Privacy notice (Draft for legal review)

Eco Tech Electrical Contractors Limited T/A Property Cert Experts
Updated 11 October 2026

1. Who is responsible for your data?

Eco Tech Electrical Contractors Limited T/A Property Cert Experts operates this portal and is the controller of the personal information used to run it. The software is developed and managed by the company.

For privacy questions or to exercise your rights, email info@propertycertexperts.co.uk or call 020 3633 5557 Monday to Friday, 9 am to 5 pm UK time.

2. Information we collect

We collect the account name, email address, chosen contact methods, phone number where needed, property address and postcode, property details, compliance services, inspection dates, next due dates, notes and any certificates you choose to upload. We also hold account authentication information, records of changes and service activity, and technical information needed for security and operation, such as session information and IP addresses used for request limits.

Certificate uploads are optional. Please avoid uploading unnecessary information about tenants or other people. We do not request or store bank account, credit card or debit card details through this free portal.

3. Why we use information and our legal bases

We use your information to provide the free compliance record and reminder service you request: managing your account, checking property coverage against our local postcode list, recording inspections, monitoring deadlines and contacting you using your selected methods. Processing necessary to provide this requested service is based on performance of our service agreement with you.

We use necessary account and technical information for our legitimate interests in operating a secure portal, preventing misuse and maintaining reliable service records. We consider your rights when relying on those interests. Where applicable, we also process information to meet legal obligations.

We aim to contact you around four weeks before a recorded due date. Unknown dates need follow-up rather than a timed reminder. If you separately opt in to inspection quotes, we use the relevant information to provide our quote with the reminder under that consent. We record the channels you permitted, the date/time and the permission wording version. You can withdraw permission in Account settings or contact us; withdrawal does not affect the lawfulness of earlier consent-based processing.

4. Contact choices, inspection quotes and no unrelated marketing

You can choose email, phone, WhatsApp or a combination and change these choices in Account settings. These choices are for compliance-service contact, not consent to advertising. Account activation and security emails remain necessary for the account.

Quote permission is separate, optional and unticked by default. If you opt in, your reminder may include our free inspection quote without you requesting each quote separately. If you decline permission or withdraw it, you retain deadline-only reminders and free access. You may ignore or decline any quote and use another contractor. The quote element is promotional, and our team must honour your current channel choices and any objection or withdrawal before contacting you.

We do not sell your information, share it for third-party marketing, or use portal information for unrelated advertising.

If you choose WhatsApp, the messages and associated information are also processed by WhatsApp under its own privacy terms. You can choose another contact method instead.

5. Who can access information?

Only authorised Eco Tech staff with designated roles have access through the portal for compliance follow-up, inspection-record maintenance, support and administration. This does not mean that hosting or communication providers never process data. We do not send your details to independent contractors so they can solicit work.

Service providers necessarily process information to operate the portal: Hostinger provides hosting/storage and Microsoft 365 processes outgoing email and business communications. This is different from selling or sharing data for another business's marketing. Our property-coverage check uses a locally stored district list; it does not send your postcode to an external lookup service.

We may disclose information where legally required or necessary to establish, exercise or defend legal claims. Provider processing locations and any international transfers must be assessed by the business and covered by the safeguards required under UK data protection law.

6. Access, changes and deletion

You can sign in to access your records, edit your contact and property information, update inspection dates, and download your own certificates. If another contractor carries out an inspection, you must update your record yourself. Our team updates the corresponding inspection record when we carry out the work.

You can permanently delete your account in Account settings. After successful deletion, your account, linked live portal data and uploaded certificates are removed immediately; there is no additional live-account retention period. Deletion requires your password and explicit confirmation and may need to wait for an email already being processed to finish.

Outside the portal, our company policy is to retain inspection reports we issue for five years from the issue date, then delete them, unless a specific legal obligation or legal hold requires otherwise. Any names, property addresses or contact information contained in those reports follow the report retention period; they are not removed from the report after three months.

Other company-controlled email correspondence and contact records outside the portal are scheduled for deletion within three months of account deletion, except records subject to a specific legal obligation or legal hold. The company must operate that deletion process in its mailboxes and other systems separately; the portal delete button does not do it automatically.

Hosting backups and security logs have separate provider-controlled retention arrangements that the business still needs to verify. Sent emails cannot be recalled from recipients' inboxes. We cannot promise that every copy is erased immediately or within the company-controlled contact-record period.

For a request concerning a particular record, or information outside your portal account, contact us. We may need to verify your identity. Separate records of any paid inspection are not covered solely by this free-portal notice and may have legal retention requirements.

7. Your data protection rights

Depending on the circumstances, you have rights to access your personal data, correct it, request erasure, restrict processing, object to processing based on legitimate interests, and receive portable data where the legal conditions apply. These rights may be subject to legal exceptions. Contact us to exercise them; ordinarily we respond within one month, subject to lawful extensions.

You may complain to the UK Information Commissioner's Office at ico.org.uk/make-a-complaint. You do not have to contact us first, although we welcome the opportunity to resolve concerns.

8. Security, cookies and automated decisions

The portal uses password hashes, access controls and essential session/security cookies to support sign-in and protect forms. Uploaded documents are not served as public website files. No system can guarantee absolute security; keep your password private.

The postcode rule automatically accepts or rejects a property against our current business coverage list. It is not a legal determination or a precise M25 boundary check. You can contact the team to query a rejection. We do not use this service to make automated decisions with legal or similarly significant effects.

9. Changes and further information

We will update this notice if the service or its processing changes. See the service terms for coverage, the free service, contractor choice, your compliance responsibilities and intellectual property.