Privacy Notice

last updated: Mar 2026

This Privacy Notice explains how I-HEATPUMP LTD collects, uses, and protects personal data when you complete a diagnostic survey, enquiry form, callback request, or other questionnaire, including surveys delivered via Google Forms and during service enquiries made through our website.

1. Who we are

I-HEATPUMP LTD
Company number: SC872656
Email: info@i-heatpump.comI-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 habitsContact details if you choose to provide them (such as name, email address, or phone number)Information relating to the property's heating system and its operationInformation about your company if you provide it in respect of partnership enquiriesInformation submitted via enquiry forms or callback requests on our websiteWe 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 respond to enquiries or callback requests

  • To allow third-party payment processors to complete payment transactions if applicable

Where appropriate, anonymised and aggregated technical data may be shared with selected industry partners, manufacturers, or research organisations to help improve heating system design, performance, and energy efficiency services. Any data shared in this way will not identify you or your property.

4. Analytics and advertising

Our website uses Google Analytics and Google Ads conversion tracking to understand how visitors use the website and to measure the effectiveness of our advertising.These services may use cookies or similar technologies to collect information such as: pages visited, time spent on the website actions taken (such as submitting a form or clicking a call button). This information helps us understand which services people are interested in and how visitors interact with the website. Google may process this data in accordance with their privacy policy: https://policies.google.com/privacy

5. Cookies

Our website uses cookies to: Enable core website functionality, analyse website traffic, measure advertising and website performance. When you first visit the website you will be given the option to accept or decline non-essential cookies via a cookie banner. You can also control cookies through your browser settings.

6. 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 respond to enquiries, and the processing does not override your rights or freedoms.

7. How data is stored and shared

Survey responses and enquiry data are stored securely using Google Workspace tools (such as Google Forms and Google Sheets). Access is protected by Google's enterprise-grade security controls including two-factor authentication. Personal Data is not shared with third parties except where required to deliver services, process 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. Aggregated data that does not personally identify you or your property may be shared with selected industry partners as described in Section 3.

8. Data retention

We retain survey responses and associated diagnostic data for up to 15 years to allow for complete records throughout an assets lifetime. 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.

9. 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, and lodge a complaint with the Information Commissioner’s Office (ICO). Requests relating to your data should be sent to: info@i-heatpump.com

10. 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 available on this website.