Privacy Policy

Privacy Policy

Last updated: 24 August 2026

1. Introduction

South Wales Renewables Limited respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, submit an enquiry, request a quotation, use one of our online tools or engage us to provide services.

It also explains how information submitted through this website may be processed by service providers that help us operate the website and deliver communications, including Toolbelt Websites and Resend.

This Privacy Policy also explains your rights under applicable UK data protection law.

For the purposes of UK data protection legislation, South Wales Renewables Limited is the data controller responsible for the personal information described in this Privacy Policy.

2. Who We Are

South Wales Renewables Limited
Company number: 16004191

110 Old Road
Neath
Wales
SA11 2BU

Telephone: 01639 502020
Email: admin@southwalesrenewables.co.uk

In this Privacy Policy, references to “South Wales Renewables”, “we”, “us” or “our” mean South Wales Renewables Limited.

3. Scope of This Privacy Policy

This Privacy Policy applies to personal information collected through:

• Our website
• Contact and enquiry forms
• Telephone enquiries
• Email enquiries
• Requests for quotations or estimates
• Online quotation or estimation tools
• Customer appointments
• Surveys and site visits
• Installation, servicing, maintenance and repair work
• Customer service communications
• Other direct dealings with South Wales Renewables

It does not apply to websites operated by third parties that may be linked to from our website.

4. Personal Information We May Collect

The personal information we collect depends on how you interact with us.

4.1 Contact and Enquiry Information

When you contact us or submit a form through our website, we may collect information including:

• Your name
• Email address
• Telephone number
• Property address
• Postcode
• Details of your enquiry
• Details about your heating, plumbing, renewable energy or air conditioning requirements
• Any information you enter into a message or enquiry field
• Any other information you voluntarily provide

The exact information collected will depend on the form you complete and the information you choose to provide.

4.2 Quotation and Customer Information

If you request a quotation, arrange a survey or become a customer, we may also collect:

• Installation or service address
• Billing address
• Property details
• Details of existing equipment or systems
• Information required to assess proposed work
• Appointment information
• Quotations and estimates
• Contract and project information
• Correspondence relating to the work
• Photographs of equipment, installations or relevant areas of a property where necessary
• Service and maintenance history
• Warranty information
• Invoice and payment information

We will only collect information that is reasonably necessary for the services being provided.

4.3 Payment Information

Where payments are made to us, we may process information relating to the payment and transaction.

Where payment processing is provided by a bank, card provider or third-party payment processor, payment card information may be processed directly by that provider rather than stored by South Wales Renewables.

We do not intentionally retain full payment card details unless this is necessary and lawful.

4.4 Website and Technical Information

When you use our website, certain technical information may be generated automatically, including:

• IP address
• Browser type and version
• Device type
• Operating system
• Approximate geographic region
• Pages viewed
• Date and time of visits
• Referring website or source
• Time spent on pages
• Website interactions
• Technical error and performance information

Some of this information may be collected through cookies, analytics systems, server logs or similar technologies.

4.5 Communications

We may retain communications exchanged with you by:

• Email
• Telephone
• Website forms
• SMS
• Messaging services
• Other communication methods used in connection with your enquiry or services

Telephone calls are not routinely recorded unless you are informed that recording is taking place.

5. How We Collect Personal Information

Directly from you

We may collect information directly from you when you:

• Complete a website contact or enquiry form
• Telephone us
• Email us
• Request a quotation
• Use an online estimation or quotation tool
• Arrange a survey
• Book servicing or repair work
• Enter into a contract with us
• Communicate with our team

Automatically

Certain technical information may be collected when you visit our website through cookies, server logs and analytics technologies.

Through our website service providers

Our website is provided and supported using services supplied by Toolbelt Websites.

When you submit a contact or enquiry form through this website, the information entered into that form may be processed through systems operated or managed by Toolbelt Websites so that your enquiry can be securely transmitted to South Wales Renewables.

Toolbelt Websites processes this information on our behalf for purposes connected with operating the website, processing the form submission and delivering the resulting enquiry to us.

