Privacy notice
This notice explains what personal information The EcoGlow Group Ltd collects, why we collect it, how long we keep it and what rights you have over it.
Who we are
The EcoGlow Group Ltd is the data controller for the information described in this notice. That means we decide why and how it is used.
How to contact us
The EcoGlow Group Ltd
Unit 1 Chertsey Industrial Park, Ford Road, Chertsey, Surrey KT16 8FH
Telephone 01932 550828
Email info@ecoglow.uk.com
Monday to Friday, 8am to 5pm
Registered in England and Wales, company number 11046963. VAT registration number 284030913. Registered office: Unit 1 Chertsey Industrial Park, Ford Road, Chertsey, Surrey KT16 8FH.
We are registered with the Information Commissioner's Office under registration number [PLACEHOLDER — ICO registration number — every UK company processing personal data must register and pay the annual fee. Find it at ico.org.uk/ESDWebPages/Entry].
What we collect, and why
| Information | Why we need it | Lawful basis |
|---|---|---|
| Name, address, telephone number, email address | To contact you about your enquiry, arrange a survey and carry out work | Steps taken at your request before entering a contract, and performance of that contract |
| Details of your property — construction, heating, insulation, energy use, meter and supply details, photographs taken during a survey | To design a system that suits your home and to produce the calculations and paperwork the installation requires | Performance of a contract |
| Your EPC and, where relevant, information about benefits or eligibility you tell us about | To establish whether you qualify for a grant or funded scheme | Your consent, and our legal obligations under the scheme rules |
| Payment details | To take payment for the work and to keep the accounting records we are required to keep | Performance of a contract, and legal obligation |
| Records of the work, certificates, commissioning data and handover documents | To register your installation, honour the warranty and meet certification requirements | Legal obligation, and our legitimate interest in defending the guarantee |
| Correspondence, including emails, calls and messages | To answer questions, resolve complaints and keep an accurate record | Our legitimate interest in running the business properly |
Where the information comes from
Almost always from you directly — through the enquiry form on this site, by telephone, by email, or during a survey at your property. We may also receive information about you from:
- a local authority, housing provider or energy supplier, where your installation is funded through a scheme they run;
- a principal contractor, where we are working as a subcontractor on their project;
- the publicly available EPC register.
Who we share it with
We do not sell your information and we do not share it for anyone else's marketing. We do share it where we have to:
- Certification and scheme bodies — MCS, TrustMark, NAPIT, RECC and Gas Safe, to register your installation and issue your certificates. This is a condition of the schemes we work under.
- Your Distribution Network Operator — for the connection application a solar or battery installation requires.
- The manufacturer of your equipment, to register the product warranty.
- Funding bodies — where your work is paid for through a grant or scheme, its administrator will require evidence of the installation.
- Subcontractors and suppliers where they need it to do the work.
- Our accountants, insurers and professional advisers.
- Our IT and software suppliers, who host our systems on our instructions.
Everyone we share information with is required to keep it secure and use it only for the purpose we gave it to them for.
Where your information is held
Your information is held on systems within the United Kingdom and the European Economic Area. Where a supplier processes information outside the UK, we rely on the UK's adequacy regulations or on the International Data Transfer Agreement approved by the Information Commissioner.
How long we keep it
| Record | Kept for | Why |
|---|---|---|
| Enquiries that do not lead to work | 12 months | So we can pick up the conversation if you come back to us |
| Survey and design records | [PLACEHOLDER — confirm — suggested 6 years from the survey] | Limitation period for a contract claim |
| Installation, commissioning and certification records | [PLACEHOLDER — confirm — MCS and TrustMark set minimum retention; suggested 6 years, or the length of the workmanship warranty if longer] | Scheme requirements and warranty |
| Accounting and VAT records | 6 years from the end of the accounting period | Required by HMRC |
| Health and safety records | [PLACEHOLDER — confirm — asbestos records must be kept 40 years] | Required by law |
When a retention period ends we delete the information or anonymise it so you can no longer be identified from it.
Marketing
If you ask us for a quotation we may contact you about that quotation and about work of the same kind. Every marketing message we send carries an unsubscribe link, and you can tell us to stop at any time by emailing info@ecoglow.uk.com. We will not pass your details to another company for their own marketing.
Your rights
Under the UK GDPR you have the right to:
- ask for a copy of the information we hold about you;
- have inaccurate information corrected;
- ask us to delete information, where we no longer have a reason to keep it;
- ask us to restrict how we use it while a question about it is resolved;
- object to us using it where we rely on legitimate interests;
- ask for it in a portable, machine-readable form;
- withdraw consent, where we relied on your consent.
Write to info@ecoglow.uk.com and we will respond within one month. There is no charge. Some rights are qualified — for example we cannot delete records a certification scheme or HMRC requires us to keep — and if that applies we will explain why.
Complaining to the regulator
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office at any time.
Information Commissioner's Office
Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Telephone 0303 123 1113
ico.org.uk/make-a-complaint
Automated decisions
We do not make decisions about you by automated means, and we do not profile you.
Changes to this notice
If we change how we use your information we will update this page and change the date at the top. Where the change is significant we will tell you directly.
Last updated 28 August 2026.