Privacy Policy
Contact details
Post
Springbrook Court, 5 Telegraph Avenue, LONDON, NW9 4GU, GB
hello@energy-i.ai
What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
- Names and contact details
- Account information
- Website user information (including user journeys and cookie tracking)
- Information relating to compliments or complaints
We collect or use the following information for service updates or marketing purposes:
- Names and contact details
- Addresses
- Marketing preferences
- Location data
- IP addresses
- Website and app user journey information
- Records of consent, where appropriate
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Correspondence
We collect or use the following information to manage our waitlist, pilot-programme invitations and future account activations:
- Names and contact details
- Addresses
- IP addresses
- Website and app user journey information
- Company & sector information
Lawful bases and data protection rights
Under UK data protection law, we must have a "lawful basis" for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more aboutlawful baseson the ICO's website.
Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO's website:
- Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.Read more about the right of access.
- Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.Read more about the right to rectification.
- Your right to erasure - You have the right to ask us to delete your personal information.Read more about the right to erasure.
- Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.Read more about the right to restriction of processing.
- Your right to object to processing - You have the right to object to the processing of your personal data.Read more about the right to object to processing.
- Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.Read more about the right to data portability.
- Your right to withdraw consent - When we use consent as our lawful basis you have the right to withdraw your consent at any time.Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide services and goods are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
- Legitimate interests - we're collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We need to use your name, email address and phone number to manage our waitlist, invite you to join our pilot programme, and support you through onboarding to the live service.
Why it's necessary: Effective communication: Without your contact details, we cannot let you know when your place on the waitlist opens or when the pilot starts. Timely support: If you submit a question or report an issue, we need to reach you quickly to keep your experience smooth.
Why the balance of interests falls in your favour: Benefit to you: You gain early access to our pilot, timely answers to your queries, and clear updates on when the full product is available. Minimal risk to you: We only collect the minimum data needed (name + contact + any optional message). We do not sell your data, share it outside our core team, or collect any sensitive data. Your control & safeguards: You can opt out of marketing at any time via the unsubscribe link. All data is stored securely (encrypted at rest), with access limited to our support and product teams. We retain your details only as long as you remain on the waitlist or pilot, unless you give consent for marketing beyond that.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
- Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Legitimate interests - we're collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We need to use your name, contact details and correspondence to investigate and resolve your query or complaint in a timely, effective manner. This processing is necessary for us to deliver the service you've requested (i.e. a response or resolution), and poses minimal privacy risk because we only process what you voluntarily provide and do not share it beyond our support team.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Our lawful bases for collecting or using personal information for managing our waitlist, pilot-programme invitations and future account activations are:
- Legitimate interests - we're collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
We process your name, email address, and phone number so that we can effectively manage our waitlist, invite you to participate in our pilot programme, and onboard you onto the live service. These communications are necessary and proportionate: you have voluntarily provided this information, we use it only for the stated purposes, and we do not share it outside our core team. The benefits to you, timely updates on your waitlist status, clear pilot invitations, and a smooth onboarding experience, far outweigh any minimal privacy impact.
For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.
Where we get personal information from
- Directly from you
- Publicly available sources
- Market research organisations
- Providers of marketing lists and other personal information
- Third parties:
We may enrich the basic contact details you provide with publicly available corporate information (e.g. Companies House data) or via licensed marketing data providers, to help us tailor our pilot invitations and account setup process
How long we keep information
| Data Category | Purpose | Retention Period | Disposal Method |
|---|---|---|---|
| Waitlist & pilot contacts | Manage waitlist, send pilot invites, onboarding | 12 months after pilot completion | Secure deletion |
| Contact-form enquiries | Answer questions, handle complaints | 6 months after last reply | Secure deletion |
| Marketing consents & mailing list | Send newsletters & service updates | Until consent withdrawn (review every 24 months) | Delete on opt-out |
| Analytics & IP logs | Site-interaction analysis, security monitoring | 6 months | Anonymise or purge logs |
| Behavioral tracking cookies | UX optimization | 3 months (per cookie banner settings) | Cookie expiry + purge logs |
For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.
Who we share information with
Data processors
Make.com / Integration platform
This data processor does the following activities for us: Receives form submissions via webhook and runs our scenarios (writes to Sheets, sends email).
Google (Google Cloud / Sheets API) / Cloud data storage
This data processor does the following activities for us: Persists form-data rows in a Google Sheet (our temporary CRM) and exposes them via API.
Others we share personal information with
Suppliers and service providers
Sharing information outside the UK
Where necessary, we will transfer personal information outside of the UK. When doing so, we comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
| Organisation name | Category of recipient | Country | Compliance safeguard |
|---|---|---|---|
| Make.com | Integration platform | US | The International Data Transfer Agreement (IDTA) |
| Cloud data storage & collaboration | Primarily US & EU | The International Data Transfer Agreement (IDTA) |
Where necessary, our data processors may share personal information outside of the UK. When doing so, they comply with the UK GDPR, making sure appropriate safeguards are in place.
For further information or to obtain a copy of the appropriate safeguard for any of the transfers below, please contact us using the contact information provided above.
| Organisation name | Category of recipient | Country | Compliance safeguard |
|---|---|---|---|
| Make.com | Integration platform | US | The International Data Transfer Agreement (IDTA) |
| Cloud data storage & collaboration | US | The International Data Transfer Agreement (IDTA) |
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we've used your data after raising a complaint with us, you can also complain to the ICO.
The ICO's address:
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
For questions about this Privacy Policy or our data practices, please contact us at:
Email:hello@energy-i.ai