Energy Contract Renewals Ltd are committed to ensuring that your privacy is protected.
We protect your personal data in line with the requirements of the General Data Protection Regulation (GDPR). The GDPR requires data controllers such as us to document our lawful basis for processing personal data. It also gives you rights over how your data is processed.
We do update this Policy from time to time so please do review this Policy regularly
The data controller responsible for this website is Energy Contract Renewals Ltd, registered in England and Wales with company number 10222453 and has its registered office at St. Stephens House, Arthur Road, Windsor, Berkshire. SL4 1RU.
Energy Contract Renewals Ltd is registered with the Information Commissioner's Office (ZA210004).
Lawful basis for processing
Personal Details and Data Protection Privacy:
Energy Contract Renewals Ltd are an independent consultancy of electricity, gas, and water for businesses.
We work with suppliers to help secure better rates for business energy and water customers, as well as providing a one stop service for all customer support needs.
Your privacy is important to us. We have a strict confidentiality policy and do not share your contact details, other than as outlined below and which will only be used in accordance with this privacy statement.
We may collect the following types of information:
• your name, business names and address, contact telephone number(s) and email address. For verification purposes we may also collect your date of birth (for partnerships and sole traders)
• information required to provide you with a service (eg. details of your existing utility supplier, contract expiry dates, meter readings and consumptions, full electricity meter point administration numbers (MPAN) and Gas meter point reference numbers (MPRN) details)
• website data including, but not limited to, traffic data, location data, weblogs and other communication data.
• details of our services that you have used
• your payment or financial information such as credit or debit card details and bank account details, which may relate to the setting up of a direct debit, which we will process in accordance with the direct debit guarantee scheme.
Personal data is not held for any purpose other than the administration of your account.
Personal data processed for any purpose or purposes shall not be kept for longer than is necessary, (up to 6 years unless stated otherwise) and will be updated, archived or securely deleted if it goes out of date.
We collect and process personal data about our:
• suppliers and service providers;
• advisers, consultants and other professional bodies;
• employees and prospective employees;
• enquirers and complainants.
Why we collect and process personal data:
• with your consent; and/or
• to perform the contract we have entered with you (or discharge other contractual obligations); and/or
• to comply with our legal obligations; and/or
• to pursue our legitimate interests in the relationship we have with you as a business contact or client (and your rights do not override our interests).
• to meet our legal and regulatory obligations as an employer and as a consultancy of energy services
Sharing your data with Third parties:
Access to your personal information is only allowed when required by the law or is required as part of fulfilling our service obligations.
We may share your personal data with:
• Utility suppliers as part of securing a quotation and/or arranging a supply contract.
• Third party suppliers where we have subcontracted to them the performance of any or all of our obligations under our contract with you.
• Credit agencies (for the purpose of credit risk management), and professional advisors to enforce or apply the terms of any contracts between us and you.
• Regulatory authorities (such as Trading Standards), Government departments (such as HMRC) or the police in order to comply with any legal obligations or to assist in fraud prevention and detection.
• Other third parties where we reasonably believe that such action is necessary to comply with a legal obligation, or to protect our rights and property, or act in urgent circumstances to protect the personal safety of our staff or agents, users of our products or services or members of the public.
• We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
• The buyer and its professional advisors should we wish to sell any or all of our business and/or our assets in which case personal data we hold about our customers will potentially be one of the assets we sell.
We may collect personal data from any number of sources including:
• Information you provide by visiting our website (https://www.energycontractrenewals.co.uk), by completing online enquiry forms regarding our products and/or services, contacting us, recorded telephone conversations (recorded as necessary to meet energy supplier requirements and also for our own quality controls and training, email correspondence, contracting with us and responding to surveys and/or prize draws).
• Publicly available information such as Companies House, LinkedIn and other social media, search engines such as Google.
• Directly from our referring partners, where we use referring partners to identify new or potential clients and to purchase data.
• From industry specialists, such as Ecoes, to access meter information solely when authorised by our customers and required to do so to fulfil our professional obligation. We also collect meter point details directly from customers, from introducers and suppliers. This data enables us to obtain quotations for customers from suppliers.
• Third party providers such as debt recovery agencies, contractors, and business introducers.
To ensure fair and transparent processing it is important that we inform you of your rights with regards to how your personal data is processed
We will need to confirm your identity before your request can be processed.
Your right to be informed:
This is our privacy notice which informs you of who we are, why we are processing your personal data, with whom we share your personal data and how we have collected it. These details are set out above.
Our privacy notice can be found on our website and is signposted on our web portals and other key business documentation. Our staff are trained to provide this notice in a variety of formats on request.
If you would like to discuss this privacy notice or suggest ways which we could improve the content or its communication then please contact Energy Contract Renewals on 020 3631 5541 and you will be put through to the data protection manager or email firstname.lastname@example.org.
Your right to access:
As a data subject you have the right to access the personal data we hold about you and check that we are lawfully processing it.
To make a data subject access request (DSAR) this can be done in writing by emailing us at email@example.com or alternatively writing to us at:
The Data Protection Manager
Energy Contract Renewals Ltd
St. Stephens House
You can also speak to a member of staff on 020 3631 5541 who will put you in contact with the data protection manager should you have any questions or queries relating to a DSAR. A reasonable fee will be applied and payable in order to fulfil a data subject access request (DSAR).
In line with legal requirements we do not have a data protection officer due to the nature and volume of our processing activities. However, we have appointed a data protection manager who will act in an equivalent capacity.
Once we receive your request we will ask you to verify your identity and ask you to specify the data or processing activity that you require so that we can confirm your expectations and respond within a period of one calendar month.
We do have the right to refuse a DSAR should it be manifestly unfounded or excessive and we can apply a reasonable additional fee and/or extend the time to respond should the request be complex (in which case you would be informed within 1 month).
We do have the right to also charge additional reasonable fees if you make numerous requests for the same information.
Your right to rectification:
Where personal data is inaccurate or incomplete you have the right for it to be rectified on our systems. In such cases we will act promptly to put things right.
So that we can quickly resolve your query we may ask you to provide some supporting evidence to show that the data needs to be altered.
If you require your personal data to be rectified you can contact us on 020 3631 5541 and we will put you in contact with the data protection manager, or you can email firstname.lastname@example.org.
Your right to erasure:
This enables you to ask us to delete or remove personal data where there is no good reason for us to continue to process it. You also have the right to ask us to delete or remove your personal data where you have exercised your right to withdraw consent (see below).
Sometimes, however, we may refuse a request to erase such data in order, for example, to comply with a legal obligation.
If you require your personal data to be erased you can contact us on 020 3631 5541 and we will put you in contact with the data protection manager, or you can email email@example.com.
Your right to restricted processing:
This enables you to ask us to restrict the processing of your personal data. For example, if you do not want us to erase your data you may ask us to restrict our processing activities instead.
If you wish for restricted processing to be applied to your personal data you can contact us on 020 3631 5541 and we will put you in contact with the data protection manager, or you can email firstname.lastname@example.org.
Your right to withdraw consent:
In circumstances where you may have provided your consent to the processing of your personal data for a specific purpose, you have the right to withdraw your consent for that specific processing activity at any time.
To withdraw your consent you can contact us on 020 3631 5541 and we will put you in contact with the data protection manager, or you can email email@example.com.
Once we have received notification that you have withdrawn your consent, we will no longer process your data for the purpose or purposes you originally agreed to, unless we have another lawful basis for doing so such as a contractual or legal reason.
We are committed to ensuring that your information is secure.
The GDPR requires us to implement appropriate technical measures to protect data.
To prevent unauthorised access or disclosure, we have put in place suitable physical organisational procedures to safeguard and secure the information we collect online.
We ensure that our staff are properly trained so that they can process your data securely and safely.
We verify the identity of any individual who requests access to data before granting access.
Safeguards are regularly reviewed by senior management as part of our wider data protection policy which sets out how we aim to preserve the confidentiality, integrity, and availability of personal data we hold.
Reporting a concern to us or to the Information Commissioner’s Office:
If you have a concern regarding how we handle your personal data then we kindly request that you inform us about it first so that we can work with you in an effort to resolve it.
You can report a concern or raise a complaint with us initially by contacting us on 020 3631 5541 and we will put you in contact with the data protection manager, or you can email firstname.lastname@example.org.
Alternatively, you can write to us by sending your letter to:
Data Protection Manager
Energy Contract Renewals Ltd
St. Stephens House
We aim to acknowledge your complaint within two business days and provide a resolution within one calendar month. If we are unable to meet this timescale, we will write to notify you in advance.
If you are not satisfied with our proposed resolution to your complaint you can raise the matter directly with the Information Commissioner’s Office (ICO). The ICO will take steps to address your concern and provide guidance and support to us so that we can put things right.
Energy Contract Renewals Ltd is a data controller and is registered with the ICO (ID ZA210004)).
Details as to how to get in touch with the ICO or report a concern can be found on their webpage https://ico.org.uk/concerns/