Last Updated: July 2025

EMYRA SOLAR LTD (“we”, “our”, or “us”) respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information in accordance with the UK GDPR, Data Protection Act 2018, and other applicable laws, as well as requirements under industry certification bodies such as MCS, RECC, and SafeContractor.

1. Who We Are

EMYRA SOLAR LTD is a UK-based renewable energy company, specialising in the design, supply, and installation of solar PV systems. Our registered office is located at: 35 Berkeley Square, London W1J 5AE, United Kingdom.

If you have any questions about this policy or how we handle your data, you can contact us at:
📧 contact@emyrasolar.co.uk
📞 0800 999 8339
📬 Data Protection Officer: dpo@emyrasolar.co.uk

2. What Personal Data We Collect

We may collect and process the following categories of personal data:

Category	Type of Data	Purpose	Legal Basis
Contact Info	Name, email, phone number, address	Communication, installation scheduling	Contractual obligation / Consent
Financial Info	Billing address, payment data	Invoicing, refunds	Legal obligation / Contractual necessity
Technical Data	IP address, browser type, cookies, activity logs	Site optimisation, analytics	Legitimate interest / Consent
CRM Data	Enquiry source, project type, lead status	Lead management via Zoho CRM	Legitimate interest
Abandoned Forms	Incomplete form entries (e.g. name, email)	Re-marketing, contact attempts	Legitimate interest / Consent

3. How We Collect Your Data

• Contact forms and quote requests on our website
• Telephone or email interactions
• Use of our products and services
• Cookies and tracking technologies
• Third-party integrations (e.g., payment providers, analytics tools)
• CRM systems including Zoho One, Zoho CRM, Zoho Forms, SalesIQ, and Zoho Campaigns

4. How We Use Your Data

We use your data to:

• Provide and install solar PV systems
• Handle service enquiries and complaints
• Manage customer relationships (CRM)
• Issue invoices and maintain financial compliance
• Conduct marketing and re-engagement for abandoned leads
• Offer extended warranty services (up to 50 years)
• Register installations with MCS, RECC, and applicable DNOs (G98/G99)
• Fulfill compliance reporting under SafeContractor, CHAS, and similar schemes
• Deliver targeted campaigns through Zoho Campaigns, SalesIQ, and WhatsApp/SMS integrations

5. Data Sharing

We may share your data with:

• Zoho Corporation (CRM, marketing, web forms)
• Xero Ltd. (Accounting and billing)
• CloudTalk.io (VoIP communication and call tracking)
• Technical subcontractors and insurance brokers (e.g. for warranty registration)
• Certification bodies (MCS, RECC), grid operators, auditors
• Legal and regulatory authorities as required

We ensure that all partners comply with data protection standards.

6. Extended Warranty & Data Retention

To provide our 50-year workmanship and system warranty, we retain essential customer information (contact data, product info, system specs, installation reports, warranty documents) for the entire warranty duration plus an additional 5 years for audit purposes.

Your warranty is also registered with our authorised underwriters or warranty insurers, and your data may be used for validation or claims purposes.

7. Data Back-Up and Disaster Recovery

EMYRA SOLAR LTD ensures regular and secure back-ups of customer data stored across:

• Zoho CRM (encrypted, secure cloud environment)
• Zoho One platform applications (CRM, Campaigns, Forms, Desk)
• Xero (accounting records, financial documents)
• Encrypted offsite backup (redundant storage)

Disaster recovery protocols are in place to restore access within 24–48 hours in case of failure.

8. Data Security

We apply multiple layers of security, including:

• End-to-end SSL encryption
• 2FA on staff accounts
• Role-based access control
• Regular audits of system integrity
• Secure storage of call recordings and voice notes (via CloudTalk)
• Granular permission management across Zoho One applications

9. International Transfers

Where data is transferred outside the UK (e.g. to servers of Zoho or Xero in other jurisdictions), we ensure that such transfers comply with UK GDPR through:

• Adequacy decisions
• Standard contractual clauses
• Binding corporate rules (where applicable)

10. Your Rights

You have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion (where applicable)
• Withdraw consent
• Object to processing based on legitimate interest
• File a complaint with the Information Commissioner’s Office (ICO) 👉 https://ico.org.uk/make-a-complaint

11. How Long We Keep Your Data

Type of Data	Retention Period
CRM enquiries (unconverted)	2 years
Customer records (converted)	50+5 years (for warranty)
Financial records	7 years (HMRC compliance)
Website analytics	14 months (Google policy)
MCS/RECC Compliance Records	6 years minimum (or as required)
Zoho Campaigns data	Until opt-out or deletion request

12. Policy on Abandoned Forms

If you start filling a form on our website but do not submit it, we may temporarily store the entered data (if captured by Zoho Forms or SalesIQ). We may contact you using the data provided, unless you opt out. All such data is automatically deleted after 30 days.

13. Children

Our services are not intended for children under the age of 16. We do not knowingly collect data from children.

14. Cookies

Please refer to our Cookies Policy for more details on cookies and tracking tools used, including Zoho SalesIQ, Google Analytics, Facebook Pixel, and other remarketing services.

15. Updates to This Policy

We may update this Privacy Policy from time to time to reflect legal, technical, or business changes. The updated version will be posted on our website with a revised “Last Updated” date. 👉 https://emyrasolar.co.uk/privacy-policy

Contact:
EMYRA SOLAR LTD
📍 35 Berkeley Square, London W1J 5AE, United Kingdom
📧 info@emyrasolar.co.uk
📞 0800 999 8339
🛡️ DPO: dpo@emyrasolar.co.uk