Last reviewed 2026-08-23
Privacy Policy
What personal data Solar Fx collects, why we collect it, what we do with it, how long we keep it and what you can require us to do about it.
Who the data controller is
The data controller for the personal data described in this policy is Solar FX, a company registered in England and Wales with company number 15818680, whose registered office is 1 Loves Close, Burghfield Common, Reading, RG7 3NE. The company trades as Solar Fx, and “we” and “us” in this policy mean that company. Our VAT registration number is 474 8187 49.
We are the controller because we decide what personal data is collected and what is done with it. Where another organisation processes data on our instructions — a hosting provider, an installation partner — they act as our processor under a written contract.
- Data protection contact
- Telephone 0118 227 7444, or write to us at 1 Loves Close, Burghfield Common, Reading, RG7 3NE. Our email address for data protection enquiries is info@solarfx.co.uk.
- ICO registration reference
- [INFORMATION REQUIRED]
We are not required to appoint a statutory Data Protection Officer, and we have not appointed one. Data protection matters are handled by the company directors, using the contact details above.
The law this policy is written under
This policy is written under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Direct marketing and the use of cookies are also governed by the Privacy and Electronic Communications Regulations, which our cookie policy deals with separately. The supervisory authority for data protection in the United Kingdom is the Information Commissioner’s Office.
What we collect and why
We collect what a solar installation actually requires and no more. We do not ask for special category data, and we do not need it. If you volunteer information about a health condition or a vulnerability so that we can accommodate it during a survey or an installation, we use it only for that purpose.
| Category | What it includes | Why we hold it |
|---|---|---|
| Identity and contact details | Name, telephone number, email address, property address and postcode. | To respond to your enquiry, arrange a survey and contact you about the work. |
| Property and survey information | Property type, roof covering, roof measurements, structural details, loft and electrical survey findings, photographs of the property taken at survey. | To design a system, produce a quotation and carry out the installation safely and correctly. |
| Energy usage information | Approximate electricity spend or consumption, tariff details, existing solar or battery equipment, electric vehicle ownership. | To size a system against your actual usage rather than an average. |
| Contract and financial records | Quotations, contracts, invoices, payments and correspondence. | To perform the contract and to meet our legal record-keeping obligations. |
| Installation and certification records | Design drawings, commissioning and test results, serial numbers, certificates and network notifications. | To certify the installation, register warranties and support future service, repair or warranty claims. |
| Marketing preferences | Whether you have consented to receive occasional emails, and any subsequent withdrawal of that consent. | To respect your choices and to demonstrate that we have done so. |
| Website and technical data | Information generated when you use this website, including form submission metadata and, where you have consented, analytics data. | To keep the website working, prevent abuse and understand how the site is used. |
Most of it comes directly from you, through the enquiry form, by telephone or during a survey. Some is generated by us — survey findings, design drawings, test results. Photographs taken at survey or during installation are used for the design, the certification and our own records; they are not published anywhere without your written permission.
Our lawful basis for each purpose
UK GDPR requires a lawful basis for every purpose. Ours are set out below rather than described in general terms.
| Purpose | Lawful basis |
|---|---|
| Responding to an enquiry and preparing a quotation | Legitimate interests — responding to someone who has asked us to, and steps taken at your request before entering a contract. |
| Surveying, designing, installing and commissioning | Performance of a contract with you. |
| Certification, network notification and warranty registration | Legal obligation, and performance of a contract with you. |
| Keeping accounting and tax records | Legal obligation. |
| Aftercare, service reminders and safety notices about equipment we installed | Legitimate interests — the safe operation of an installation we are responsible for. |
| Marketing emails to enquirers and customers | Consent, which you give by ticking the optional box and may withdraw at any time. |
| Analytics on this website | Consent, given through the cookie controls described in our cookie policy. |
| Handling a complaint, a claim or a legal dispute | Legitimate interests, and where relevant the establishment, exercise or defence of legal claims. |
Where we rely on legitimate interests we have considered whether our interest is overridden by your rights, and we will explain that assessment on request. Where we rely on consent you can withdraw it at any time, and doing so will never affect the service you receive on work already contracted.
Marketing
We send marketing emails only to people who have ticked the optional consent box on a form, or who have otherwise asked to hear from us. Every marketing email carries an unsubscribe link that works, and acting on an unsubscribe request is not conditional on anything.
Service messages are different and are not marketing: confirming an appointment, telling you a scaffold date has moved, notifying you of a manufacturer safety notice affecting equipment we installed, or reminding you that an inspection is due under your warranty terms. Those are sent because you are a customer, and you cannot opt out of a safety notice affecting equipment on your roof.
We do not sell, rent or trade personal data, and we do not pass enquiry details to third parties for their own marketing.
