Eco Tech Integration Ltd · Legal information
Privacy Policy
How we handle commercial enquiries, business contacts and building energy information.
Effective date: 24 October 2026
1. Who we are and how to contact us
Eco Tech Integration Ltd provides engineering and energy technology services to commercial customers. Our company number is 09704637 and our registered office and business address is 124 City Road, London, EC1V 2NX, United Kingdom.
We are the controller of personal information used for our enquiries, business relationships and website administration. For privacy requests or data protection complaints, email support@ecotech-integration.co.uk or write to our business address marked “Privacy”. New commercial enquiries should be sent to hello@ecotech-integration.co.uk.
2. Information we handle
- Enquiries and business contacts: names, work email addresses, telephone numbers, company details, site details, service interests and correspondence.
- Project and customer records: surveys, quotations, agreed scopes, drawings, installation and commissioning records, reports, invoices and support history. Some records identify site representatives or other business contacts.
- Building monitoring information: building-level electricity readings, including half-hourly consumption data, meter and site identifiers, measurement times and information needed to interpret the readings. This is not intended to monitor individual occupants. Readings may still be personal information if they can be linked to an identifiable person.
- Website technical information: IP addresses, browser and device information, request times, pages requested and security or diagnostic records generated by our website and hosting services.
We collect information from you, your organisation and its authorised representatives, service communications and equipment used for an agreed project. We may obtain business contact details from public business sources or professional introductions and will explain their use when contacting you where required. Please do not send passwords, access credentials, special-category personal information or detailed building security information through our general enquiry form.
3. Why we use personal information
| Purpose | Usual lawful basis |
|---|---|
| Respond to enquiries, prepare quotations and manage commercial relationships | Our legitimate interests in responding to business requests and conducting our business. Contract or pre-contractual steps where the individual is personally a contracting party. |
| Deliver agreed engineering, monitoring, reporting and support services | Legitimate interests in delivering and managing services for corporate customers; contract where the individual is personally a party. |
| Keep accounting records and respond to legally required disclosures | Compliance with applicable legal obligations. |
| Protect the website, investigate incidents and establish or defend legal claims | Legitimate interests in security, service integrity and protecting legal rights; legal obligations where applicable. |
| Send optional marketing emails or use consent-based analytics and advertising tracking when introduced | Consent for the relevant activity. Marketing and tracking arrangements will be explained before activation. |
Where we rely on legitimate interests, we consider the purpose, necessity and impact on individuals. Providing basic enquiry information is voluntary, but we may be unable to respond or prepare a useful proposal without it. We do not use website enquiries for solely automated decisions producing legal or similarly significant effects.
4. Monitoring services and client responsibilities
Our monitoring work concerns commercial buildings and energy performance. Where an agreed service involves processing personal information on a customer’s instructions, our role and responsibilities must be documented in an appropriate data processing agreement. The customer remains responsible for its own purposes and lawful collection of that information. Building-level data that does not identify a person remains subject to the agreed contractual confidentiality and data-use arrangements.
An AWS-based cloud monitoring and IoT platform is planned and is not currently operational. This notice does not represent that planned platform as an existing data processing service. Before it is introduced, we will review its data flows, suppliers, locations, retention and customer agreements, and update the relevant notices.
5. Who receives information
Information is accessed by authorised people who need it for the relevant purpose. Our current business systems include Hostinger for the WordPress website and Microsoft 365 for business email. Enquiry submissions can be held within the website database and sent to our business mailbox. Depending on the project, information may also be shared with necessary professional advisers, insurers, payment or accounting providers and appropriately engaged contractors, or with authorities where legally required. We limit sharing to what is necessary and use appropriate contractual arrangements.
The Astra theme is configured to serve its fonts locally from our website. Signed-in website administrators may also see fonts or resources associated with their Google Site Kit tools; those administrative resources are separate from the public page design. The unused Hostinger Reach marketing integration has been deactivated; no subscription to that service is created by an enquiry. Links to our social profiles take you to services with their own privacy practices; a profile link is not the same as installing an advertising pixel.
