At Certified SAP Assessments, we are committed to protecting your privacy and ensuring that your personal information is collected, used and handled responsibly.
Certified SAP Assessments is a trading style of Enevo Ltd, registered in England and Wales under company number 12868218.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, submit an enquiry, request a quotation or use our Standard Assessment Procedure (SAP) assessment services.
We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR), where applicable.
1. Information We Collect
We may collect personal information when you contact us, complete an enquiry form, request a quotation or arrange SAP assessment services.
Depending on the nature of your enquiry or project, this information may include:
- Full name
- Email address
- Telephone number
- Residential or business address
- Company or organisation name
- Property address and postcode
- Property type and development details
- Architectural drawings and building plans
- Floor plans, elevations and sections
- Building dimensions and floor areas
- Construction materials and insulation specifications
- Heating, ventilation and hot water system details
- Window, door and glazing specifications
- Renewable energy system information
- Air permeability and thermal bridging information
- Planning application and Building Regulations details
- Existing energy assessment reports
- Project timescales and assessment requirements
- Details of enquiries, bookings and appointments
- Correspondence relating to your project
- Billing and payment information
- Technical information, including IP addresses, browser details and website usage data
We may also receive relevant information from property developers, architects, builders, building control professionals, energy assessors and other parties authorised to provide information about a property or development.
We only collect personal information that is relevant to responding to enquiries, preparing quotations, completing assessments and providing our services.
2. How We Use Your Information
Certified SAP Assessments may use your personal information to:
- Respond to enquiries and quotation requests
- Discuss SAP assessment requirements
- Prepare quotations and service proposals
- Review architectural drawings and building specifications
- Complete SAP calculations
- Assess dwelling energy performance
- Evaluate insulation and thermal efficiency
- Review heating, ventilation and hot water systems
- Calculate energy consumption and carbon emissions
- Prepare design-stage SAP assessments
- Complete as-built SAP assessments
- Prepare SAP compliance reports
- Support Building Regulations compliance submissions
- Coordinate information with architects, developers and building control professionals
- Identify potential energy efficiency improvements
- Communicate with customers about assessment progress
- Arrange additional information or documentation where required
- Manage customer accounts, invoices and payments
- Maintain assessment and project records
- Respond to customer enquiries and complaints
- Improve our website and services
- Comply with legal, contractual and regulatory requirements
- Send marketing communications where permitted by law
We do not sell your personal information to third parties.
3. Legal Basis for Processing Personal Information
Under the UK GDPR, we must have a lawful basis for collecting and processing personal information.
Depending on the circumstances, we may rely on the following lawful bases.
Contractual Necessity
We process personal information where necessary to enter into or fulfil a contract with you.
This may include preparing quotations, arranging SAP assessments, reviewing property information, producing reports and processing payments.
Legitimate Interests
We may process personal information to respond to enquiries, manage customer relationships, coordinate assessment projects and operate our business.
Where we deal with representatives of business customers, we may rely on legitimate interests to process their business contact details for relevant commercial purposes.
We only rely on legitimate interests where these do not override your rights and freedoms.
Legal Obligations
We may process personal information to comply with applicable tax, accounting and other legal requirements.
Consent
We may rely on your consent for certain activities, including optional marketing communications and website cookies requiring consent.
Where consent is used, you can withdraw it at any time.
Certain information, including contact details, property specifications and relevant project documentation, may be necessary to prepare a quotation or complete a SAP assessment.
Without this information, we may be unable to provide the requested services.
4. Sharing Your Information
We may share personal information with trusted third parties where necessary to provide our services or comply with legal obligations.
These may include:
- Accredited SAP assessors
- Domestic energy assessment specialists
- Architects and architectural practices
- Property developers and building contractors
- Building control bodies
- Energy consultants
- Heating and ventilation specialists
- Air tightness testing providers
- Thermal bridging consultants
- Renewable energy specialists
- Accreditation schemes and relevant assessment platforms
- Technical software providers
- Website hosting and IT service providers
- Customer management and communication platforms
- Accounting and payment processing providers
- Accountants, insurers and professional advisers
- Regulatory authorities where required by law
For example, we may share relevant property information, architectural drawings, construction specifications and assessment findings with professionals involved in completing your SAP assessment or supporting Building Regulations compliance.
We only share personal information where there is an appropriate lawful basis and a legitimate reason to do so.
Where third parties process personal information on our behalf, we require appropriate contractual and data protection safeguards.
5. SAP Assessment Reports and Property Information
As part of our SAP assessment services, we may collect and process information relating to residential properties, new-build developments, conversions and other relevant construction projects.
This may include:
- Property addresses and development locations
- Architectural drawings and building plans
- Building dimensions and floor areas
- Wall, roof and floor construction details
- Insulation specifications and thermal performance data
- Window and glazing information
- Heating and hot water system specifications
- Ventilation system details
- Renewable energy installations
- Air permeability test results
- Thermal bridging calculations
- SAP energy calculations
- Carbon emission calculations
- Building Regulations compliance information
- Design-stage and as-built SAP reports
We use this information to calculate dwelling energy performance, prepare assessment reports and support relevant Building Regulations requirements.
Project documentation may contain personal information, including names, contact details, property addresses or information identifying individuals involved in a development.
Where these documents contain personal information, we process it in accordance with applicable data protection legislation.
