HearthBridge Systems Ltd-Privacy Policy (UK GDPR Compliant)

Last updated: 5 May 2026


1. Who we are

HearthBridge Systems Ltd (“we”, “us”, “our”) is a UK based home‑energy intelligence and installer‑matching service.
We help homeowners connect with trusted renewable‑energy installers in Kent.

Company details:
HearthBridge Systems Ltd
66 Paul Street, London, EC2A 4NE
Email: compliance@hearthbridgesystems.co.uk

We are registered with the Information Commissioner’s Office (ICO).
Registration number: ZC134644.

We are the data controller for the personal data we collect.


2. The data we collect

We collect and process the following types of personal data:

Homeowners
Name

Contact details (email, phone)

Address and postcode

Property details (e.g., heating system, EPC status, suitability information)

Project requirements (e.g., heat pump, solar PV, battery storage)

Notes you provide in forms or messages

Consent preferences

Installers / Partners
Business contact details

Company information

MCS certification status

Service areas and technologies

Lead‑handling information

Contract and billing information (if applicable)

Website data
Cookie preferences

IP address and device information

Basic analytics (page views, form interactions)

We do not collect sensitive personal data.


3. How we use your data

We use your data for the following purposes:

For homeowners
To assess your home’s suitability for renewable‑energy upgrades

To match you with relevant, trusted installers

To send your enquiry to a selected installer only when you give consent

To communicate with you about your enquiry

To improve our service and website

For installers
To provide homeowner enquiries you have agreed to receive

To verify your business details and service areas

To manage our relationship and any agreements

To improve lead quality and platform performance


4. Our lawful bases for processing

We rely on the following lawful bases under UK GDPR:

Consent-when you ask us to connect you with an installer or agree to be contacted

Contract-when we work with installers or provide services you request

Legitimate interests-for platform security, analytics, and service improvement

Legal obligation-where required by law (e.g., tax or regulatory requirements)

We do not sell personal data.


5. Who we share your data with

We only share your data when necessary and appropriate.

Homeowner enquiries
We share your details only with the installer(s) you have agreed to be contacted by.
We do not send your details to multiple installers unless you explicitly choose this.

Service providers
We use trusted third‑party providers for:

Website hosting

Email and communication tools

CRM and lead‑management systems

Analytics and performance tools

All providers are bound by data‑processing agreements.

Legal or regulatory requirements
We may share data if required to comply with the law.


6. International transfers

Some service providers may store data outside the UK.
Where this happens, we ensure appropriate safeguards are in place (e.g., UK IDTA or adequacy decisions).


7. How long we keep your data

We keep personal data only as long as necessary:

Homeowner enquiries: up to 24 months

Installer account data: for the duration of our relationship

Analytics and cookies: as per our Cookie Policy

Legal/financial records: 6 years

We securely delete or anonymise data when no longer needed.


8. Your rights

Under UK GDPR, you have the right to:

Access your data

Correct inaccurate data

Request deletion

Restrict or object to processing

Withdraw consent at any time

Request a copy of your data (data portability)

To exercise your rights, email: compliance@hearthbridgesystems.co.uk

We respond within one month.


9. Marketing and communications

We only send marketing messages when you have:

Given clear consent, or

Have an existing relationship with us and PECR allows it

You can opt out at any time.


10. Cookies

We use cookies to:

Understand website performance

Improve user experience

Remember your preferences

Non‑essential cookies are only used with your consent.
See our Cookie Policy for full details.


11. Children

Our service is not intended for individuals under 18.
We do not knowingly collect children’s data.


12. How to complain

If you have concerns, contact us at compliance@hearthbridgesystems.co.uk.

You can also contact the UK Information Commissioner’s Office (ICO):
www.ico.org.uk


13. Changes to this policy

We may update this policy from time to time.
The latest version will always be available on our website.