Privacy Information Notice
This Privacy Information Notice (PIN) describes your rights under the General Data Protection Regulation and sets out how we will use and protect your personal information.
We publish the current version of our PIN on our website and we will update this from time to time.
We will contact you (by email or letter) to notify you of these updates where:
- we are making substantial changes; or
- where we are doing something with your personal information, which you might not expect based on what we have told you in this PIN.
Otherwise, any updates to this PIN will be notified on our website and through our other communications with you.
Who are we?
Your information will be held by Czechia Ltd t/a Easyroomlet (“Easyroomlet”).
More information about Easyroomlet can be found at easyroomlet.co.uk.
Contact Information
If you have a question on this PIN or how we use your personal information, please emai at info@easyroomlet.co.uk
write to us at Easyroomlet, 344 Hoe Street, London, E17 9PX.
You have the right to lodge a complaint with our Data Protection Officer at info@easyroomlet.co.uk if you believe that your personal information is not being processed in line with this PIN.
If you are not satisfied with the response, you have the right to lodge a complaint with the Information Commissioner’s Office. Find out on their website how to report a concern at ico.org.uk/concerns/ .
What is Personal Information?
Personal information can cover a wide range of areas, but in general, it includes: information you tell us about you and your preferences. Personal information can include things that can allow someone to identify you either directly, through your name or national insurance number, or indirectly, through your address, phone number, date of birth, bank details or email address.
Where we collect your Personal Information from
In order to provide you with our energy services we need to collect and use your personal information. Easyroomlet collects your personal information from a number of different sources, including:
Data you give to us:
- When you apply for our products and services
- When you talk to us on the phone
- When you use our websites, mobile device apps, or web chat services
- In emails and letters
- In customer surveys
Data from third parties:
- Credit Reference and Fraud Prevention Agencies
- Government and local councils
- Law enforcement agencies
- Public information sources such as Companies House, and social networks
- Companies that introduce you to us
- Agents and contractors working on our behalf
Who we share your Personal Information with
In order to provide our energy services to you, Easyroomlet may share your personal information with other agents and contractors working on Easyroomlet’s behalf. This includes companies in the following categories:
- Customer Service
- Debt collection companies
- Legal firms
- Payment processing
We may also need to provide your personal information to other companies and agencies external to Easyroomlet or its agents and contractors in connection with the provision of our services and to provide you with the product and service you have chosen. These companies include:
- HM Revenue & Customs, and other authorities
- Credit Reference and Fraud Prevention Agencies
- People whom you have authorised us to share your personal information
- Prepayment processing firms
- Locksmiths
We never share your personal details with external companies for the purposes of their marketing. We may need to share your personal information with other organisations to provide you with the product or service you have chosen, including:
- If you have a debit, credit or charge card that you use with us we will share transaction details with companies which help us to provide this service (such as Visa and Mastercard).
- If you pay us by direct debit we will share your data with the Direct Debit Scheme.
How we use your Personal Information
As well as this PIN, your privacy is protected by law. Easyroomlet is allowed to use personal information only if we have a proper reason to do so.
There are six main ways that Easyroomlet is permitted to use your personal information:
- To manage your tenancy and to fulfil our contractual commitments to you, or
- To meet our legal obligations, or
- To protect the vital interests of you or people in your household, or
- To perform a task in the public interest, or
- When you consent to us using your personal information for a purpose, or
- When it is in Easyroomlet’s legitimate interests.
The majority of these uses are mandatory – in other words, where we need to use your personal information to meet our contractual obligations to you, to meet our legal obligations and to protect your vital interests. This also includes where you have provided us with your consent to use your personal information.
Here is a list of the ways that we may use your personal information for mandatory reasons:
We may also use your personal information based on our legitimate interests. A legitimate interest is when we have a business or commercial reason to use your information (for instance to add value to our services or to improve our customer service). But even then, it must not unfairly go against what is right and best for you. To achieve this, we will ensure that the collection and processing of your personal information:
- is kept to a minimum with regards to the amount of data collected and the extent of any processing;
- will not be overly intrusive to you; and
- will be proportionate in order to meet our legitimate interests, as described below.
