Privacy Policy — PFN Energies

1 Who we are

PFN Energies is operated by PFN Energies Limited, the controller responsible for the personal information described in this policy.

Company number: 17198865
Registered office: Bleby House, Cheltenham, GL54 5LL
ICO registration number: ZC144445

2 Information we collect

Depending on how you use our website and services, we may collect:

your name, job title and business contact details, including email address and telephone number;
your business name, premises address, postcode and other company information;
energy-supply information, including current supplier, contract dates, meter details, usage, tariffs, bills and letters of authority;
information you provide in enquiries, calls, emails, forms or other correspondence;
quote, proposal, contract and supplier-application information;
technical information such as IP address, device, browser, website usage and cookie choices; and
records needed for legal, regulatory, fraud-prevention, complaint-handling and audit purposes.

Please only provide personal information about another person where you are authorised to do so and have made them aware of this policy where appropriate.

3 How we obtain information

We may obtain information directly from you, from someone acting for your business, from your current or prospective energy supplier, from meter or industry data services, from publicly available business sources, and from service providers supporting our website, CRM or communications.

4 How and why we use your information

We may use personal information to:

respond to enquiries and provide requested quotes or brokerage services;
understand your requirements and identify potentially suitable supplier options;
prepare proposals and communicate with suppliers with your authority;
support contract applications, switching and related administration;
manage our relationship with your business and provide service communications;
operate, secure, analyse and improve our website, systems and services;
prevent fraud, protect legal rights and handle complaints; and
meet legal, regulatory, accounting and contractual obligations.

5 Our lawful bases

Depending on the circumstances, we rely on one or more of the following lawful bases:

Contract — where processing is necessary to take requested steps or perform an agreement with you.
Legitimate interests — to operate and improve our brokerage, respond to business enquiries, maintain records, protect our systems and develop business relationships, where those interests are not overridden by your rights.
Legal obligation — where we must process information to comply with applicable law.
Consent — where consent is required, including for certain cookies or marketing communications. You may withdraw consent at any time.

6 Sharing information

Where necessary for the purposes described above, we may share information with:

energy suppliers and relevant industry or meter-data organisations;
technology, CRM, hosting, communications, professional and administrative service providers;
professional advisers, insurers, auditors and finance providers;
regulators, courts, law-enforcement bodies or public authorities where required; and
a purchaser, investor or adviser involved in a proposed business sale or restructuring.

We do not sell personal information. A supplier that receives an application may process personal information as a separate controller under its own privacy information.

7 International transfers

Some technology providers may process information outside the United Kingdom. Where this occurs, we take steps designed to ensure an appropriate level of protection, such as using an adequacy regulation, approved contractual safeguards or another lawful transfer mechanism.

8 Retention

We retain personal information only for as long as reasonably necessary for the relevant purpose, including providing services, maintaining business and contractual records, resolving complaints, and meeting legal, tax and regulatory obligations. Retention periods vary according to the type of record and the relationship involved. Information may be securely deleted or anonymised when it is no longer required.

9 Security

We use proportionate technical and organisational measures intended to protect personal information against accidental loss, misuse, unauthorised access, alteration and disclosure. No internet-based service can be guaranteed completely secure, so please take care when sending information electronically.

10 Marketing

We may send business-to-business communications where permitted by law and consistent with your preferences. Where consent is required, we will ask for it. You can object to direct marketing or unsubscribe at any time by using the option in a message or contacting us. Service communications about an enquiry, quote or contract are not marketing messages.

11 Cookies

This website does not currently set any cookies. If that changes, non-essential cookies will not be used before the required choice has been made. Details of the categories, purposes and available controls are provided in our Cookie Policy.

12 Your rights

Subject to the conditions and exemptions in data-protection law, you may have the right to:

request access to personal information we hold about you;
ask us to correct inaccurate or incomplete information;
request erasure or restriction 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;
withdraw consent where processing relies on consent; and
complain to the Information Commissioner's Office.

We may need to verify your identity before responding. These rights are not absolute, and we may lawfully retain or continue processing some information.

13 Complaints

Please contact us first if you have concerns about how we use personal information. You also have the right to complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint.

14 Contact us

For questions or requests relating to this policy, email hello@pfnenergies.co.uk.

15 Changes to this policy

We may update this policy when our services, suppliers or legal obligations change. The latest version will be published on this page with the revised date shown above.