This is an important notice regarding your privacy and the way in which Earth UK (referred to as
“we”, “our” or “us” in this policy) collects and makes use of your personal data. We want to be open
and transparent with you, and therefore encourage you to contact us if you have any questions
about this policy or the ways in which we use your personal data.
This policy applies to individuals outside of our organisation, for example, customers, our clients and
suppliers of Energy Performance Certificates (EPCs), and the general public. We take our privacy
responsibilities seriously and are committed to protecting and respecting your privacy.
This policy sets out the basis on which any personal data we collect from you, or that you provide to
us, will be processed by us. Please read the following carefully to understand our views and practices
regarding your personal data and how we will treat it.
For the purpose of applicable privacy legislation, the data controller is Peter Rogers, Earth UK, of 23
Stockdale Close, Hardwicke, Gloucester, GL2 4JN.
Questions regarding this policy should be directed to The Data Protection Compliance Manager,
Peter Rogers of Earth UK. The Data Protection Compliance Manager is responsible for ensuring
compliance with relevant data protection legislation and with this policy. Any questions about the
operation of this policy or any concerns that the policy has not been followed should be referred in
the first instance to the Data Protection Compliance Manager.
What information do we hold about you?
as personal information):
• Personal details such as your name, title, personal telephone and e-mail address and your postal
• Any personal information you provide to us during your interactions with us.
• Information provided to us by third party service providers we work with, for example, estate and
2. How long will we use your personal information and what is the legal ground we rely on for doing so?
We will only use your personal information when the law allows us to. When we use your personal
information, we must have a legal ground for doing so. The following are (amongst others) the legal
grounds by which we can use your personal information:
• Where you have provided us with your consent for us to do so.
• Where we need to perform the contract we have entered into with you or to take
steps to enter into a contract with you.
• Where we need to comply with a legal obligation to which we are subject.
• Where it is in pursuit of our legitimate interests (or those of a third party) and your interests and
fundamental rights do not override those interests.
3. What happens if there is a change of purpose?
We will only use your personal information for the purposes for which we collected it, unless we
reasonably consider that we need to use it for another reason and that reason is compatible with
the original purpose. If we need to use your personal information for an unrelated purpose, we will
notify you and we will explain the legal basis which allows us to do so.
4. Which type of third parties might we share your personal information with?
We require third parties to respect the security of your personal information and to treat it in
accordance with the law. For example, where we instruct third party service providers, we carry out
due diligence on those providers to ensure they treat your personal information as seriously as we
We may share your personal information with the following types of third parties:
• Technical support providers, for example, assisting us with our audit processes.
• Professional advisers such as lawyers, Surveyors and accredited bodies.
• Providers which help us collate and organise information effectively and securely.
5. Data retention
How long will you use my personal information for?
We will only retain your personal information for as long as necessary to fulfil the purposes we
collected it for.
We assess the appropriate retention period for different information based on the required time
necessary to fulfil our legal obligations regarding the completion of the Energy Performance
Employees of our clients and suppliers
• Where we have collected your personal information during the course of your and our
organisations doing business, we will keep your information for as long as required to fulfil the EPC.
• Where we have collected your personal information.
6. Where we store your personal information
Electronic versions of your personal information are stored on our servers which are currently
located in the UK and on our back up servers for disaster recovery purposes which are currently in a
data centre in the UK. We have taken steps to ensure that our IT providers respect your personal
information and treat it in accordance with the law.
Where we use third party service providers to assist us, your personal information may also be
stored in accordance with their practices and procedures. We require third parties to respect your
personal information and to treat it in accordance with the law.
7. Rights of access, correction, erasure and restriction Your rights in connection with your personal information Under certain circumstances, by law you have the right to:
• Request access to your personal information (commonly known as a “data subject access
request”). This enables you to receive a copy of the personal information we hold about you and to
check that we are lawfully processing it.
• Request correction of the personal information that we hold about you. This enables you to have
any incomplete or inaccurate information we hold about you corrected.
• Request the erasure of your personal information. This enables you to ask us to delete or remove
personal information where there is no good reason for us continuing to process it. You also have
the right to ask us to stop processing personal information where we are relying on a legitimate
interest and there is something about your particular situation which makes you want to object to
processing on this ground.
• Request the restriction of processing of your personal information. This enables you to ask us to
suspend the processing of your personal information, for example if you want us to establish its
accuracy or the reason for processing it.
• Request the transfer of your personal information to another party.
If you want to review, verify, correct or request erasure of your personal information, object to the
processing of your personal information, or request that we transfer a copy of your personal
information to another party, please contact our Data Protection Compliance Manager in writing
8. No fee usually required
You will not have to pay a fee to access your personal information (or to exercise any of the other
rights). However, we may charge a reasonable fee if your request for access is clearly unfounded or
excessive. Alternatively, we may refuse to comply with the request in such circumstances.
9. What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure
your right to access the information (or to exercise any of your other rights).
This is a security measure to ensure that personal information is not disclosed to another person
who has no right to receive it.
10. What happens if you fail to provide personal information?
If you fail to provide certain information when requested, we may not be able to perform the EPC
we have entered into with you (such as providing us with full access to the property to perform the
EPC ), or we may be prevented from complying with our legal obligations (such as the EPC requires).
11. Right to complain
You have a right to make a complaint if you wish to do so. The organisation with oversight of our
processing is the Information Commissioner’s Office which can be contacted in writing at
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF, by
telephone (0303 123 1113) or by e-mail (firstname.lastname@example.org).
12. Changes to this privacy notice
will become effective immediately.
notified to you.