Contact form notifications are delivered using Resend, an email delivery service operated by Plus Five Five, Inc.

This means that information contained in a contact form submission may pass through Toolbelt Websites and Resend before being delivered to the email account nominated by South Wales Renewables.

From other third parties

In some circumstances, information may also be provided by:

• A family member or property owner arranging work on your behalf
• Landlords, letting agents or property managers
• Contractors working with us
• Manufacturers or suppliers
• Referral partners
• Professional advisers
• Payment providers
• Other organisations where it is lawful for them to provide information to us

6. How We Use Your Personal Information

We may use your personal information to:

• Receive and process website enquiries
• Respond to enquiries
• Contact you about requested services
• Arrange appointments
• Prepare quotations and estimates
• Carry out property surveys
• Assess installation requirements
• Provide installation services
• Provide servicing and maintenance
• Diagnose faults
• Carry out repairs
• Administer service plans
• Order equipment or parts
• Manage warranties
• Process payments
• Issue invoices
• Keep accounting and business records
• Communicate with customers
• Deal with complaints
• Provide aftercare
• Maintain records of work completed
• Improve our website
• Understand website usage
• Protect our website and systems
• Prevent fraud, spam and misuse
• Comply with legal and regulatory obligations
• Establish, exercise or defend legal claims

We will not use your personal information for purposes that are incompatible with the reason it was collected unless permitted or required by law.

7. Our Lawful Bases for Processing

UK data protection law requires us to have a lawful basis for processing personal information.

The lawful basis we rely upon will depend on the circumstances.

Contract

We may process information where this is necessary to:

• Take steps at your request before entering into a contract
• Respond to a request for services
• Prepare a quotation
• Arrange work
• Perform a contract with you
• Provide services you have requested
• Administer payments, appointments and aftercare

Legitimate Interests

We may process personal information where it is necessary for our legitimate business interests and those interests do not override your rights.

This can include:

• Receiving and responding to enquiries
• Operating our website
• Using service providers to securely route website enquiries
• Managing our business
• Maintaining customer records
• Improving our services
• Protecting our systems
• Preventing spam, fraud or misuse
• Handling disputes
• Establishing or defending legal claims
• Understanding general website performance

Where we rely on legitimate interests, we consider the impact of the processing on your rights and freedoms.

Legal Obligation

We may process information where necessary to comply with legal obligations, including:

• Tax and accounting requirements
• Health and safety requirements
• Consumer protection requirements
• Regulatory requirements
• Court orders or other lawful requests

Consent

Where required, we may rely on your consent.

This includes our use of optional analytics technologies such as Google Analytics where consent is required.

You can withdraw your consent at any time.

Withdrawal of consent does not make processing carried out before withdrawal unlawful.

8. Contact Forms, Toolbelt Websites and Resend

Our website contact forms are designed to allow you to contact South Wales Renewables electronically.

When you submit a contact form, the information you enter is processed for the purpose of delivering your enquiry to us and enabling us to respond.

The contact form infrastructure used by this website involves the following service providers:

Toolbelt Websites

Toolbelt Websites provides website infrastructure and related website services used by South Wales Renewables.

When a website form is submitted, Toolbelt Websites may process the information contained in the submission on our behalf in order to:

• Receive the form submission
• Process the information submitted
• Protect the form and website against misuse
• Route the enquiry correctly
• Generate a contact form notification
• Pass the notification to the email delivery service
• Maintain and troubleshoot the website and form functionality

Toolbelt Websites does not determine why South Wales Renewables collects your contact form information. It provides the technical website services used to process that information on our behalf.

Resend

Toolbelt Websites uses Resend, operated by Plus Five Five, Inc., as an email delivery provider.

Resend is used to transmit contact form notification emails from the website infrastructure to the email address nominated by South Wales Renewables.

Information processed through Resend in connection with a contact form may include:

• Your name
• Your email address
• Your telephone number, where provided
• Information entered into the contact form
• The content of your enquiry
• The sender and recipient email addresses used to deliver the notification
• Technical email delivery and message metadata

The exact information transmitted will depend on the fields included in the contact form and the information you provide.