Who we share data with
Sharing is limited to what a project needs. Depending on the service and location, work may be completed by Solar Fx or an approved installation partner working to our specification, which is the main reason your details would be passed to another company.
| Recipient or purpose | What is shared and why |
|---|---|
| Website hosting and form handling | GoDaddy — hosts this website and serves its pages. |
| Enquiry routing | Make.com — passes enquiry submissions into our internal records so that nothing is missed. |
| Web fonts | Google Fonts — the typeface used on this site is requested from Google’s font servers when a page loads, which means your browser makes a request to them. |
| Analytics | Where analytics is enabled it loads only after you consent, as set out in our cookie policy. Nothing is loaded before that point. |
| Suppliers and installation partners | Where an approved installation partner carries out work to our specification, the information they need to attend, install and certify the work is shared with them under contract. |
| Manufacturers | Serial numbers, commissioning data and installation details are shared with equipment manufacturers to register warranties and to make warranty claims on your behalf. |
| Network operators and certification bodies | Installation details are submitted to the distribution network operator and to the relevant certification scheme, because a lawful, certified connection requires it. |
| Professional advisers | Accountants, insurers and legal advisers, where necessary and under a duty of confidence. |
We may also disclose data where we are legally required to, for example to a regulator, an insurer or a court. Some of the providers above operate outside the United Kingdom; where personal data is transferred abroad it is done under the transfer safeguards permitted by UK data protection law.
How long we keep it
Retention is set by what the record is for. Installation records are the long ones, because they are what supports a warranty claim or a property sale years later.
| Record | Retention |
|---|---|
| Enquiries that do not result in a contract | Deleted after [INFORMATION REQUIRED] from the last contact, unless you ask us to remove them sooner. |
| Quotations that are not accepted | Retained for [INFORMATION REQUIRED], then deleted. |
| Contracts, invoices and accounting records | Six years from the end of the accounting period they relate to, to meet HM Revenue & Customs and Companies Act record-keeping requirements. |
| Installation, certification and commissioning records | For the working life of the installation, because they are needed to support servicing, warranty claims and any future sale of the property. |
| Marketing consent records | For as long as the consent is relied on, and for a period afterwards so we can evidence that a withdrawal was acted on. |
| Complaint records | Retained for the period needed to resolve the complaint and to deal with any escalation or claim arising from it. |
Where a period above shows [INFORMATION REQUIRED], the retention period has not yet been fixed and published. Rather than state a period we have not committed to, we have left the marker in place. Ask us and we will tell you what is currently held about you and delete anything we have no continuing reason to keep.
How we protect it
Access to customer records is limited to people who need it to do their job. Accounts are individual, systems are protected by strong authentication, and devices used for work are encrypted. This website is served over an encrypted connection, and enquiry form submissions are transmitted over that connection.
No system is perfect. If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will report it to the Information Commissioner’s Office within the statutory period and will tell you directly where the risk to you is high.
Your rights
These rights are yours under UK GDPR. They are free to exercise, and we will respond within one month of receiving a request, extending that only where the law allows and telling you if we do.
Access
Ask for a copy of the personal data we hold about you, and information about how it is used.
Rectification
Have inaccurate data corrected, or incomplete data completed.
Erasure
Ask us to delete data, where we have no continuing legal or contractual reason to keep it.
Restriction
Ask us to stop using data while a dispute about its accuracy or our use of it is resolved.
Portability
Receive data you gave us in a structured, commonly used and machine-readable format, where processing is based on consent or contract.
Objection
Object to processing carried out on the basis of our legitimate interests, and to direct marketing at any time and without giving a reason.
Withdrawing consent
Withdraw consent, where consent is what we rely on. Withdrawal does not affect processing already carried out.
Complaint to the regulator
Complain to the Information Commissioner’s Office if you believe your data has been handled unlawfully.
How to make a request
Telephone 0118 227 7444, or write to Solar FX at 1 Loves Close, Burghfield Common, Reading, RG7 3NE. Tell us what you want and, if it is a request for a copy of your data, whether you want everything or a particular period or project. We may ask you to confirm your identity, which is a safeguard for you rather than an obstacle. Our contact page lists every route to us.
If you are not satisfied
Raise it with us first, through our complaints procedure, so we have the chance to put it right. If you remain dissatisfied you have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection. The ICO’s current contact details, complaint form and helpline number are published on the Information Commissioner’s Office complaints pages. Complaining to the ICO does not affect any other legal remedy available to you.
Changes to this policy
This policy was last reviewed on 2026-08-23. When it changes materially — a new purpose, a new category of recipient, a different retention period — we will update this page and the review date. Where the change affects processing based on your consent we will ask again rather than assume.
Related pages
- Cookie policyWhat this website stores on your device, and how to control it.
- Terms and conditionsThe terms on which we quote, contract, install and invoice.
- Complaints procedureHow to raise a problem, the stages and timescales, and how to escalate it.
- Contact Solar FxTelephone, address, opening hours and company registration details.
- Accessibility statementThe standard this site aims at and how to report a barrier.
- How Solar Fx worksWhat happens at each stage, and what information is collected when.
Questions about your data?
Ask us what we hold, why we hold it, or to have it corrected or deleted. There is no charge and no form to fill in.