Season EPC Limited (“Season EPC”, “we”, “us” or “our”) is the data controller responsible for personal information covered by this Privacy Policy.

This policy applies when you visit seasonepc.co.uk, contact us by telephone, email, website form, Tawk.to live chat, WhatsApp or social media, request a quotation, make a booking, or use our EPC Certificate, Floor Plan or related property-assessment services.

The information we collect depends on how you interact with us and which services you use.

We do not normally receive or store complete debit or credit card details. Card and bank payments are processed by the relevant bank or payment provider.

We may obtain personal information:

• Directly from you.
• From a property owner, landlord, tenant or occupier.
• From an estate agent, letting agent or property manager.
• From a solicitor, mortgage adviser or another person arranging the service.
• From public EPC or property records.
• From website forms, Tawk.to live chat and analytics tools.
• From WhatsApp, email and telephone communications.
• From payment, banking and accounting providers.
• From Elmhurst Energy, Quidos or ECMK where relevant.
• From relevant government services or official registers.

Where another person gives us your contact details, we expect that person to have an appropriate reason or authority to provide them.

EPC assessments are evidence based. We may take photographs and retain documents showing relevant property features, including heating systems, insulation, windows, lighting, ventilation and renewable technologies.

We may use this evidence to:

• complete and support the assessment;
• meet accreditation, audit and quality-assurance requirements;
• respond to technical queries or complaints;
• show what evidence was available on the assessment date; and
• establish, exercise or defend legal claims.

We aim to avoid photographing people or unnecessary personal belongings. Underlying assessment photographs, site notes and supporting documents are not normally published as part of the EPC Certificate.

Season EPC Limited holds energy-assessor accreditation or membership with Elmhurst Energy, Quidos and ECMK. The scheme used may depend on the type of assessment, software, lodgement route and other operational requirements.

For a particular assessment, we may submit relevant property data, calculations, evidence, photographs, site notes and supporting information to the accreditation scheme used for that assessment. This may include:

• Elmhurst Energy.
• Quidos.
• ECMK.
• Approved assessment and lodgement software providers.
• The official Energy Performance of Buildings Register.
• Relevant government departments or register operators.

Accreditation schemes may review assessment evidence for quality assurance, audit, technical support, complaints, compliance and professional monitoring.

WhatsApp

We use WhatsApp to communicate with customers about quotations, property details, bookings, access arrangements, appointment updates, payments and completed services.

When you contact us through WhatsApp, WhatsApp and its associated service providers may process your telephone number, profile information, message metadata and other information in accordance with their own terms and privacy arrangements.

Tawk.to live chat

Our website may use Tawk.to to provide live chat and customer support. Tawk.to may process technical information and any information or messages you submit through the chat.

Email, telephone and text messages

We may retain business communications where necessary to provide services, confirm instructions, respond to complaints, maintain accounting records or protect legal rights.

We use Zoho Books to manage customer and supplier records, quotations, invoices, credit notes, payment status, expenses, VAT records and other bookkeeping or accounting information.

Information processed through Zoho Books may include your name, email address, telephone number, billing or property address, invoice details, transaction references, payment status and correspondence connected with an invoice.

We may also share relevant accounting information with our bank, payment provider, accountant, bookkeeper, HM Revenue & Customs, insurers or professional advisers where necessary.

We do not normally store complete payment-card details in Zoho Books. Where an invoice includes a payment link, the payment is processed by the relevant payment service provider.

Where necessary and proportionate, we may share relevant information with:

• Elmhurst Energy.
• Quidos.
• ECMK.
• The official Energy Performance of Buildings Register.
• Relevant government departments and regulators.
• WordPress, website hosting and security providers.
• Tawk.to when you use website live chat.
• WhatsApp or Meta when you contact us through WhatsApp.
• Zoho Books and Zoho service providers.
• Google where Analytics, Ads or conversion tracking is used.
• Banks, payment processors and invoicing providers.
• Email, telephone, cloud-storage and communications providers.
• Accountants, bookkeepers, insurers and solicitors.
• Courts, law-enforcement agencies or tax authorities where required.

We do not sell or rent your personal information.

Our website may use cookies, pixels, scripts, local storage and similar technologies for website security, essential functions, live chat, analytics and advertising measurement.

Where required, non-essential analytics or advertising technologies should be activated only after you have made the relevant consent choice.

Some service providers, including communications, live-chat, analytics, advertising, accounting or cloud-service providers, may process or store information outside the United Kingdom.

Where an international transfer takes place, we take reasonable steps to use providers that rely on an appropriate legal transfer mechanism or safeguard, such as adequacy regulations, approved contractual clauses, the UK International Data Transfer Agreement, the UK Addendum or another recognised arrangement.

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected and to meet legal, tax, accreditation, audit, insurance and professional requirements.

Information held independently by a government register, accreditation scheme, WhatsApp, Tawk.to, Zoho, Google, a bank or another third party is subject to that organisation’s own retention obligations.

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

These measures may include password protection, access controls, secure business systems, software updates, limited access to customer information, account security and appropriate confidentiality arrangements.

No internet transmission, messaging platform or electronic storage system can be guaranteed to be completely secure.

Depending on the circumstances, you may have the right to:

These rights are not absolute. We may need to retain or continue processing information to meet contractual, legal, tax, accreditation, audit, insurance or government-register requirements.

To make a request, email SeasonEPC@seasonepc.co.uk. We may ask for information to confirm your identity before responding.

We may send service-related communications that are necessary to respond to an enquiry, manage a booking, provide an EPC Certificate or Floor Plan, issue an invoice or handle a complaint.

We may send marketing communications where you have requested them or where we are otherwise permitted to do so. You may ask us to stop marketing at any time.

Where processing is based on consent, you may withdraw consent by changing your website cookie choices, using an unsubscribe option, or emailing SeasonEPC@seasonepc.co.uk.

Withdrawing consent does not affect processing that was lawful before consent was withdrawn.

Automated decision-making

We do not currently use personal information to make solely automated decisions that produce legal or similarly significant effects about customers.

Children

Our services are intended for adults arranging property services. They are not directed at children, and we do not knowingly collect children’s information unless it is lawfully and necessarily provided in connection with a property matter.

Third-party websites and platforms

Our website may link to services operated by other organisations, including WhatsApp, government EPC services, accreditation schemes, payment providers and social-media platforms. Those organisations are responsible for their own privacy practices.

Changes to this policy

We may update this Privacy Policy when our services, technology providers, accreditation arrangements, legal obligations or data practices change. The latest version will be published on this page with an updated revision date.

Please contact us first if you have a question, wish to exercise a data-protection right, or are concerned about how we use your information.