Warm Homes Local Grant

REFYT Ltd is a retrofit and energy efficiency contractor registered in England and Wales under company number 12380039. Our registered address is Millharbour Court, 6 Watergate Walk, London E14 9XH.

We have been appointed to support the delivery of the Greater London Authority's Warm Homes Local Grant programme in London. This notice explains how REFYT handles your personal information when we assess your home, design energy efficiency improvements, carry out installation works and provide associated services under the programme.

This notice should be read alongside the GLA's Warmer Homes Privacy Notice, which provides further information about how your personal information is used across the wider programme.

For the programme processing covered by this notice, the GLA is the data controller. This means the GLA determines why and how relevant programme personal information is processed. REFYT acts as a data processor where we process personal information on behalf of the GLA.

We process this information in accordance with the GLA's instructions, our contractual obligations and applicable data protection law. Where REFYT is required to process particular information to meet its own legal or regulatory obligations, we will process that information in accordance with applicable data protection law.

The information available to REFYT will depend on your application, your property and the work being carried out. It may include:

• Contact and household information: your name, address, telephone number, email address, property tenure and relevant household information.
• Eligibility information: relevant information confirming your eligibility where we need it to carry out our role.
• Property and technical information: property details, EPC information, existing heating and energy efficiency information, surveys, photographs, measurements, assessments, technical records, plans, drawings and designs.
• Installation and project information: recommended and installed measures, approvals, installation records, inspections, quality assurance records, certificates, warranties, guarantees and evidence of completed works.
• Communication information: appointments, emails, telephone calls, other communications, project progress, complaints, concerns and feedback.

We may receive this information from the GLA, Warmer Homes London, London Councils, your local authority, the programme's online platform, authorised programme partners or directly from you. We also create records as your project progresses.

In some circumstances, we may process information relating to health, disability, pregnancy, vulnerability, accessibility or other relevant personal circumstances. This may be needed to make reasonable adjustments, provide appropriate support, manage safeguarding considerations or ensure works are carried out safely.

We only process information relevant to our role and in accordance with the GLA's instructions and applicable data protection law. The GLA's Warmer Homes Privacy Notice provides further information about the lawful basis and conditions relied upon.

We may use your personal information to:

• contact you and arrange appointments
• carry out property surveys and assessments
• prepare designs and specifications
• determine suitable energy efficiency measures
• plan and carry out installation works
• manage health and safety requirements
• provide reasonable adjustments where required
• monitor project progress
• arrange inspections and quality assurance
• obtain programme approvals
• register installations and produce certificates, warranties and guarantees
• respond to questions, complaints or defects
• support monitoring, audit and evaluation
• meet certification, compliance, legal, regulatory and contractual requirements

We will not use information provided through the programme for unrelated marketing and we will not sell your personal information.

We only share information where necessary to deliver, administer, monitor or assure the programme, where instructed by the GLA, or where required by law. This may include:

• the GLA, Warmer Homes London and London Councils
• your local authority
• the Department for Energy Security and Net Zero
• authorised programme partners
• retrofit assessors, coordinators and designers
• inspectors and Clerk of Works providers
• authorised REFYT employees, subcontractors and specialist installers
• TrustMark and relevant certification bodies
• warranty, guarantee and product providers
• building control where applicable
• authorised technology, data hosting and programme platform providers
• regulatory, statutory or law enforcement organisations where required by law

We only share information necessary for each organisation's role. Appropriate confidentiality, security and data protection requirements apply to subcontractors and service providers.

We use appropriate technical and organisational measures to protect personal information against unauthorised access, accidental loss, disclosure, alteration or destruction. Access is restricted to people who need it for legitimate programme purposes.

If personal information needs to be transferred outside the United Kingdom, this will only take place where permitted under UK data protection law and appropriate safeguards are in place. Where REFYT processes information for the GLA, any transfer is also subject to the GLA's instructions and contractual requirements.

We only keep personal information for as long as necessary. The GLA's Warmer Homes Privacy Notice states that programme information will generally be retained for two years after the Warm Homes Local Grant programme has ended.

Some information may be retained longer for legal or regulatory obligations, warranties, guarantees, certification, complaints, disputes or legal claims. Information processed solely for the GLA will be retained, returned or securely deleted in accordance with the GLA's instructions.

Depending on the circumstances, your rights may include access, correction, deletion, restriction and objection. As the GLA is the data controller for the programme processing covered by this notice, it is responsible for determining and responding to these requests. If you send a programme request to REFYT, we will refer it to the GLA where appropriate and assist with the response.

Email: data.protection@refyt.co.uk
Telephone: 020 4582 2636

For questions about how the GLA processes your information, or to exercise your rights in relation to the wider programme, please refer to the GLA's Warmer Homes Privacy Notice.

If you have concerns, you can complain to the organisation that dealt with the matter. Contact REFYT using the details above if we dealt with it, or use the details in the GLA's Warmer Homes Privacy Notice if the GLA dealt with it.

You can also raise a concern with the Information Commissioner's Office, the UK's independent data protection regulator, on 0303 123 1113.

We may update this notice where the programme, our role, applicable law or the GLA's requirements change. The date at the top shows when it was last updated.