephone conversations
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Optify may also ask you to complete surveys that we use for lead generation and for funding eligibility reasons. We may also do customer satisfaction surveys from time to time to enable us to improve our services, although you do not have to respond to these.
Your rights
You have the right to access any personal information that Optify processes about you and to request information about:
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What personal data we hold about you
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The purposes of the processing
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The categories of personal data concerned
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The recipients to whom the personal data has/will be disclosed
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How long we intend to store your personal data for
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If we did not collect the data directly from you, information about the source
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to update/correct it as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.
You also have the right to request erasure of your personal data or to restrict processing in accordance with data protection laws.
If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the relevant request; this is to ensure that your data is protected and kept secure.
Sharing and disclosing your personal information
We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement.
We may disclose or share your personal data to comply with any legal obligations, or to protect the rights, property, or safety of Optify, our employees, our customers, or others.
Optify uses third-parties to provide some services and business functions, however all processors acting on our behalf only process your data in accordance with instructions from us, and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.
Safeguarding measures
Optify takes your privacy seriously and we take every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place to protect your data.
Consequences of not providing your data
As a homeowner, you are not obligated to provide your personal information to Optify, however, as this information is required for us to provide our services, we will not be able to do so without it.
How long we keep your data
Optify only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep personal data for a minimum of 6 years.
Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.
Special categories data
Sometimes, when raising a concern or during the investigation into a concern, homeowners disclose sensitive personal information to us. We will only record this information if you provide your explicit consent through a signature. You can modify or remove consent at any time, which we will act on immediately, unless there is a legitimate interest or legal reason for not doing so.
Customer satisfaction surveys
Occasionally, Optify would like to contact you as part of our customer satisfaction survey. If you consent to us using your contact details for these purposes, you have the right to modify or withdraw your consent at any time by using the opt-out/subscribe options or by contacting Optify directly.
Lodging a complaint
Optify only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with Optify or with the Information Commissioners Office.
Optify Group Ltd
Office M1.03
Newport Market
High Street
Newport
NP20 1FX