Resend processes this information as part of providing email delivery services.

The use of Toolbelt Websites and Resend does not change the purpose for which your enquiry is collected. South Wales Renewables remains responsible for determining how and why the personal information submitted through this website is used.

We do not use the contact form submission process to sell your information to Toolbelt Websites, Resend or other third parties.

9. Google Analytics

We use Google Analytics to help us understand how visitors use our website.

Google Analytics can provide information such as:

• The number of people visiting our website
• Which pages are visited
• How visitors found the website
• Approximate geographic information
• Device and browser information
• How visitors move between pages
• General website engagement and performance information

We use this information to understand website performance and improve the experience we provide to visitors.

Google Analytics is treated as an optional analytics service on this website.

Where consent is required, Google Analytics will not be activated until you have given permission through our cookie controls.

You may withdraw that permission using the cookie preference controls available on the website.

Google may process information collected through Google Analytics in accordance with its own data protection terms and privacy policies.

We do not use Google Analytics information for the purpose of making decisions that have legal or similarly significant effects on individual website visitors.

10. Cookies

What Are Cookies?

Cookies are small pieces of information stored on your computer, tablet, smartphone or other device when you visit a website.

Cookies can be used for purposes including:

• Operating websites
• Maintaining security
• Remembering preferences
• Measuring website usage
• Improving performance

Strictly Necessary Cookies

Certain cookies may be required for the website to function correctly.

These can include cookies used for:

• Website security
• Remembering cookie preferences
• Maintaining essential website functionality
• Preventing misuse

Where a cookie is strictly necessary to provide a service you have requested, consent may not be required.

Analytics Cookies

We may use analytics cookies associated with Google Analytics.

These help us understand how visitors interact with the website and allow us to improve its content, usability and performance.

Where required, analytics cookies are only activated after you have provided consent.

Google Analytics may use cookies including identifiers beginning with names such as _ga. Exact cookie names, functionality and expiry periods may vary according to the configuration of Google Analytics.

Managing Cookies

When you first visit the website, you will be provided with controls allowing you to manage optional cookies.

You can:

• Accept optional cookies
• Reject optional cookies
• Change your preferences

You may also control cookies through your browser.

Blocking certain essential cookies may affect the operation of the website.

Changes to Our Use of Cookies

If we introduce additional technologies such as advertising pixels, embedded services, marketing tracking or other non-essential technologies, we will review and update our cookie information and consent controls where required.

Further information is available in our Cookie Policy.

11. Online Quotations and Estimates

Our website may contain tools that allow you to request or generate an initial quotation or estimate.

Information entered into these tools may be used to:

• Assess your stated requirements
• Provide an indicative estimate
• Contact you about your enquiry
• Prepare a more detailed quotation
• Arrange a site visit where required

Information submitted using an online quotation or estimation tool may also be processed through the website infrastructure provided by Toolbelt Websites and associated service providers where necessary to deliver the enquiry to us.

Any automatically generated estimate is intended to provide preliminary information unless expressly stated otherwise.

An automatically generated estimate does not constitute a solely automated decision producing legal or similarly significant effects on you.

Final suitability, specification and pricing may require further assessment by a member of our team.

12. Contact Form Information

When you submit a contact or enquiry form, the information you provide will be processed so that your message can be delivered to South Wales Renewables and so that we can respond.

You should avoid including personal information that is not relevant to your enquiry.

You should also avoid providing unnecessary sensitive or special category personal information through a general website contact form.

We do not ask you to provide special category personal information through our standard contact forms.

13. Marketing Communications

We may occasionally communicate with existing or prospective customers about relevant services where permitted by law.

Submitting a general website contact form does not automatically mean that you have agreed to receive unrelated marketing communications.

Where consent is required for electronic marketing, we will obtain it.

In circumstances where UK privacy law permits marketing without specific consent, such as certain communications with existing customers, we will comply with the applicable requirements.

You can ask us to stop sending marketing communications at any time.