6. Processing outside the UK
Our hosting and email suppliers operate internationally, so we do not claim that all information is stored or accessed only in the UK. Microsoft publishes that processing can take place in the relevant region, the United States and other countries where its suppliers operate. Account-specific storage and support locations vary by service.
Hostinger’s published Data Processing Addendum provides for international transfer safeguards, including the EU Standard Contractual Clauses and UK International Data Transfer Addendum where applicable. Microsoft describes its international processing and legal safeguards in its Privacy Statement and applicable business-service data protection terms. A provider’s published terms do not mean that every available location is used for your information.
Where our use of a supplier involves a restricted transfer, the applicable UK transfer requirements and safeguards must be met. Contact support@ecotech-integration.co.uk for information about the destinations and safeguards relevant to your information, or to request a copy of applicable safeguards, subject to necessary redactions.
7. How long we keep information
| Record | Retention approach |
|---|---|
| Enquiries and unsuccessful quotations | 12 months after the last meaningful contact, unless a documented ongoing opportunity justifies longer retention. |
| Essential contracts, invoices and project records | Normally 6 years after the relevant contract ends, subject to applicable accounting requirements, warranties, claims and any project-specific need for longer engineering record retention. |
| Other business, security and privacy records | For as long as necessary for their stated purpose, taking account of the sensitivity of the information, legal obligations, incident investigation, unresolved requests or complaints, and the need to establish or defend legal claims. |
| Future cloud-monitoring or marketing records | The retention arrangements will be agreed and explained before the relevant processing begins. No operational AWS retention schedule or marketing subscription is established by this notice. |
The approved periods require managed review and deletion; they do not mean automatic deletion is already configured. Where records need to be kept longer, the reason should be documented. Backup removal follows the applicable backup rotation rather than immediate deletion from every recovery copy. Recovery copies must remain access-restricted. Genuinely anonymous aggregate information may be retained separately where the customer agreement permits.
8. Marketing, analytics and advertising
Sending an enquiry does not subscribe you to marketing. Marketing emails, Google Analytics and Meta advertising tracking are planned activities, not services represented here as already enabled. Before introducing them, we will provide clear information and configure the relevant choices. We propose a separate, optional email marketing opt-in and an unsubscribe route in each marketing message. Withdrawing consent will not affect ordinary service communications.
For the intended website setup, optional analytics and advertising tags will be blocked until the relevant consent is given. Refusing optional tracking must not prevent a visitor from making an enquiry. Details of enabled technologies, purposes, providers and durations must be recorded in the Cookie Policy before activation.
9. Security
We use appropriate organisational and technical measures for the information concerned and limit access to authorised people. No website or email system can guarantee absolute security. If you need to share sensitive project information, contact us first so that a suitable transfer method can be agreed.
10. Your rights
Depending on the circumstances and lawful basis, you may have rights to access your personal information, correct inaccuracies, request erasure, restrict processing, receive portable information and object to processing. These rights are subject to applicable legal conditions. You can withdraw consent at any time without affecting the lawfulness of earlier processing.
Send requests to support@ecotech-integration.co.uk. We normally respond within one month, subject to lawful extensions or permitted pauses. We may request proportionate information to verify identity. Requests are normally free, with exceptions only where the law allows.
11. Privacy complaints
You can complain by emailing support@ecotech-integration.co.uk or writing to our business address. Please explain what happened and how we can contact you. We will acknowledge a data protection complaint within 30 days, investigate without undue delay, keep you informed and explain the outcome.
You also have the right to raise a concern with the Information Commissioner’s Office. You do not have to give up that right by contacting us first.
12. Changes to this notice
We review this notice when our services or data handling change. Material new uses, including the planned AWS platform or tracking tools, require review before they begin. The effective date is shown above.