Effective Date: 1 Feb 2026 | Last Updated: 2 Mar 2026

1. Who We Are

The Retrofit Group is a trading name of SW Retrofit Group Ltd providing Domestic Energy Assessments (EPCs), Retrofit Assessments, and Energy Grant Advice across South Wales and the South West.

2. What Information We Collect

Information you provide directly

When you enquire about or use our services, we may collect:

- Your name and contact details (email address, phone number, postal address)

- Property address and details relevant to your energy assessment

- Information about your property's construction, heating systems, and energy use

- Photographs of your property taken during assessments

- Any other information you provide in correspondence with us

Information collected automatically

When you visit our website, we may collect:

- IP address

- Browser type and version

- Pages visited and time spent on our website

- Referring website

This information is collected through cookies and analytics tools. See Section 8 for details.

Information we generate

As part of delivering our services, we create:

- Energy Performance Certificates (EPCs)

- Retrofit assessment reports

- Energy grant eligibility assessments

3. Lawful Basis for Processing

Under UK GDPR, we process your personal data on the following lawful bases:

- Contract: To deliver the services you have engaged us to provide, including carrying out energy assessments and producing reports.

- Legal obligation: To comply with regulatory requirements, including lodging EPCs on the national EPC Register as required by law.

- Legitimate interest: To respond to enquiries, improve our services, and administer our business. We ensure our legitimate interests do not override your rights.

- Consent: Where you have opted in to receive marketing communications. You may withdraw consent at any time.

4. How We Use Your Information

We use your personal information to:

- Carry out Domestic Energy Assessments, Retrofit Assessments, and Energy Grant Advice services

- Produce and lodge Energy Performance Certificates on the national EPC Register

- Produce retrofit assessment reports

- Respond to your enquiries

- Process payments for our services

- Comply with our legal and regulatory obligations

- Send you service-related communications

- Send marketing communications where you have consented

- Improve our website and services

5. Who We Share Your Information With

We do not sell your personal data.

We may share your information with:

- The national EPC Register: EPCs are lodged on a public register as required by law. This means certain property energy data becomes publicly accessible.

- Accreditation and regulatory bodies: Where required to comply with our professional obligations, including TrustMark and PAS2035 scheme requirements.

- Payment processors: To process payments securely. Your payment details are handled directly by our payment processor and are not stored by us.

- Our CRM and business tools: We use third-party software to manage bookings, communications, and client records. Our primary platform is GoHighLevel, whose servers are located in the United States. Where data is transferred outside the UK, appropriate safeguards are in place.

- Government bodies or funding providers: Where you have instructed us to support a grant application on your behalf.

- Legal authorities: Where required by law or to protect our legal rights.

6. International Data Transfers

Some of our third-party service providers process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses or adequacy decisions, in accordance with UK GDPR.

7. How Long We Keep Your Data

We retain your personal data for the following periods:

- EPC records: EPCs are valid for 10 years. We retain our assessment records for the validity period plus 1 year.

- Retrofit assessment records: 6 years from the date of the assessment.

- Enquiry and correspondence records: 2 years from last contact, unless you become a client.

- Financial records: 6 years as required by HMRC.

- Marketing consent records: Until you withdraw consent.

After these periods, your data will be securely deleted.

8. Cookies and Tracking Technologies

Our website uses cookies to improve your experience and analyse website traffic.

- Strictly necessary cookies: Required for the website to function. These cannot be disabled.

- Analytics cookies: Help us understand how visitors use our website. We use Google Analytics for this purpose. These cookies are only set with your consent.

- Marketing cookies: Used to track the effectiveness of our advertising. These cookies are only set with your consent.

You can manage your cookie preferences through your browser settings or through the cookie banner displayed when you first visit our website. Disabling cookies may affect website functionality.

9. Your Rights

Under UK GDPR, you have the right to:

- Access the personal data we hold about you

- Rectify inaccurate or incomplete data

- Erase your personal data (subject to legal obligations — for example, we cannot delete lodged EPCs from the national register)

- Restrict processing of your data in certain circumstances

- Object to processing based on legitimate interest

- Data portability — receive your data in a structured, commonly used format

- Withdraw consent at any time where processing is based on consent

To exercise any of these rights, contact us at [email protected]. We will respond within one month.

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Website: ico.org.uk

Helpline: 0303 123 1113

10. Third-Party Links

Our website may contain links to external websites. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies.

11. Children's Data

Our services are not directed at individuals under 18. We do not knowingly collect personal data from children.

12. Changes to This Policy

We may update this policy from time to time. Changes will be posted on this page with an updated "Last Updated" date. We encourage you to review this policy periodically.

13. Contact Us

If you have questions about this policy or how your data is handled, please contact us:

Email: [email protected]

Website: theretrofitgroup.com