1. Who we are
PropWarm Ltd ("we", "us", "our") is a company registered in England and Wales, company number 17465311, with a registered office at Unit E03, Charter Square, Sheffield, South Yorkshire, S1 4HS, United Kingdom. We provide Energy Performance Certificate (EPC) assessments and related energy-efficiency services to homeowners, landlords and letting agents in Sheffield and the surrounding areas.
We are the "data controller" for the personal information described in this policy. Our ICO registration number is ZC270773.
You can contact us about anything in this policy at [email protected].
2. The personal information we collect
We collect information in a few ways:
Information you give us directly. When you use our website, request a free EPC check, or enquire about our services, you may provide:
Your name
Email address
Phone number
Property address (including postcode)
Details about your enquiry or property
Marketing preferences and consents
Information we obtain from public registers. If you ask us to check the EPC status of a property, we look up the address you provide against the official Energy Performance of Buildings Register, operated by the government. We use only the results relevant to your enquiry (such as the current and potential energy rating, property type and certificate expiry details).
Information collected automatically. When you visit our website, we may collect limited technical information such as your device type, browser, pages viewed and approximate location, where you have consented (for example, via analytics cookies).
3. How we use your information
We use your personal information to:
Respond to your enquiries and provide the services you request
Retrieve and share the EPC information for a property you've asked us to check
Send you your requested report or assessment
Send you marketing communications, but only where you have given consent
Manage and improve our website and services
Meet our legal and regulatory obligations
4. Our lawful bases for processing
Under UK data protection law, we process your information on the following bases:
Consent — for marketing emails and SMS, and for certain cookies
Performance of a contract (or steps before entering one) — to respond to enquiries and deliver requested services
Legitimate interests — to run and improve our business, respond to enquiries, and provide relevant information about our services, where that doesn't override your rights
Legal obligation — to comply with applicable law, regulation or a court order
Where we rely on consent, you can withdraw it at any time, and we'll stop processing for that purpose.
5. The EPC register lookup
When you request a free EPC check, we query the government's Energy Performance of Buildings Register using the address and postcode you provide. Important things to note:
The register covers England and Wales only and is typically updated around once a month.
A certificate may be missing because it has expired, been replaced, or not yet been indexed — you should treat the result as indicative only.
For legal and transactional purposes (for example selling or letting), you must obtain an official EPC from an accredited assessor, not rely on a free register check.
6. Who we share your information with
We do not sell your personal information. We share it only with trusted processors who help us run our services, including:
Processor & Purpose
HighLevel (LeadConnector)
Customer relationship management, forms, email and SMS
n8n
Workflow automation
OpenRouter
AI-assisted generation of report content
SMS Works
SMS messaging
Google (Sheets, Docs, Drive)
Document and record management
Website hosting provider
Hosting our website
Some of these providers are based outside the UK or EEA (for example, in the United States). Where that applies, we ensure appropriate safeguards are in place, such as the UK's International Data Transfer Agreement or Standard Contractual Clauses.
7. How long we keep your information
We keep personal information only for as long as necessary for the purposes set out above, or as long as required by law. Generally:
Enquiry and contact details are reviewed periodically and deleted when no longer needed.
Financial records are kept for the period required by tax law (typically six years).
Where you have opted into marketing, your details are kept until you withdraw consent or unsubscribe.
8. Your rights
You have the right to:
Access a copy of the personal information we hold about you
Rectify inaccurate or incomplete information
Erasure (the "right to be forgotten") in certain circumstances
Restrict how we process your information
Data portability — receive certain information in a machine-readable format
Object to processing based on legitimate interests
Withdraw consent where processing is based on consent
To exercise these rights, contact [email protected]. We respond within one month. You also have the right to lodge a complaint with the Information Commissioner's Office (ico.org.uk).
9. Cookies
We may use cookies and similar technologies to make our website work and, with your consent, to understand how it's used. You can manage or block cookies through your browser settings, though some parts of the site may not function properly.
10. Marketing
We'll only send marketing emails or SMS where:
you have specifically opted in, or
you are an existing customer and we're contacting you about similar services, in line with the "soft opt-in" rules.
Every marketing message includes a clear way to unsubscribe or opt out, and we'll never share your details with third parties for their own marketing.
11. Children
Our services are not directed at children under 16, and we do not knowingly collect their personal information.
12. Changes to this policy
We may update this policy from time to time. The latest version will always be published on this page with an updated date.
13. Contact
For any privacy-related questions, contact us at [email protected] or Unit E03, Charter Square, Sheffield, South Yorkshire, S1 4HS, United Kingdom.