Privacy Policy

Ecogenica Ltd Customer Notice 

Registered name: Ecogenica Ltd; Company Number: 15127696

This privacy notice tells you what to expect us to do with your personal information.

Contact details

Telephone: +44 808 273 5159

Email:  [email protected]

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:

  • Names and contact details
  • Addresses
  • Date of birth
  • Purchase or account history
  • Payment details (including card or bank information for transfers and direct debits)
  • Account information
  • Call recordings
  • Identification documents
  • Information relating to compliments or complaints

We collect or use the following information for the operation of customer accounts and guarantees:

  • Names and contact details
  • Addresses
  • Payment details (including card or bank information for transfers and direct debits)
  • Purchase history
  • Account information, including registration details

We collect or use the following information for service updates or marketing purposes:

  • Names and contact details
  • Addresses
  • Marketing preferences
  • Location data
  • Recorded images, such as photos or videos
  • Call recordings
  • Purchase or viewing history
  • Records of consent, where appropriate

We collect or use the following information for recruitment purposes:

  • Contact details (e.g. name, address, telephone number or personal email address)
  • Date of birth
  • National Insurance number
  • Copies of passports or other photo ID
  • Employment history (e.g. job application, employment references or secondary employment)
  • Education history (e.g. qualifications)

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. 

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. 

  • Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
  • Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
  • Your right to erasure - You have the right to ask us to delete your personal information.
  • Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.
  • Your right to object to processing - You have the right to object to the processing of your personal data.
  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. 

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide services and goods are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for recruitment purposes are:

  • Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
  • Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Where we get personal information from

  • Directly from you
  • Suppliers and service providers
  • Third parties:
  • Subcontractors

How long we keep information

Retention Schedule

Data Subject What Personal Data  Retention Period
1. Staff Applicant for a position where Ecogenica hire permanent or contract staff.

Personal information, Application, interview documentation and right to work.

 

Documentation, passport and passport photo, criminal record data where relevant, biometric data, background check status data where relevant, qualification data if requested, sanctions data where relevant,

financial data, national ID Card

 Application + 6 months if not appointed
  Employees whether permanent or contract

Personal and contact information.

 

Documentation, national ID Card, qualifications, employment details,

right to work documentation, bank account credentials, special needs/disability information, photographs

 Retirement + 6 years
  Workers (other what that might be contracted in for a day or week at a time to do a specific task)

Personal and contact information.

 

Documentation, worker ID- national ID Card, application form/CV, evidence of

qualifications, references, other - bank account credentials, photographs

 Contract duration + 6 years
  Self-employed and Sub-contractors Personal information, employment details, right to work documents - national ID Card Final use + 6 years
  Agency staff Application, interview documentation and right to work documentation, national ID Card Final use + 6 months
       
2. Contractors Contract, receipts, invoices, other operational information

Contact information, bank details, and employment status documentation

 

 Contract duration + 6 years

 

 

 

      
3. Suppliers Products and services

Contact information, banking details

 

 Contract + 6 years
       
4. Organisational contracts for service providers Other contracts and agreements such as IT, cyber etc. Contact information, bank details Indefinite
       
5. Intellectual Property Patent, Trade Mark, Copyright holders Contact information and relevant documents Death + 20 - 10 - 70 years depending on the right. 
       

6. Financial Transaction

Information

 Relates to all staff, employees, agency, contractors and subcontractors All documentation relating to any financial transaction/s including bank accounts, invoices, receipts amongst others. 6 years – will be destroyed
       
7. Emails

Includes employees, consultants, contractors, subcontractors, customers, 

supplier representatives, and other

 Wide scope and could incorporate personal information from other line items in the retention schedule Retained indefinitely. Case by Case basis delete after 7 years.
       

Who we share information with

Others we share personal information with

  • Insurance companies
  • Organisations we need to share information with for safeguarding reasons
  • Professional or legal advisors
  • Financial or fraud investigation authorities
  • Relevant regulatory authorities
  • External auditors or inspectors
  • Warranty and guarantee providers
  • Professional consultants
  • Organisations we’re legally obliged to share personal information with
  • Emergency services
  • Suppliers and service providers

Sharing information outside the UK

Where necessary, we may transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.

For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.

Organisation name: Eco Light Up

Category of recipient: Green Energy

Country the personal information is sent to: Australia

How the transfer complies with UK data protection law: The International Data Transfer Agreement (IDTA)

Forms – to access click on the Weblink:

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

Last updated

7 February 2025 [Updated Annually]