Privacy Policy

Last Updated: January 2025

1. Introduction

This privacy policy explains how Managing Utilities Limited ("we", "us", "our") collects, uses, stores and protects your personal data when you use our services and website at managingutilities.co.uk. We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Who We Are

Company Name: Managing Utilities Limited
Company Number: SC226551
Registered Address: The Greenlaw Works, Greenlaw Way, Newton Mearns, Glasgow, Scotland, G77 6EF
Website: managingutilities.co.uk
Contact Email: services@managingutilities.co.uk
Phone: 0141 632 3230

Managing Utilities Limited acts as a data controller for the personal information we process about you.

3. What Personal Data We Collect

When you create an account or use our utility management services, we collect:

Contact Information: Your name and email address
Company Information: Company name, company address, and contact details
Utility Account Information: Details of your company's utility accounts, including account numbers, billing information, usage data, and historical utility consumption
Account Credentials: Username and password for our portal (stored securely)
Communication Records: Correspondence between you and our team regarding utility management

4. Legal Basis for Processing

We process your personal data under the following legal bases:

Performance of Contract: We process your data to provide our utility management services, manage your account, and fulfill our contractual obligations to you
Legitimate Interests: We process data to improve our services, ensure network security, and prevent fraud
Legal Obligations: We process data when required by law or regulatory requirements
Consent: Where applicable, we process data based on your explicit consent

5. How We Use Your Data

We use your personal data to:

Create and manage your account on our portal
Provide utility management services including procurement and account management
Communicate with utility providers on your behalf
Process utility contract negotiations and renewals
Monitor energy markets to secure optimal pricing
Send you service-related communications and updates
Respond to your enquiries and provide customer support
Ensure compliance with legal and regulatory requirements
Prevent fraud and maintain the security of our services

6. Who We Share Your Data With

We share your personal data only when necessary to provide our services:

Utility Providers: Including but not limited to SSE, Crown Gas, and other energy suppliers necessary to manage your utility contracts
Professional Advisers: Our accountants, lawyers, and other professional advisers when required
Law Enforcement: When legally required to do so or to protect our rights
Service Providers: Carefully selected third parties who assist us in operating our business (subject to confidentiality agreements)

We do not sell your personal data to third parties.

7. Data Retention

We retain your personal data for as long as you maintain an account with us and use our services. Your data will be kept indefinitely to:

Maintain historical records of utility contracts
Provide ongoing account management
Comply with legal and regulatory requirements

You may request deletion of your personal data at any time (see "Your Rights" below). Upon receiving a valid deletion request, we will delete your data except where we are legally required to retain it.

8. Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised or unlawful processing, accidental loss, destruction, or damage. These measures include:

Secure encryption of sensitive data
Regular security assessments
Limited access controls
Staff training on data protection

9. Your Rights

Under UK GDPR, you have the following rights:

Right to Access: Request a copy of your personal data
Right to Rectification: Request correction of inaccurate or incomplete data
Right to Erasure: Request deletion of your personal data
Right to Restrict Processing: Request limitation of processing in certain circumstances
Right to Data Portability: Receive your data in a structured, commonly used format
Right to Object: Object to processing based on legitimate interests
Right to Withdraw Consent: Where processing is based on consent

To exercise any of these rights, please contact us at services@managingutilities.co.uk.

10. International Transfers

Your personal data is stored and processed within the United Kingdom. If we need to transfer data outside the UK, we will ensure appropriate safeguards are in place to protect your data in accordance with UK GDPR requirements.

11. Cookies

Our website uses essential cookies necessary for the functioning of our portal and user authentication. These include:

Session Cookies: To maintain your login session
Security Cookies: To ensure secure access to your account

We do not use tracking or marketing cookies. You can manage cookie preferences through your browser settings, though this may affect website functionality.

12. Children's Privacy

Our services are intended for business use only. We do not knowingly collect personal data from individuals under 18 years of age.

13. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.

14. Contact Us

For any questions about this privacy policy or our data protection practices, please contact:

Email: services@managingutilities.co.uk
Phone: 0141 632 3230
Post: Managing Utilities Limited, The Greenlaw Works, Greenlaw Way, Newton Mearns, Glasgow, Scotland, G77 6EF

15. Complaints

If you are dissatisfied with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF

ICO Helpline: 0303 123 1113
Website: ico.org.uk