This notice explains how Essential Heating Services Limited uses personal information when you use our engineer workspace and calculator. Contact admin@essentialheatingservices.co.uk or write to our registered office shown on this page.
Our role
We are responsible for account, billing, support and service-security information. Your business is responsible for the customer, property and job information it enters into its workspace. We host and process that record information on your business’s instructions, as described in our subscription terms. If an engineer or company has entered your details, you may contact that business about the record or contact us for help identifying the appropriate route.
What we collect
Account information includes your name, email address, password hash, company membership and role. Company setup can include business address, contact details, company and professional registration numbers, and engineer names and licence details. Records can contain customer, tenant, landlord or agent names, installation addresses, contact details, appliance information, readings, findings, work notes, dates, record numbers and drawn signatures.
We also hold saved plan preferences, subscription and payment-status identifiers, team invitations, account recovery tokens and an audit of workspace actions. The application uses connection information for security and abuse prevention. Our hosting and payment providers may process technical information in supplying their services.
Why we use it
We use information to create and secure accounts, provide company workspaces, save and recover records, manage team access, generate requested documents, administer subscriptions and respond to support or privacy requests.
For individuals contracting with us, necessary account and subscription processing supports that contract. For business representatives and team members, we rely on our legitimate interests in providing and securing the business service. Security, fraud prevention and resolving service disputes also support those legitimate interests. We rely on legal obligations where applicable to financial records or responding to lawful requests. Your business determines the lawful basis for its own customer and job records.
Required account information is needed to create and secure an account. You choose what optional contact information to add; relevant record fields must be completed before a document can be issued. Registration does not subscribe you to marketing emails.
Who receives information
Authorised users in your company can access records according to their role. Essential administrators may access information where necessary for support, security or administration. Hostinger supplies the website and database hosting. Stripe supplies hosted checkout, subscription billing and the customer billing portal.
For billing, we send Stripe the company name, owner’s email address and company identifier. Stripe handles payment details on its own hosted pages; our application does not receive or store full card numbers or card security codes. Certificate contents and drawn signatures are not sent to Stripe by this integration. Stripe processes payment information under its own privacy notice. Support correspondence may also be handled through our email service.
Your requested PDFs, reports and editable backups are downloaded to your device. You decide whom to share them with. We may disclose relevant information where required by law or necessary to address fraud or a legal claim.
Hosting and international processing
Hostinger and Stripe operate internationally and may process information outside the United Kingdom. Their published data-processing and transfer arrangements describe the safeguards they apply, including applicable adequacy arrangements or contractual safeguards and the UK transfer addendum. Contact us for information about the arrangements relevant to your data.
How long information is kept
Retention depends on whether information is needed to provide your account and saved records, maintain security and recovery, administer payments, satisfy applicable legal obligations or resolve a dispute. Cancelling a subscription does not automatically close a free account or erase its records. No automatic workspace deletion schedule currently operates.
Issued record snapshots are protected from ordinary editing and deletion in the workspace; corrections are made as new records. This does not remove your data-protection rights. Contact us to request account closure, return or deletion of information. We will consider the relevant purposes, your business’s instructions and any applicable legal need to retain information. Provider-held information and copies already downloaded or shared have their own retention arrangements.
Your rights and complaints
Depending on the circumstances, you can ask to access, correct, delete, restrict or receive a portable copy of your personal information. You can separately object to processing based on legitimate interests. Contact admin@essentialheatingservices.co.uk; we may need to verify your identity and clarify which business controls the information. Deletion is subject to applicable legal exceptions.
You can complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint. You may contact us first so we can try to resolve your concern, but this is not a condition of your right to complain.
Access decisions and updates
Subscription access and engineer capacity are calculated from verified payment and subscription records. Failed, refunded or disputed payments can restrict paid features; contact us if a status needs review. Our application does not use advertising profiles or credit scoring. Stripe’s own fraud and payment checks are described in its privacy information.
We will update this notice when the service or its data handling changes. The date above identifies this version.