1. Who We Are

This Privacy Policy explains how Speedy EPC Ltd collects, uses, and protects your personal data when you visit our website or use our services.

Company name: Speedy EPC Ltd

Company number: 13886131

Registered address: 181 Maxy House Road, Cottam, Preston, PR4 0DZ

Email: info@speedyepc.co.uk

Speedy EPC Ltd is the data controller for the purposes of UK GDPR and the Data Protection Act 2018. If you have any questions about how we handle your data, please contact us at the address or email above.

2. What Personal Data We Collect

2.1 Information you provide directly

When you use our website or contact us, we may collect:

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

• Property address details for the purposes of booking an EPC, floorplan, gas safety certificate, or electrical certificate appointment

• Payment information (processed securely via Stripe or Square — we do not store your card details)

• Information submitted through our contact or enquiry forms

• Appointment booking details submitted via our booking system (Zenbooker)

2.2 Tenant information provided by landlords

In some cases, landlords, letting agents, or property managers may provide us with the personal details of tenants or occupants (such as name, address, and contact details) in order for us to arrange access for an appointment. We process this data on the basis of legitimate interests — specifically, to fulfil the service requested by the landlord and to contact the occupant to arrange a mutually convenient appointment time. We will only use tenant data for the purpose for which it was provided and will not retain it beyond the completion of the relevant appointment.

2.3 Information collected automatically

When you visit our website, we or our third-party partners may automatically collect:

• Your IP address and browser type

• Pages visited and time spent on the site

• Referring website or search terms used to find us

• Cookie data (see Section 6 for full details)

3. How We Use Your Personal Data

We use your personal data for the following purposes:

• To process and fulfil bookings for EPC assessments, floorplans, gas safety certificates, and electrical certificates

• To process payments via Stripe or Square

• To respond to enquiries submitted via our website contact forms

• To contact tenants or occupants (on behalf of a landlord or agent) to arrange appointment access

• To send transactional emails related to your booking or enquiry via WP Mail SMTP

• To improve our website and services through analytics data collected via Google Analytics

• To measure the effectiveness of our advertising campaigns via Google Ads

• To comply with our legal and regulatory obligations

4. Lawful Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

• Contract: To process bookings and payments and deliver the services you have requested

• Legitimate interests: To respond to enquiries, improve our website, contact tenants on behalf of instructing landlords, and measure our advertising effectiveness — where these interests are not overridden by your rights

• Legal obligation: Where we are required to retain records for tax, accounting, or regulatory purposes

• Consent: Where you have explicitly agreed to the use of non-essential cookies on our website

5. Who We Share Your Data With

We do not sell your personal data. We may share it with the following trusted third parties who process data on our behalf:

5.1 Payment processors

• Stripe, Inc. — for online payments. Stripe is certified to PCI DSS standards. Data may be processed in the USA under appropriate safeguards. See stripe.com/gb/privacy

• Square, Inc. — for in-person payments. See squareup.com/gb/legal/privacy

5.2 Booking platform

• Zenbooker — our appointment booking system. When you book through our website (either via a link or embedded widget), your booking information is entered directly onto Zenbooker’s servers. Zenbooker is a US-based company and your data may be processed outside the UK. We have ensured appropriate safeguards are in place. Please review Zenbooker’s own privacy policy for full details.

5.3 Analytics and advertising

• Google Analytics — to understand how visitors use our website. Data is anonymised where possible and subject to your cookie consent preferences

• Google Ads — to measure the performance of our advertising campaigns, subject to your cookie consent preferences

5.4 Automation platform

• Make.com (formerly Integromat) — we use Make.com to automate workflows between our business systems. This may involve passing customer contact details, booking information, and form submission data between connected applications. Make.com is a EU/US-based service and processes data only as instructed by us and in accordance with our configuration. See make.com/en/privacy for their privacy policy.

5.5 Website infrastructure

• WP Mail SMTP — used solely to send transactional emails from our website (booking confirmations, enquiry responses). No marketing emails are sent via this service

All third parties are required to handle your data securely and only for the purposes we specify.

6. Cookies

Our website uses cookies — small text files stored on your device — to help us understand how visitors use our site and to enable our advertising to function correctly.

We use a consent management tool (Complianz) to manage your cookie preferences. When you first visit our site, you will be asked to accept or decline non-essential cookies. You can change your preferences at any time via the cookie settings link in our website footer.

The types of cookies we use include:

• Essential cookies: Required for the website to function correctly. These cannot be disabled.

• Analytics cookies: Set by Google Analytics to help us understand visitor behaviour. Only active if you accept analytics cookies.

• Advertising cookies: Set by Google Ads to measure campaign performance and support Google’s Consent Mode v2. Only active if you accept advertising cookies.

For a full list of cookies used on this site, please see our Cookie Policy.

7. International Data Transfers

Some of our third-party providers (including Stripe, Square, Zenbooker, and Google) are based in or may process data in the United States or other countries outside the UK. Where this occurs, we ensure appropriate safeguards are in place in accordance with UK GDPR, such as Standard Contractual Clauses or adequacy decisions recognised by the UK Information Commissioner’s Office (ICO).

8. How Long We Keep Your Data

We retain your personal data only for as long as necessary for the purposes set out in this policy:

• Booking and appointment records: up to 6 years (in line with HMRC requirements for business records)

• Payment records: up to 6 years

• Enquiry and contact form submissions: up to 2 years, or until the matter is resolved

• Tenant contact details provided for appointment purposes: deleted upon completion of the relevant appointment

• Website analytics data: as per Google Analytics’ data retention settings (typically 14 months)

After these periods, data is securely deleted or anonymised.

9. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

• Right of access: to request a copy of the data we hold about you

• Right to rectification: to ask us to correct inaccurate or incomplete data

• Right to erasure: to ask us to delete your data in certain circumstances

• Right to restrict processing: to ask us to limit how we use your data

• Right to data portability: to receive your data in a structured, commonly used format

• Right to object: to object to our processing of your data where we rely on legitimate interests

• Rights related to automated decision-making: we do not make solely automated decisions that significantly affect you

To exercise any of these rights, please contact us at info@speedyepc.co.uk. We will respond within one calendar month. You will not be charged for making a request.

If you are unhappy with how we have handled your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.

10. Data Security

We take the security of your personal data seriously and have appropriate technical and organisational measures in place to protect it against unauthorised access, loss, or disclosure. Payment data is handled entirely by our PCI-compliant payment processors and is never stored on our own systems.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the date at the top of this page. We encourage you to review this policy periodically to stay informed about how we protect your data.

12. Contact Us

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:

Speedy EPC Ltd

181 Maxy House Road, Cottam, Preston, PR4 0DZ