You may do this by:

• Using an unsubscribe option where available
• Emailing admin@southwalesrenewables.co.uk
• Contacting us by telephone

We will not sell your personal information to third parties for their own marketing purposes.

14. Sharing Personal Information

We may share personal information with trusted organisations where reasonably necessary for our business or the provision of services.

Website and Communication Providers

We use third-party service providers to operate our website and deliver electronic communications.

These include:

• Toolbelt Websites – website infrastructure, website management and contact form processing
• Resend / Plus Five Five, Inc. – transactional email delivery used to transmit website contact form notifications
• Website hosting and infrastructure providers
• Email providers
• IT and technical support providers

These providers may process personal information only to the extent necessary to provide their relevant services or as otherwise permitted by applicable law and their contractual arrangements.

Other Service Providers

We may also use providers supplying services such as:

• Data storage
• Accounting software
• Customer management systems
• Payment processing
• Website analytics
• Business administration

Suppliers and Manufacturers

Where necessary, information may be shared to:

• Obtain equipment
• Register products
• Administer manufacturer warranties
• Obtain technical assistance
• Complete installations or repairs

Contractors and Specialist Engineers

Information may be shared where another contractor or specialist is legitimately involved in providing part of a service.

Professional Advisers

This can include:

• Accountants
• Solicitors
• Insurers
• Business advisers

Authorities and Regulators

We may disclose information where required by law or where reasonably necessary to:

• Comply with a legal obligation
• Respond to a court order
• Cooperate with regulatory authorities
• Prevent or investigate fraud
• Protect our legal rights
• Protect the rights or safety of another person

Where organisations process personal information on our behalf, we seek to use appropriate contractual and security arrangements.

15. International Transfers

Some of the technology providers used to operate this website or our business may process personal information outside the United Kingdom.

This may include providers involved in:

• Website infrastructure
• Email delivery
• Cloud hosting
• Analytics
• Data storage

In particular, Resend is a US-based email delivery provider and information transmitted through the service may be processed in the United States.

International technology providers such as Google may also operate systems in multiple countries.

Where personal information is transferred outside the United Kingdom, appropriate steps will be taken to ensure that the transfer is made in accordance with applicable UK data protection law.

Depending on the provider, destination and circumstances, safeguards may include:

• Transfer to a country or organisation covered by an applicable UK adequacy arrangement
• Approved contractual protections
• The UK International Data Transfer Agreement or applicable UK Addendum
• Recognised international data transfer frameworks where legally applicable
• Additional technical and organisational safeguards
• Other lawful transfer mechanisms permitted by UK data protection legislation

16. How Long We Keep Personal Information

We do not keep personal information for longer than reasonably necessary.

Retention periods depend on:

• Why the information was collected
• The nature of our relationship with you
• Legal requirements
• Accounting requirements
• Warranty requirements
• Potential legal claims
• Health and safety requirements

Website Enquiries

Enquiries that do not result in work may normally be retained for up to 24 months from the last meaningful contact, unless there is a legitimate reason to retain them for longer.

Contact Form Processing

Information submitted through our website may pass through website and email delivery providers as part of transmitting the enquiry to us.

Those providers may maintain limited message, delivery, security or technical records for periods necessary to provide, protect and support their services, subject to their contractual and legal obligations.

Once an enquiry has been delivered to us, any copy retained within our own email or customer management systems will be managed in accordance with the retention periods described in this Privacy Policy.

Customer and Contract Records

Records relating to completed customer work may normally be retained for up to six years following completion of the relevant relationship or transaction, or longer where required for warranty, regulatory, insurance or legal reasons.

Financial Records

Invoices and accounting records may be retained for the period required by applicable tax and company law.

Marketing Preferences

Information relating to marketing preferences may be retained for as long as necessary to ensure those preferences are respected.

Analytics Data

Analytics information is retained in accordance with the settings applied to the relevant analytics platform and our data minimisation requirements.

When information is no longer required, we will delete it, anonymise it or securely dispose of it where reasonably practicable.

