Privacy notice | Smart Energy Systems

Who we are

Smart Energy Systems Limited ("we", "us") is responsible for the personal information described here (we are the "data controller"). We're registered in England and Wales, company number 07275096, with our registered office at Ffridd Mill House, Ffriddgate, Machynlleth, Powys SY20 8QG.

You can contact us about your information at [email protected], on 07985 029139, or by post to the address above.

What we collect

We only collect what you give us, or what we need to design, install and look after your system:

Enquiries — by phone, email or WhatsApp, or through our online heat pump estimate: your name, contact details, the property's postcode or address, what you're interested in, whether you own the property, how it's heated, your timescale and anything else you tell us.
Survey and property details — through our online property form, uploads and our visit: property details, your energy use and supplier, meter details (such as your MPAN), and photos of your home and existing equipment.
Customer records — once you go ahead: quotes, contracts, payments, the equipment installed, commissioning and certification records, and service and repair requests.

Why we use it, and our lawful basis

To reply to your enquiry, survey your home and give you a quote — steps you've asked us to take before a contract.
To carry out and look after the installation — to perform our contract with you.
To meet legal and scheme requirements — for example registering your installation with MCS, applying for the Boiler Upgrade Scheme grant, notifying building control through NICEIC, notifying or applying to the electricity network operator (DNO), registering your insurance-backed guarantee, manufacturer warranty registration, and keeping tax and accounting records. Where a scheme needs your consent (such as the grant application), we'll ask for it.
To keep in touch about your system — for example service reminders — in our legitimate interest in looking after the systems we install. You can ask us to stop at any time.

We don't sell your information, and we don't use it for marketing unless you've asked us to.

Who we share it with

Only the people who need it to do the job:

Scheme and regulatory bodies — MCS (installation certificates), Ofgem (Boiler Upgrade Scheme grant), NICEIC (building regulations notification, which is passed to your local council) and your electricity network operator (DNO).
Your guarantee provider — the MCS-approved company that provides the insurance-backed guarantee on your installation.
Design tools — Spruce and OpenSolar, which we use to design heat pump and solar systems. Our online heat pump estimate is run through Spruce, so what you enter there goes to Spruce and to us.
Equipment manufacturers — to register your equipment for its manufacturer's warranty (for example, heat pump, battery or inverter manufacturers).
Service providers who store or process information for us — the companies that provide our customer records, email and file storage, accounts and website hosting. They only use it to provide their service to us.

Some of these providers store data outside the UK. Where they do, they use legal safeguards approved for UK data (such as the UK International Data Transfer Addendum or an adequacy decision).

How long we keep it

We only keep your information for as long as we need it for the reasons above. For customers, that usually means for as long as your installation's guarantees and warranties last, and as long as the law requires us to keep tax and accounting records. If an enquiry doesn't go ahead, we don't keep your details longer than we need to. You can ask us to delete your information at any time (see "Your rights" below).

Cookies and this website

Our website doesn't use advertising or tracking cookies, and we don't use website analytics. Our hosting provider, Cloudflare, keeps short-term technical logs (such as IP addresses) to keep the site secure. Our property and service forms show a Google map so you can mark exactly where your property is: to centre the map, your postcode is sent to Google, and the map itself loads from Google. Google doesn't store your details for us — your answers, including the pin you place, go straight into our customer records. Some of our forms also load fonts from Google.

If you choose to message us on WhatsApp, WhatsApp's own privacy policy applies to that conversation.

Your rights

You can ask for a copy of the information we hold about you, ask us to correct it, delete it or restrict how we use it, object to how we use it, or ask us to pass it to you or someone else in a usable format. Some information we must keep for legal or scheme reasons — we'll explain if that applies. Contact us using the details above; we'll reply within one month.

If you're unhappy with how we've handled your information, please tell us first. You can also complain to the Information Commissioner's Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.

Last updated: 27 September 2026