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Privacy Policy

Last updated: 3 November 2026

[Business Name] respects your privacy and is committed to protecting your personal information. This privacy policy explains what information we collect, how and why we use it, who we may share it with and the rights you have in relation to your personal data.

For the purposes of UK data protection law, RMS Energy Limited is the data controller responsible for the personal information described in this policy.

Who we are

RMS Energy Limited
Unit 31 Albion Industrial Estate, Endemere Rd, Coventry, CV6 5PY
Registered company no. 08122923
info@rmsenergy.co.uk
Office: 0800 779 7224

RMS Energy Solutions Limited (RMS, we, us) is the controller of the personal information described in this notice. Our company number is 08122923. Our contact address is 31 Albion Industrial Estate, Endemere Road, Coventry, CV6 5PY. Email info@rmsenergy.co.uk or call 0800 779 7224.

We are registered with the Information Commissioner’s Office (ICO). Our ICO registration reference is ZA430741.

This notice covers customer enquiries, surveys, quotations, installations, grant applications and aftercare relating to air source heat pumps, solar PV, battery storage and associated energy efficiency and retrofit works. It explains the proposed handling of customer information, subject to the checks at the end of this draft.

If you have any questions about this privacy policy or how we use your personal information, please contact us using the details above.

What information we collect

Depending on how you interact with us, we may collect:

We only collect information that is relevant to the purposes for which we intend to use it.

How we collect your information

We usually collect personal information directly from you when you contact us, complete a form on our website, make an enquiry, purchase or request a service, subscribe to communications or otherwise communicate with us.

Depending on your enquiry or project, we may need your name, address, email, telephone number, property ownership or landlord details, energy bills and usage, existing heating information, survey measurements, installation photographs, quotations, contracts, payment records, correspondence and warranty or service records.

For a grant application, we may also need evidence of eligibility, property details and declarations required by the relevant scheme. Please do not send identity documents, bank details or sensitive information through a general enquiry message. We will explain what evidence is needed and how to provide it.

We collect information from you through enquiries, calls, visits, purchased leads, EPC targeting and project communications. Where applicable, we also receive information from your authorised representative, landlord, referral partner, surveyor or grant administrator. If we receive your details indirectly, we will explain the source and relevant use when required.

We may also collect certain technical information automatically when you use our website, including through cookies and similar technologies.

In some circumstances, we may receive information from third parties, such as service providers, referral partners, social media platforms or publicly available sources.

Why we use information and our lawful bases

Enquiries, surveys and quotations: to respond and prepare a proposal, taking steps at your request before entering a contract. For a business contact or a tenant who is not our contracting customer, our basis is our legitimate interest in arranging and delivering the project.

Installation and aftercare: to perform our contract with you, arrange installation, process payments and provide agreed support. Where the contract is with someone else, our basis is our legitimate interest in delivering and supporting the work.

Grant administration, certification and records: to administer the project under our contract, meet applicable legal obligations, and pursue legitimate interests in demonstrating eligibility, quality and compliance. We use the basis appropriate to each activity; a scheme rule is not automatically a legal obligation.

Complaints, security and legal claims: our legitimate interests in protecting customers and our business, investigating concerns and establishing or defending claims, or a legal obligation where applicable.

How we use your personal information

We may use your personal information to respond to enquiries, provide quotations, deliver products or services, manage our relationship with you, administer payments, maintain business records, operate and improve our website, protect our website and business from fraud or misuse, and comply with our legal and regulatory obligations.

We may also use your contact details to send you relevant information about our products or services where we have your consent or where we are otherwise permitted to do so by law.

We will not use your personal information for a purpose that is incompatible with the reason it was originally collected without first considering whether further notification or consent is required.

Our lawful basis for using your information

UK data protection law requires us to have a lawful reason for processing personal information.

Depending on the circumstances, we may rely on contract, where processing is necessary to provide a product or service to you or to take steps at your request before entering into a contract.

We may rely on legitimate interests where processing is reasonably necessary for the operation and development of our business, such as responding to enquiries, maintaining customer relationships, improving our services and protecting our website. Where we rely on legitimate interests, we consider your rights and interests before processing your information.

We may rely on consent where you have specifically agreed to a particular use of your information. You can withdraw your consent at any time.

We may also process information where necessary to comply with a legal obligation.

Marketing

Where you have asked to receive marketing communications from us, or where we are otherwise permitted by law to contact you, we may send you information about products, services, news or offers that we think may be relevant to you.

You can ask us to stop sending marketing communications at any time by using the unsubscribe option contained in the communication or by contacting us directly.

Withdrawing from marketing communications will not prevent us from contacting you about an existing enquiry, order, contract or service where necessary.

Cookies and website analytics

Our website may use cookies and similar technologies to make the website work properly, understand how visitors use it and improve its performance.

Some cookies are necessary for the website to operate. Other cookies, including certain analytics, advertising or tracking technologies, may require your permission before they are used.

Where consent is legally required, these technologies will not be activated until you have made your choice.

You can change your cookie preferences using the cookie controls provided on our website.

Further information about the cookies used on this website can be found in our Cookie Policy.

Who we share your information with

We may share personal information with trusted organisations that help us operate our business. These may include website and hosting providers, IT suppliers, email providers, CRM systems, analytics providers, payment processors, accountants, professional advisers and other service providers.