We recognise that architectural drawings, building specifications and assessment reports may contain commercially sensitive information.
We take reasonable steps to protect this information against unauthorised access or disclosure.
We do not use identifiable customer information, property drawings or assessment reports for unrelated promotional purposes without appropriate authorisation.
6. How We Protect Your Information
Certified SAP Assessments takes reasonable technical and organisational measures to protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.
These measures may include:
- Secure storage of customer and assessment records
- Password protection and access controls
- Restricted access to personal information
- Secure electronic communication and file transfer
- Appropriate IT security procedures
- Confidentiality obligations for relevant personnel and service providers
- Controlled access to property documentation and assessment reports
Access to personal information is limited to individuals who require it for legitimate business or legal purposes.
Although we take precautions to protect personal information, no electronic transmission or storage system can be guaranteed to be completely secure.
7. How Long We Keep Your Information
We retain personal information only for as long as necessary to fulfil the purposes for which it was collected or to comply with applicable legal obligations.
Retention periods depend on the type of information and the reason it is held.
For example:
- Enquiry Information: May be retained for a reasonable period to respond to enquiries and manage follow-up communications.
- Customer and Contract Records: May be retained for the duration of an assessment project and an appropriate period afterwards to manage contractual responsibilities.
- SAP Assessment Reports: May be retained where necessary to document completed assessments and support future project queries.
- Architectural Drawings and Property Specifications: May be retained for relevant assessment, contractual or record-keeping purposes.
- Energy Calculation Records: May be retained to support assessment findings, compliance reporting and quality assurance.
- Financial and Accounting Records: May be retained for six years or longer where required by law.
- Marketing Information: May be retained until you unsubscribe or withdraw consent, where consent applies.
Some records may need to be retained for longer where required for legal claims, contractual disputes, accreditation scheme requirements or other lawful purposes.
When personal information is no longer required, we securely delete or anonymise it.
8. Cookies and Website Analytics
Our website may use cookies and similar technologies to support website functionality, monitor performance and understand how visitors use our services.
Cookies are small text files stored on your device when you visit a website.
The types of cookies we may use include:
- Essential Cookies: Required for the website to function correctly.
- Analytics Cookies: Help us understand website traffic and visitor behaviour.
- Functional Cookies: Remember preferences and improve website usability.
- Marketing Cookies: Support advertising activities and measure campaign performance.
We provide information about the cookies and similar technologies used on our website and obtain consent where required by law. Certain technologies may qualify for legal exemptions.
Where consent is required, non-essential cookies are not placed before that consent has been obtained.
You can manage your cookie preferences through the controls available on our website, where applicable, or through your browser settings.
9. Your Data Protection Rights
Under UK data protection legislation, you have certain rights regarding your personal information.
These include:
- Right of Access: Request a copy of the personal information we hold about you.
- Right to Rectification: Request correction of inaccurate or incomplete information.
- Right to Erasure: Request deletion of personal information in certain circumstances.
- Right to Restrict Processing: Ask us to limit how your personal information is processed.
- Right to Data Portability: Request the transfer of certain personal information to another organisation.
- Right to Object: Object to certain processing activities, including direct marketing.
- Right to Withdraw Consent: Withdraw consent where we rely on it as the lawful basis for processing.
These rights are subject to applicable legal conditions and exemptions.
Some financial, contractual and assessment records may need to be retained even where a deletion request has been made.
To exercise your rights, please contact us using the contact details provided on our website.
We will respond to valid requests within the timeframes required by applicable data protection legislation.
10. Marketing Communications
We may contact you with information about our SAP assessments, SAP calculations, energy assessments and related Building Regulations compliance services where permitted by law.
Marketing communications may be sent by email, telephone or other appropriate channels.
Where consent is required, we will obtain it before sending marketing communications.
You can opt out of marketing communications at any time by following the unsubscribe instructions provided or contacting us directly.
Opting out of marketing will not prevent us from sending essential communications relating to your enquiry, assessment or existing services.
11. Third-Party Websites
Our website may contain links to external websites operated by third parties.
Certified SAP Assessments is not responsible for the privacy practices, security or content of these websites.
We recommend reviewing the privacy policies of external websites before providing personal information.
12. International Data Transfers
Some third-party service providers may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we ensure that appropriate safeguards are in place in accordance with UK data protection legislation.
These may include UK adequacy regulations or approved contractual arrangements.
You can contact us to request further information about applicable international data transfer safeguards.
13. Children’s Privacy
Our SAP assessment services are intended for property developers, architects, builders, homeowners, construction professionals and adults arranging residential energy assessments.
Our website and enquiry services are not specifically directed at children.
We do not knowingly collect personal information directly from children through our website.
If we become aware that personal information has been collected from a child without an appropriate lawful basis, we will take reasonable steps to delete it unless retention is legally required.
14. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our business operations, website functionality, services or legal requirements.
Any updates will be published on this page.
We recommend reviewing this policy occasionally to remain informed about how we handle your personal information.
15. Contact Us
If you have any questions about this Privacy Policy, how we process personal information or your data protection rights, please contact us using the contact details provided on our website.
Certified SAP Assessments
A trading style of Enevo Ltd
Registered in England and Wales
Company Number: 12868218
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.
You can contact the ICO through its official website at www.ico.org.uk.
We encourage you to contact us first so that we can address any concerns directly.