Privacy Policy
This policy explains how Fenland Bio-Energy Systems collects, uses, and protects your personal information. It applies to all data we process through our website, services, and business operations—effective from 1st January 2025. We are committed to transparency and compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Who We Are & Data Controller
The data controller is Fenland Bio-Energy Systems (company registration number 13815196). Our registered office is at 1010 Cambourne, Regens House, Cambridge, United Kingdom, CB23 6DP. For data protection enquiries, contact our Data Protection Lead at [email protected] or by post.
We design, install, and monitor bio-energy systems—anaerobic digestion plants, biomass supply chains, and rural energy solutions. Founded in 2015, we’ve processed data for over 247 client projects. But what does that mean for your information? Simply put, we’re responsible for how your personal data is handled.
2. The Information We Collect
We collect different types of information, depending on your interaction with us. This isn’t just names and emails—though we collect those too.
- Identity & Contact Data: Your name, business address, email, phone number, job title. Typically provided when you enquire, contract with us, or subscribe to our news.
- Technical & Usage Data: IP address, browser type, device information, pages visited, and how you navigate our site (fenland-bio-energy.com). We collect this via cookies and server logs—about 98.3% of visitors allow non-essential cookies after reading our notice.
- Business & Project Data: Details about your farm, energy needs, site surveys, feasibility studies, and contractual documents. This might include land size, current energy consumption (in kWh), and biomass availability.
- Financial & Transaction Data: Bank account details, payment records, invoice history. We need this to fulfil contracts.
- Marketing & Communications Data: Your preferences in receiving newsletters, updates on bio-energy technology, and event invitations.
3. How We Use Your Personal Data (Our Legal Bases)
We only use your data when we have a lawful basis to do so. Here’s a breakdown:
Contract Performance
To deliver our engineering consultancy, monitoring systems, or infrastructure services you’ve requested. This is our primary legal basis for client data.
Legitimate Interests
To operate our business, provide security, prevent fraud, and send relevant business-to-business marketing. We balance our interests with your rights.
Consent
Where you’ve clearly agreed—like subscribing to our non-essential news updates. You can withdraw consent anytime (just click ‘unsubscribe’).
Legal Obligation
To comply with UK laws—like retaining financial records for HMRC for 6 years, or responding to regulatory requests.
For example, we might use your contact details to send a proposal (contract), then later send a case study of a similar project (legitimate interest). We never sell your personal data to third parties.
4. Data Sharing & Third Parties
We share data only when necessary, with partners who uphold stringent data protection standards.
- Service Providers: IT hosting (UK-based), email marketing platforms, accounting software, and secure cloud storage for project designs. All are GDPR-compliant and act on our instructions.
- Professional Advisors: Lawyers, accountants, insurers—where required for our legitimate interests.
- Regulatory Bodies: If required by law, we may share information with authorities like the Environment Agency or HMRC.
- Business Transfers: If Fenland Bio-Energy Systems is involved in a merger or acquisition, customer data may be transferred—under strict confidentiality.
We use international transfers only with adequate safeguards (like EU Standard Contractual Clauses). