Privacy Policy | Sunline Energy Ltd

🏢 1. Who We Are

Sunline Energy Ltd ("we", "us", "our") is a company registered in England and Wales under company number 16973849, with its registered office at 3rd Floor, 86–90 Paul Street, London, EC2A 4NE.

We are a renewable energy company providing solar panel installation, battery storage, EV charge point installation, maintenance, and energy consulting services across the United Kingdom.

We are committed to protecting your personal data and processing it in accordance with UK GDPR, the Data Protection Act 2018, and all applicable UK data protection legislation.

Data Controller: Sunline Energy Ltd | Contact: sunlinenergyltd@gmail.com | Tel: +44 7735 400852

📋 2. Data We Collect

We collect personal data in the following ways:

2.1 Data You Provide Directly

Data Type	Examples	When Collected
Identity Data	First name, last name	Enquiry form, contract
Contact Data	Email address, phone number, postcode	Enquiry form, survey
Property Data	Property type, energy bill, postcode	Enquiry form, site survey
Financial Data	Payment details (processed by secure third parties)	Invoice / contract stage
Communications	Emails, notes from calls, WhatsApp messages	Ongoing relationship

2.2 Data Collected Automatically

IP address and approximate location
Browser type and device information
Pages visited and time spent on our website
Referral source (how you found us)

We do not collect any special category data (health, ethnicity, political opinions, etc.) unless you specifically provide it to us.

🎯 3. How We Use Your Data

We use your data for the following purposes:

To respond to your enquiry and arrange a free site survey
To prepare and deliver quotes, proposals and contracts
To install, commission and service your renewable energy system
To send you important service updates and warranty information
To process payments and maintain financial records
To comply with legal, regulatory and MCS certification obligations
To improve our website and services (using anonymised analytics data)
To send you marketing communications — only with your explicit consent

We will never sell your personal data to third parties for their own marketing purposes.

⚖️ 4. Legal Basis for Processing

Purpose	Legal Basis (UK GDPR)
Responding to your enquiry	Legitimate interests / Pre-contractual steps
Delivering installation services	Performance of contract (Art. 6(1)(b))
Legal and regulatory compliance	Legal obligation (Art. 6(1)(c))
Marketing communications	Consent (Art. 6(1)(a))
Improving our services	Legitimate interests (Art. 6(1)(f))

🤝 5. Sharing Your Data

We may share your data with trusted third parties only where necessary:

Subcontractors and engineers — to carry out installation work at your property
MCS / Ofgem — to register your installation and enable Smart Export Guarantee (SEG) payments
OZEV — for EV charge point grant applications
Payment processors — e.g. Stripe or bank transfer systems
IT service providers — e.g. Formspree (form processing), cloud storage providers
Legal or regulatory authorities — if required by law

All third-party processors are required to handle your data in compliance with UK GDPR. We do not transfer your data outside the UK/EEA without appropriate safeguards.

🗓️ 6. Data Retention

Data Type	Retention Period	Reason
Enquiry / contact form data	2 years	Follow-up and legitimate interests
Customer contract & installation records	7 years	Legal / tax requirements
MCS certification records	10 years	Regulatory requirement
Payment records	7 years	HMRC / Companies Act
Marketing consent records	Until consent withdrawn	GDPR compliance

After retention periods expire, data is securely deleted or anonymised.

✅ 7. Your Rights

Under UK GDPR you have the following rights:

Right of Access — request a copy of your personal data
Right to Rectification — correct inaccurate or incomplete data
Right to Erasure — request deletion of your data ("right to be forgotten")
Right to Restriction — restrict how we process your data
Right to Data Portability — receive your data in a portable format
Right to Object — object to processing based on legitimate interests or for direct marketing
Rights relating to Automated Decision Making — we do not carry out solely automated decision-making

To exercise any of these rights, email sunlinenergyltd@gmail.com. We will respond within 30 days. You also have the right to lodge a complaint with the ICO at ico.org.uk or call 0303 123 1113.

🍪 8. Cookies

Our website uses cookies to enhance your experience. We use:

Cookie Type	Purpose	Duration
Essential	Language preference, cookie consent	Session / 1 year
Analytics	Anonymous usage data (if consented)	Up to 2 years
Marketing	Not used without explicit consent	N/A

You can control cookies through your browser settings or withdraw consent at any time via our cookie banner.

🔒 9. Security

We implement appropriate technical and organisational measures to protect your personal data including:

SSL/TLS encryption on all web communications
Secure password-protected systems and restricted staff access
Regular security reviews and staff data protection training
Data processor due diligence checks

In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify the ICO within 72 hours and affected individuals without undue delay.

📝 10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The date at the top of this page indicates when it was last updated. Where changes are material, we will notify you by email or via a notice on our website.

📬 11. Contact Us

For any questions, requests or complaints regarding your personal data:

Sunline Energy Ltd
3rd Floor, 86–90 Paul Street, London, EC2A 4NE
📧 sunlinenergyltd@gmail.com
📞 +44 7735 400852
🌐 sunlinenergyltd.com

If you are not satisfied with our response, you have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint