We use personal information only where we have a lawful basis. This may include:
· responding to enquiries, reviewing an existing EPC and deciding whether our service may be suitable — to take steps at your request before entering into a contract;
· arranging appointments, carrying out inspections, preparing evidence, lodging a new EPC and producing reports — to perform our contract with you;
· keeping appropriate business records, improving our service, preventing misuse and protecting our website and systems — for our legitimate interests, provided those interests do not override your rights;
· meeting tax, accounting, regulatory or legal requirements — to comply with a legal obligation; and
· sending optional marketing communications or using non-essential cookies — with your consent, where consent is required.
We do not use the information submitted through our enquiry form for unrelated purposes.

5. Information you need to provide
Fields marked with an asterisk on our enquiry form are required so that we can identify the property, respond to you and make an initial assessment of whether the service may help. If you do not provide this information, we may be unable to respond fully or progress your enquiry. Telephone number and message fields are optional unless we tell you otherwise.

6. Who we share information with
We may share personal information, where necessary, with:
· our website and hosting provider, including Wix, and providers of email, communications, cloud storage, IT support and security services;
· assessors, contractors or professional advisers who help us deliver or support the service;
· government bodies, regulators, law-enforcement agencies, courts or professional bodies where disclosure is required or permitted by law; and
· a purchaser, adviser or successor if our business or assets are reorganised, transferred or sold.
· We use trusted third-party service providers to operate our website and communications. These currently include Wix for website hosting, enquiry forms, analytics and site administration; 123 Reg for domain registration and related services; and Google services, including Gmail, for managing business communications. These providers may process personal information on our behalf subject to their own security and data-protection arrangements.
We require service providers to protect personal information and use it only for the agreed purpose. We do not sell your personal information.

7. International transfers
Some providers may store or process information outside the United Kingdom. Where personal information is transferred internationally, we will take steps to ensure an appropriate level of protection, such as relying on UK adequacy regulations, the UK International Data Transfer Agreement or Addendum, or another lawful safeguard. You may contact us for more information about the safeguards that apply.

8. How long we keep information
We keep personal information only for as long as reasonably necessary. Our intended retention periods are:
· enquiries that do not proceed: up to 12 months after the last meaningful contact;
· customer, service, property, inspection and transaction records: generally up to six years after the service or customer relationship ends, where needed for contractual, tax, insurance or legal purposes; and
· marketing preferences: until you withdraw consent or object, although we may retain a minimal suppression record so that we respect your request.
We may keep information for a longer period where a legal claim, investigation or regulatory requirement makes this necessary. When information is no longer required, we will delete it securely or anonymise it.

9. How we protect information
We use reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure. Access is limited to people who need the information for legitimate business purposes. No online system is completely secure, but we review our arrangements and take appropriate steps to reduce risk.

10. Cookies and website analytics
Our website may use essential cookies so that it works properly. If we use analytics, advertising or other non-essential cookies, we will provide appropriate information and request consent where required. You can manage your choices through our cookie banner or settings.
Cookie information and settings: Cookie Policy

11. Your data protection rights
Depending on the circumstances, you may have the right to:
· ask for access to the personal information we hold about you;
· ask us to correct inaccurate or incomplete information;
· ask us to delete information in certain circumstances;
· ask us to restrict how we use information in certain circumstances;
· object to processing based on legitimate interests and object at any time to direct marketing;
· receive certain information in a portable format or ask us to transfer it to another organisation; and
· withdraw consent at any time where we rely on consent, without affecting processing that took place before withdrawal.
To exercise a right, contact enquiries@propertyperformancegroup.co.uk. We may need to confirm your identity before responding. There is normally no charge, and we will respond within the period required by law. Some rights are subject to exemptions.

12. Automated decision-making
We do not make decisions about you using solely automated processing that produces legal or similarly significant effects.

13. Children
Our website and services are intended for adults acting in connection with property ownership or management. We do not knowingly collect personal information from children.

14. Complaints
Please contact us first if you have a concern about how we use your personal information, and we will try to resolve it. You also have the right to complain to the Information Commissioner's Office (ICO), the UK data protection regulator.
ICO website: https://ico.org.uk/make-a-complaint/data-protection-complaints/data-protection-complaints/

15. Changes to this policy
We may update this policy when our services, website or legal obligations change. The latest version will be published on our website with a revised effective date.

16. Contact us
For privacy questions or requests, contact:
· Property Performance Group
· Email: enquiries@propertyperformancegroup.co.uk
· Telephone: 07901 696 581
· Postal address: 9 Ffordd Y Meillion, Penllergaer, Swansea, SA4 9FD