For funded work, recipients may include Ofgem for the Boiler Upgrade Scheme, the relevant local authority, managing agent, scheme administrator, funding body and authorised auditors. We explain the applicable scheme and evidence requirements as your application progresses. Organisations receiving information for their own statutory or regulatory purposes may act as separate controllers and have their own privacy notices.

Where another organisation processes information on our behalf, we require it to handle that information appropriately and only for the purposes for which it has been provided.

We may also disclose personal information where required by law, regulation, court order or another lawful authority, or where necessary to establish, exercise or defend legal claims.

We do not sell your personal information to third parties.

Funding and finance enquiries

If you ask us to explore finance, relevant contact and project information may be passed to a finance partner to arrange the requested introduction. Before referral, we will identify the provider and explain the information being shared. The finance provider’s own notice explains any application, credit checks, decisions and retention. An enquiry to RMS does not itself authorise a credit search. RMS is an introducer of finance only.

Marketing and website information

Service messages about your enquiry, installation or warranty are separate from marketing. Where we send marketing, we use an appropriate lawful basis and follow the rules for the contact method, including obtaining consent where required. You can object to direct marketing at any time by contacting info@rmsenergy.co.uk or using an available unsubscribe option. We may retain limited suppression details to respect your preference.

When you use our website, we may collect information that you provide directly to us, for example when you complete a contact or enquiry form.

Website enquiries are processed using Forminator WordPress Plugin. Information submitted through these forms may include your name, email address, telephone number and any other information you choose to provide.

Form submissions are sent to us by email, stored securely within our website and transferred to our CRM; Hubspot]. Where we use third-party service providers to process enquiries, they process information on our behalf in accordance with their own security and data protection obligations.

Our website and hosting systems may also collect limited technical information automatically, such as your IP address, browser type, device information, date and time of access and information relating to the pages you visit. This information may be used for security, troubleshooting and website administration.

We may use cookies and similar technologies to operate the website, remember preferences and understand how visitors use the site. Where required, analytics or marketing cookies will only be used after you have given your consent.

Further information about the cookies and technologies used on this website, including how you can manage your preferences, is available in our Cookie Policy.

How long we keep your information

We keep personal information only for as long as it is reasonably required for the purpose for which it was collected, including any legal, accounting or reporting requirements.

The appropriate retention period will depend on the type of information and our relationship with you.

Customer and transaction records may need to be retained for longer periods where required for tax, accounting, contractual or legal purposes.

When information is no longer required, we will securely delete it or anonymise it.

How we protect your information

We take reasonable technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, loss or misuse.

Access to personal information is limited to people and service providers who have a legitimate business need to access it.

While we take appropriate precautions, no internet-based system can be guaranteed to be completely secure.

Your data protection rights

Depending on the circumstances, you may have the right to ask us for a copy of the personal information we hold about you, correct inaccurate or incomplete information, request deletion of your information, restrict how we use it, object to certain types of processing, receive certain information in a portable format, or withdraw consent where we rely on consent.

You also have rights relating to certain types of automated decision-making and profiling.

These rights are not absolute in every situation and there may be circumstances where the law allows us to continue processing your information.

If you wish to exercise any of these rights, please contact us using the details at the beginning of this policy.

We may need to verify your identity before responding to a request.

Security and processing outside the UK

We must use appropriate technical and organisational measures to protect personal information and limit access to authorised people who need it. All active records are kept on secure servers before being securely archived once work is complete. We do not share or access any information with any party outside of the UK. 

Providing information and automated decisions

You do not have to provide information for an optional enquiry. However, without the details needed to assess the property, quote, perform the contract or demonstrate grant eligibility, we may be unable to provide the requested service or progress funding. We will explain which information is required and why.

RMS does not use profiling or decisions made solely by automated processing that have legal or similarly significant effects. Check any finance providers associated with RMS for their own processes relating to this, as each financial provider may not operate the same as RMS’s policies.

Complaints

If you have a concern about how we have used your personal information, please contact us first so that we have an opportunity to investigate and respond.

You also have the right to raise a complaint with the Information Commissioner’s Office (ICO), the UK’s data protection regulator.

Information about making a complaint and your data protection rights is available from the Information Commissioner’s Office.

Links to other websites

Our website may contain links to websites operated by other organisations.

We are not responsible for the privacy practices of those websites and recommend that you review their privacy information before providing personal data.

Your rights

Depending on the circumstances, you can ask to access your personal information, correct inaccuracies, erase information, restrict processing or receive certain information in a portable form. You can object to processing based on legitimate interests and to direct marketing. These rights have conditions and do not apply identically to every record. If we rely on consent, you can withdraw it at any time without affecting the lawfulness of earlier processing.

Send requests or privacy complaints to info@rmsenergy.co.uk, call 0800 779 7224, or write to RMS Energy Solutions Limited at 31 Albion Industrial Estate, Endemere Road, Coventry, CV6 5PY. Please mark correspondence for the person responsible for data protection. We normally respond to rights requests within one month, subject to any lawful extension or pause. We may ask for proportionate information to verify identity and will explain any applicable timing arrangements.

You can also complain to the ICO at https://ico.org.uk/make-a-complaint/ or call 0303 123 1113. Its postal address is Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. Please give us the opportunity to address your concern first; this does not remove your right to complain to the regulator.

Changes to this privacy policy

We may update this privacy policy from time to time to reflect changes to our website, services, business practices or legal requirements.

The latest version will always be published on this website and the date at the top of this page will show when it was last updated.