If you choose not to give Personal Information
We may need to collect personal information by law, or under the terms of a contract we have with you. If you choose not to give us this personal information, it may delay or prevent us from meeting our obligations. It may also mean that we cannot perform services needed to run your account. It could mean that we cancel a product or service you have with us.
Our communications with you
Where you phone us to enquire about a new product, or you visit our website (or mobile app) to assess different products but do not complete a sale then we will record this. We will use this information to prioritise our communications with you and we may contact you to offer you the opportunity to assess whether other products are more suitable for you.
Where we rely on your consent, we may seek, or re-seek, your marketing consent any time there is a change in your relationship with us, including, where you investigate buying another product from us, move house, seek to add an additional person to your account, where you have objected to marketing communications, where there is a change in law, where there is a structural change in our business, or where your tariff changes.
Where we do not hear from you we will contact you no more frequently than every 12 months to ensure your consent preferences remain accurate. Of course, you are free to change your preferences at any time either online or by contacting us.
If you decide to leave us we may contact you to allow us to market our products and services to you after you have left for up to two years.
We will always need to send you information on the products and services that you use. However, you can ask us to stop sending you marketing messages by contacting us at any time – see section Withdrawing your consent .
How long we keep your Personal Information
We will keep your personal information for as long as you are a customer of Easyroomlet.
After you stop being a customer, unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:
- For as long as we have reasonable business needs, such as managing our relationship with you and managing our operations to allow us to respond to any questions or complaints you may have.
- For as long as we provide goods and/or services to you and then for as long as someone could bring a claim against us; and/or
- Retention periods in line with legal and regulatory requirements or guidance to show that we treated you fairly.
Appropriate safeguards will be implemented to protect your data, including where technical limitations restrict our ability to remove your personal information from our systems.
Obtaining your Personal Information
You have the right to obtain a copy of the personal data we hold about you:
| By emailing us | info@easyroomlet.co.uk (subject heading: Subject Access Request – Your Name, yourReference Number) |
| By writing to us | Data Protection, Right to Rectification, Easyroomlet, 344 Hoe Street, London,E17 9PX. |
You also have the right to get your personal information from us in a format that can be easily re-used. You can also ask us to pass on your personal information in this format to other organisations if this is technically feasible.
We are working within our industry to improve the way your data is shared.
Correcting your Personal Information
You have the right to question any information we have about you that you think is wrong or incomplete. Please contact us if you want to do this.
| By emailing us | info@easyroomlet.co.uk (subject heading: Right to Rectification -Your Name, your Reference number) |
| By writing to us | Data Protection, Right to Rectification, Easyroomlet, 344 Hoe Street, London, E17 9PX. |
Controlling your Personal Information
Data Protection law provides you with a number of rights in relation to how we can use your personal information.
- Right to erasure (Right to be forgotten) – you have the right to request the deletion or removal of your personal information where there is no compelling reason for its continued processing by us.
- Right to restrict processing – you have the right to request that we block or suppress processing of your personal information.
- Right to object – you have the right to object to the processing of your personal information by us where the processing is based on our legitimate interests, is processed for direct marketing purposes (including profiling) or for the purposes of statistics. If you wish to object to our use of legitimate interest for marketing please see section Withdrawing your consent below, for contact details.
- Rights related to automated decision making including profiling – you have the right not to be subject to automated decision making, including profiling. We can only carry out these activities where the decision is necessary for entry into the performance of a contract, authorised by European Union or Member state law to which we are subject or based on your explicit consent.
Further information on your personal information rights is available on the Information Commissioner’s website at ico.org.uk .
Withdrawing your consent
Where we process personal information based on your consent, you have the right to withdraw this consent at any time. If you withdraw your consent, and we rely on it to use your personal information, we may not be able to provide certain products or services to you. Please contact us if you want to do this.
| By emailing us | info@easyroomlet.co.uk |
| By writing to us | Data Protection, Right to Rectification, Easyroomlet, 344 Hoe Street, London,E17 9PX. |