Privacy Policy

This Privacy Policy explains how SAPgen ("we", "us") collects, uses and protects your personal data when you use our website or instruct us to provide SAP Calculations and related services.

We are committed to protecting your privacy and treating your information fairly and lawfully, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

For the purposes of data protection law, the data controller is:

• Name: SAPgen
• Address: 4 Grange Avenue, Warrington, Cheshire, WA4 1PN, United Kingdom
• Email: [email protected]
• Telephone: 0333 567 9010

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

• Contact details: name, email address, telephone number, postal address.
• Project information: site address, drawings, specifications and other details relating to your building project.
• Booking and billing data: details of the services you instruct, payment status and basic invoicing information (we do not store full card details).
• Communications: emails and other correspondence between you and us.
• Website usage data: technical information such as IP address, browser type and basic analytics where cookies or similar technologies are used.

We collect personal data when you:

• submit a form on our website (e.g. contact or booking forms);
• email or phone us with an enquiry;
• provide drawings and project information for a quote or instruction;
• use our website, where cookies and similar technologies may capture usage information.

We use your personal data for the following purposes, relying on the legal bases shown:

• To respond to enquiries and provide quotes
  Legal basis: legitimate interests (to respond to potential customers) and steps taken at your request prior to entering a contract.
• To deliver SAP Calculations and related services
  Legal basis: performance of a contract with you.
• To issue invoices, manage payments and maintain accounting records
  Legal basis: legal obligation (tax and accounting) and legitimate interests.
• To improve our services and website
  Legal basis: legitimate interests (to understand how our services and website are used).
• To send important service updates (e.g. changes to our terms or privacy policy)
  Legal basis: legal obligation and legitimate interests.
• Marketing communications (e.g. occasional updates about our services)
  Legal basis: consent where required. You can opt out at any time by contacting us.

We do not sell your data. We may share your personal data with trusted third parties who help us deliver our services, for example:

• website hosting and IT service providers;
• email and communication tools;
• payment processors (if applicable);
• accreditation bodies (e.g. Elmhurst) when lodging EPCs or compliance documents;
• professional advisers (accountants, legal advisers) where necessary.

These service providers are required to keep your data secure and use it only in accordance with our instructions and applicable law.

We may also disclose personal data where required by law, for example to HMRC, regulatory bodies or law enforcement authorities.

Some of our service providers may store or process data outside the UK. Where this is the case, we will take appropriate steps to ensure that your personal data is protected in line with UK data protection law, for example by using providers in countries with adequacy decisions or by using standard contractual clauses.

We keep personal data for as long as necessary for the purposes described in this policy, including to meet legal, accounting and reporting requirements.

In general:

• Project and assessment records are typically retained for up to 7 years after completion, in line with typical professional and accounting practice.
• Enquiry emails and contact form submissions may be kept for up to 2 years, unless they lead to a project which then follows the retention period above.

We may keep data for longer where necessary in connection with actual or potential legal claims.

Our website uses cookies and similar technologies to function correctly and to help us understand how the site is used. For more information about the types of cookies we use and your choices, please see our Cookies Policy.

Under data protection law, you have a number of rights in relation to your personal data, including:

• the right to access your personal data and receive a copy;
• the right to have inaccurate data corrected;
• the right to have your data erased in certain circumstances;
• the right to restrict or object to certain types of processing;
• the right to data portability in some cases;
• the right to withdraw consent where we rely on consent for processing.

To exercise any of these rights, please contact us using the details above. We may need to verify your identity before responding to your request.

If you have concerns about how we handle your data, please contact us first so we can try to resolve the issue. You also have the right to lodge a complaint with the UK data protection regulator:

• Information Commissioner’s Office (ICO)
• Website: www.ico.org.uk

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated "Last updated" date. We encourage you to review this page periodically.

Last updated: December 2025