Privacy Notice

This Privacy Notice explains how I-HEATPUMP LTD collects, uses, and protects personal data when you complete a diagnostic survey, enquiry form or other questionnaire, including surveys delivered via Google Forms and at checkout to process your order.

1. Who we are

I-HEATPUMP LTD
Company number: SC872656
Email: info@i-heatpump.com

I-HEATPUMP LTD provides independent heat pump diagnostic and performance assessment services.

2. What data we collect

We may collect the following information:

  • Survey responses relating to comfort, system usage, and hot water habits

  • Contact details if you choose to provide them (such as name or email address)

  • Information relating to the property’s heating system and its operation

  • information about your company you provide in respect of partnership enquiries

We only collect data that is relevant to providing diagnostic and advisory services.

3. How we use your data

Your data is used for the following purposes:

  • To assess how a heat pump system is being used

  • To support performance diagnostics and reporting

  • To identify potential efficiency or comfort issues

  • To improve the quality of our diagnostic services

  • To allow third-party payment processors to complete your payment transactions

We do not use survey data for marketing purposes unless you explicitly allow this.

4. Lawful basis for processing

We process personal data under the lawful basis of Legitimate Interest.

This means the data is necessary for us to provide professional diagnostic services, and the processing does not override your rights or freedoms.

5. How data is stored and shared

Survey responses are stored securely using Google Workspace tools (Google Forms and Google Sheets). Access is protected by Google’s enterprise-grade security controls, including mandatory two-factor authentication

Data is not shared with third parties except where required to deliver the agreed diagnostic service, collect payments or where required by law.

Payment information is not routinely captured by i-HEATPUMP LTD unless you expressly provide it directly to us for the purposes of processing a payment.

6. Data retention

We retain survey responses and associated diagnostic data for up to 5 years.

This allows us to maintain records of assessments and support follow-up diagnostics if required. Data may be deleted earlier upon request, unless retention is required for legal or contractual reasons.

7. Your rights

Under UK GDPR, you have the right to:

  • Request access to your personal data

  • Request correction of inaccurate data

  • Request deletion of your data

  • Object to or restrict processing in certain circumstances

  • Lodge a complaint with the Information Commissioner’s Office (ICO)

Requests relating to your data should be sent to info@i-heatpump.com.

8. Changes to this notice

This Privacy Notice may be updated from time to time to reflect changes in our services or legal requirements. The latest version will always be provided alongside each survey.