17. Data Security

We take reasonable technical and organisational measures to protect personal information against:

• Unauthorised access
• Accidental loss
• Disclosure
• Misuse
• Alteration
• Destruction

Measures may include:

• Access controls
• Password protection
• Secure website connections
• Security updates
• Restricted access to business systems
• Appropriate backup arrangements
• Use of reputable service providers
• Secure transmission of website form submissions

Our website and communication service providers also maintain their own technical and organisational security measures.

No internet-based system or method of electronic transmission can be guaranteed to be completely secure.

You should therefore take appropriate care when sending information electronically.

18. Your Data Protection Rights

Depending on the circumstances, you may have the following rights.

Right of Access

You can ask whether we hold personal information about you and request a copy.

Right to Rectification

You can ask us to correct inaccurate or incomplete personal information.

Right to Erasure

In certain circumstances, you can ask us to delete your personal information.

This right is not absolute and we may need to retain information where there is a lawful reason to do so.

Right to Restriction

In certain circumstances, you can ask us to restrict how your personal information is used.

Right to Object

You may have the right to object to processing based on legitimate interests.

You have the right to object to direct marketing.

Right to Data Portability

Where the relevant legal requirements are satisfied, you may have the right to receive certain personal information in a structured, commonly used and machine-readable format.

Right to Withdraw Consent

Where processing is based on consent, you can withdraw that consent at any time.

Automated Decision-Making

You may have rights relating to certain significant decisions made solely by automated means.

South Wales Renewables does not currently use website visitor information to make solely automated decisions that produce legal or similarly significant effects on individuals.

19. Exercising Your Rights

To exercise a data protection right, contact:

South Wales Renewables Limited
Email: admin@southwalesrenewables.co.uk
Telephone: 01639 502020

110 Old Road
Neath
Wales
SA11 2BU

We may need to request reasonable information to verify your identity before responding.

If your request concerns information that has been processed through one of our website service providers, we may need to work with that provider to locate, restrict, delete or otherwise deal with the relevant information.

We will respond within the timescale required by applicable data protection law.

20. Data Protection Complaints

If you have concerns about how we have collected, used or protected your personal information, you can raise a data protection complaint directly with us.

Complaints can be submitted using the contact details above.

We will:

• Provide a clear means for you to make a complaint
• Acknowledge receipt of your data protection complaint within 30 days
• Take appropriate steps to investigate the matter without undue delay
• Keep you reasonably informed about the progress of the complaint
• Inform you of the outcome without undue delay

Providing relevant information about the issue will help us investigate your complaint.

21. Complaining to the Information Commissioner's Office

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent regulator for data protection.

We encourage you to contact us first so that we have an opportunity to investigate and resolve your concern.

Your right to complain to the ICO is not affected by contacting us first.

22. Children

Our website and services are intended primarily for adults arranging property, heating, plumbing, renewable energy or air conditioning services.

We do not knowingly use the website to collect personal information from children for marketing purposes.

If we become aware that personal information relating to a child has been provided unnecessarily, we will take appropriate steps in accordance with applicable data protection law.

23. Third-Party Websites

Our website may contain links to websites operated by other organisations.

We are not responsible for the privacy practices, security or content of third-party websites.

You should review the privacy information provided by the relevant third party before providing personal information to them.

24. Changes to Our Service Providers

We may occasionally change the technology and service providers used to operate our website.

This could include providers responsible for:

• Website hosting
• Contact form processing
• Email delivery
• Analytics
• Security
• Other website infrastructure

Where a change materially affects how personal information is processed, we will update this Privacy Policy where appropriate.

25. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

• Changes to our services
• Changes to the website
• Changes to our service providers
• Changes to technology
• Changes to our use of personal information
• Changes to applicable law or regulatory guidance

The date at the top of this Privacy Policy shows when it was last updated.

Where a change is significant, we may provide additional notice where appropriate.

26. Contact Us

If you have questions about this Privacy Policy, the personal information we hold about you or your data protection rights, please contact:

South Wales Renewables Limited
Company number: 16004191

110 Old Road
Neath
Wales
SA11 2BU

Email: admin@southwalesrenewables.co.uk
Telephone: 01639 502020