This notice explains how the Energetics Group of companies collects, stores, manages and protects your personal data. The companies to which this notice applies are set out at the bottom of this notice.
To make reading this notice easier, we refer to the collection, storage, management and protection of personal data as “processing”.
Why do we process your personal data?
We process personal data in relation to:
We process your personal data in order to carry out our business operations and administration, and to provide information and services to clients. Examples of why we might process your personal data include:
If you are not one of our employees, we process your personal data as part of our legitimate interest in carrying out our routine business operations and administration, and to provide information and services to clients.
If you are one of our employees, it will be a requirement of your contract that you provide us with certain personal data (which is described below). We need this information in order to administer your employment with us (for example, HR and Finance information) and to fulfil our legal obligations. If you are applying for a job with us, it will be a requirement that you provide us with certain personal data before entering into a contract with us, for the same reasons.
We may need to process special categories of personal data (such as health data) for the purpose of fulfilling our legal duties in connection with the health and safety of people affected by our businesses.
We are also required to process certain personal data in order to meet other legal requirements. For example, Ofgem requires us to participate in industry data-sharing arrangements regarding the premises connected to our energy networks.
What personal data do we process?
Most of the personal data we process is provided by you as part of your interactions with us. It usually includes the following items:
If you are one of our employees, contractors or workers, we will collect some additional personal data in relation to your employment with us, which will include:
We will usually collect some or all of this information in relation to job applicants and new employees, too. We might also retain some of this information in relation to former employees for record-keeping purposes.
Your personal information is likely to be contained in:
Our regulated businesses are also legally required to access industry-wide databases that contain personal data in the form of names, addresses, and alphanumeric identifiers such as “Meter Point Reference Numbers” (MPRNs) and “Meter Point Address Numbers” (MPANs). Some of these databases might also indicate whether a person is vulnerable for health or other reasons. This information is used to identify the end users of our energy networks and, in relevant cases, any special or additional support they might need.
Who might we share personal data with?
Most personal data is kept within the Energetics Group of companies but shared between the data controllers named at the bottom of this notice. Personal data might be shared with third parties where that is necessary to fulfil the purposes described above. For example:
Any personal data we collect will generally be kept within the United Kingdom and will not be transferred outside of the European Economic Area (EEA) or to an international organisation (as defined in the GDPR). We keep this under review with our third party providers.
How long do we keep personal data?
We won’t keep any personal data for longer than it is required. Most personal data will be kept for the duration of our relationship with you plus an additional six (6) years (or any longer period required by law). The reason for this is that if we have to respond to a legal claim, we might need to use records that contain your personal data. And most legal claims have to be brought within six (6) years.
What are your rights in connection with your personal data?
You have the following rights in respect of your personal data:
Requests to exercise these rights should be sent to email@example.com
If requests are manifestly unfounded, excessive or repetitive we are allowed to charge a reasonable fee for fulfilling the request or refuse to fulfil the request.
Who can you complain to about how we handle your personal data?
The appointed representative for each of the Energetics data controllers is:
The Legal and Regulatory Director
Hamilton International Technology Park
Queries for the appointed representative should be sent to firstname.lastname@example.org
You may also complain directly to the Information Commissioner’s Office (www.ico.org.uk). The Information Commissioner is the UK regulator for data protection.
Who are the data controllers of personal data you provide to Energetics?
The following Energetics Group companies are data controllers processing personal data under this privacy notice:
The registered address for each of the Energetics data controllers is:
Hamilton International Technology Park