Privacy Policy
For the purpose of the UK General Data Protection Regulation and Data Protection Act 2018, the data controller is Stratford Energy Solutions Limited a company registered in England under company number 07401473, whose registered address is Unit 2, 1 Avenue Farm Industrial Estate, Stratford-upon-Avon, England CV37 0HR.
Any information provided will be used and protected in accordance with current data protection legislation and any subsequent legislation as appropriate.
Use of your personal information
The personal information we may request from you depends upon the goods/services we are providing. In general we will require information such as your name, address, telephone number and email address.
Who are we?
Stratford Energy Solutions Limited are electrical contractors and suppliers and installers of renewable energy including, but not limited to: solar PV, car chargers and battery storage.
Why do we need this information?
Stratford Energy Solutions Limited needs to obtain this information in order to carry out surveys, prepare estimates, formal quotations and sales contracts and to supply and provide goods and installation services. We also need it to ensure compliance with our accredited bodies when registering our installations and for the registration of certification and warranties in connection with any works we carry out.
How is your information kept?
Your information is kept securely on our Customer Relationship Management (CRM) computer system, Sage accounting system and where necessary in paper files which are located in lockable filing cabinets. Your files can only be accessed by members of staff dealing with the supply and installation of the goods and/or services you have ordered.
Security
All reasonable technological and operational measures have been put in place to safeguard your data from unauthorised access and these are reviewed and kept up-to-date frequently.
How may we contact you?
By email, post, and telephone.
How long do we keep the data?
We keep your information securely stored from the point you make your enquiry and thereafter indefinitely in order for us to advise you appropriately and provide support and warranty after care for the goods and services we have supplied.
To whom do we pass your data?
We only pass your personal data to relevant organisations where necessary to provide our services, register your installation, provide warranty cover, manage your enquiry or maintain our customer relationship.
Where relevant to the goods and services supplied for your installation, these organisations may include MCS (Microgeneration Certification Scheme), SunPower Solar Energy Company, SolarEdge Photovoltaic Company, Tesla Inc., electricity distribution networks appertaining to your electricity supply, electrical governing bodies such as Elecsa and NICEIC, The Office of Low Emission Vehicles (OLEV), DVLA, GDGC Deposit and Guarantee Protection Brokers, Eco Lifestyle Renewables Ltd (Solar Roof Surveys), scaffolding companies and other relevant installation or technology providers.
We also use trusted technology and service providers, such as HubSpot, to manage enquiries, customer information and communications.
No information is passed to organisations that are not relevant to the provision of our services. We will not share your information with third parties for their own marketing purposes and will not sell your personal data to third parties.
International data transfers
Some of the organisations and technology providers we use may process personal data outside the UK, including in the European Economic Area and the United States. Where personal data is transferred outside the UK, we ensure that appropriate safeguards are in place in accordance with applicable data protection law. These may include UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to the EU Standard Contractual Clauses, where applicable.
Data Protection Complaints
If you feel, at any time, that we may have breached data protection rules in relation to your personal data then you are able to file a complaint by emailing hello@stratfordenergy.co.uk using the email title: Data protection complaint.
We undertake to acknowledge receipt of the complaint within 30 days of receipt.
We will investigate the complaint, keep you informed of progress and inform you of the outcome in writing.
The complaints process set out in this Clause does not in any way limit your right to complain directly to the Information Commissioner’s Office about any alleged data protection breach.
Useful information and guidance about the matters covered in this Policy can be found on www.ico.org.uk.
Access to information
You are entitled to access, correct or update your personal information and you can do so at any time by contacting us in writing
either by email or by post to: Stratford Energy Solutions Limited, Unit 2, 1 Avenue Farm Industrial Estate, Stratford upon Avon,
CV37 0HR.
Residential Referral Reward and Prize Draw Programmes
When someone participates in our Referral Reward or Prize Draw Programmes, or is referred to us through them, we may collect:
- the referrer’s name, contact details and Stratford Energy Solutions customer record;
- the referred person’s name, contact details, property information and enquiry details;
- information needed to check eligibility, attribute the referral, administer rewards and prize-draw entries, select and contact winners, and deal with questions or disputes; and
- voucher-delivery or payment details where a reward or prize becomes payable.
We may receive a referred person’s information directly from them or from an existing Stratford Energy Solutions customer who has confirmed that the person agreed to be contacted. Where information is supplied by a referrer, we will explain this when we first contact the referred person.
We use this information to respond to the referral, assess whether the property and enquiry are eligible, provide the requested initial assessment or consultation, administer the programmes, prevent misuse and meet our financial and legal obligations. We rely on our legitimate interests in operating and protecting the programmes, performance of our programme terms and, where applicable, compliance with legal obligations. Separate consent will be obtained for optional winner publicity or unrelated marketing where required.
Information supplied for a referral will not be added to our general marketing lists without separate permission or another lawful basis. We will not disclose the referred person’s assessment, proposal, finances or purchasing decision to the referrer. We may tell the referrer only whether the referral has qualified for a reward or prize-draw entry.
We may share relevant information with service providers supporting our CRM, website, voucher fulfilment, prize payment or professional advice. They may use it only to provide those services. Where information is processed outside the UK, we will apply the safeguards required by UK data protection law. We do not sell referral information.
We normally retain referral and prize-draw administration records for 24 months after the relevant referral or draw, unless they are needed for longer to resolve a complaint or dispute. Records needed to demonstrate voucher or prize payments and meet accounting or tax obligations may be retained for six years. Winner bank details will be collected only when required and used only to make and record the prize payment.
A winner’s surname and county may be made available where required by promotional rules, unless the winner objects or asks for the information to be reduced. Any photograph, testimonial or other publicity will require separate agreement.
You may exercise your data-protection rights, including asking to access or correct your information or objecting to its use, by contacting us at hello@stratfordenergy.co.uk or at our postal address below. You may also complain to the Information Commissioner’s Office at ico.org.uk.
Stratford Energy Solutions,
Unit 2,
1 Avenue Farm Industrial Estate,
Birmingham Road,
Stratford-upon-Avon
CV37 0HR
Commercial referral programme
When an existing customer introduces us to another business, we may collect the names and business contact details of the referrer and referred contact, details of their businesses, information about the referral and resulting enquiry, and information needed to check eligibility and administer any reward.
We may receive the referred contact’s information directly from them or from a customer who has confirmed that the contact knows to expect an approach from us. When we first make contact, we will explain who introduced us and that the referring business may receive a reward.
We use this information to contact the referred business, arrange and provide the requested consultation, manage the resulting business opportunity, verify the referral, prevent misuse and administer rewards. We rely on our legitimate interests in operating and protecting the programme, performance of the programme terms and, where applicable, compliance with our financial and legal obligations.
We will not disclose details of the referred business’s consultation, proposal or commercial arrangements to the referrer. We may tell the referrer only the information needed to confirm whether a referral reward has become payable.
Referral records will be retained while the resulting opportunity remains active and normally for 24 months after it closes. Records needed to demonstrate reward payments and meet accounting or tax obligations may be retained for six years.