Privacy Policy

Introduction

calm-funds Limited is committed to protecting your privacy and handling your personal information with care and transparency. This policy explains what information we collect, why we collect it, how we use it, and your rights regarding that information.

We are the data controller for the personal information we process, unless otherwise stated. Our registered office is located at 42 Riverside Business Park, Harcourt Way, Bristol BS2 0AW, United Kingdom.

Information We Collect

Information You Provide

When you contact us or engage our services, we may collect:

• Name and contact details including email address and postal address
• Property information such as address, type, age, and construction details
• Details about your energy consumption, heating systems, and current efficiency measures
• Information about your energy goals and concerns
• Payment information when you purchase our services
• Communications you send to us via email or other channels

Information Collected Automatically

When you visit our website, we may automatically collect:

• Technical information including IP address, browser type, and operating system
• Usage information such as pages visited, time spent, and navigation patterns
• Cookie data as described in our Cookies Policy

Information from Third Parties

In some cases, we may receive information from third parties such as property records, energy performance certificate databases, or grant scheme administrators when assisting you with applications.

How We Use Your Information

We process your personal information for the following purposes:

Service Delivery

To provide our energy assessment and consulting services, including scheduling appointments, conducting assessments, preparing reports, and offering ongoing advice. This processing is necessary to fulfill our contract with you.

Communication

To respond to your inquiries, provide requested information about our services, and maintain ongoing communication regarding projects. This is based on your consent or our legitimate interest in customer service.

Business Operations

To manage our business including billing, accounting, and maintaining records. This processing is necessary for our legitimate business interests and compliance with legal obligations.

Improvement and Analysis

To understand how our services are used, identify areas for improvement, and develop new offerings. This is based on our legitimate interest in enhancing service quality.

Legal Compliance

To comply with applicable laws, regulations, and professional standards. This processing is necessary to meet legal obligations.

Legal Basis for Processing

We process your personal data under the following legal bases:

• Contractual Necessity: Processing required to provide services you've requested
• Legitimate Interests: Processing necessary for our business operations, provided your interests don't override ours
• Legal Obligation: Processing required to comply with laws and regulations
• Consent: Processing based on explicit permission you've provided, which you may withdraw at any time

Information Sharing

We do not sell your personal information. We may share information with:

Service Providers

We work with trusted third parties who assist with business operations such as IT services, payment processing, and document storage. These providers are contractually obligated to protect your information and use it only for specified purposes.

Contractors and Partners

When you authorize us to coordinate with contractors for implementation work, we share relevant property information needed to provide quotes or perform installations. We only share what's necessary for the specific purpose.

Grant Administrators

If you request assistance with grant applications, we may share information with relevant government or local authority programs. This is done only with your explicit consent.

Legal Requirements

We may disclose information when required by law, regulation, legal process, or government request, or when necessary to protect our rights or those of others.

Data Retention

We retain your personal information for as long as necessary to fulfill the purposes described in this policy, unless a longer retention period is required by law.

Generally, we retain:

• Assessment reports and associated property data for seven years following service completion
• Financial records for seven years as required by accounting regulations
• General correspondence for three years after your last interaction with us
• Marketing consent records until you withdraw consent

After these periods, we securely delete or anonymize your information unless ongoing retention is legally required or you have consented to longer storage.

Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Access controls limiting who can view information
• Regular security assessments and updates
• Staff training on data protection obligations
• Secure backup and recovery procedures

While we strive to protect your information, no method of transmission or storage is completely secure. We cannot guarantee absolute security but commit to maintaining industry-standard protections.

Your Rights

Under data protection law, you have rights regarding your personal information:

• Access: Request a copy of personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your information in certain circumstances
• Restriction: Request that we limit processing of your information
• Portability: Receive your information in a structured, commonly used format
• Objection: Object to processing based on legitimate interests
• Withdraw Consent: Withdraw previously given consent at any time

To exercise these rights, contact us at [email protected]. We will respond within one month. You also have the right to lodge a complaint with the Information Commissioner's Office if you believe we've mishandled your information.

International Transfers

Your information is primarily processed within the United Kingdom. If we transfer information outside the UK, we ensure appropriate safeguards are in place such as standard contractual clauses or adequacy decisions.

Changes to This Policy

We may update this privacy policy periodically to reflect changes in our practices or legal requirements. We will post any changes on this page with an updated revision date. Significant changes will be communicated via email to clients with whom we have an active relationship.

Contact Information

For questions about this privacy policy or our data practices, contact us at:

calm-funds Limited
42 Riverside Business Park
Harcourt Way
Bristol BS2 0AW
United Kingdom
Email: [email protected]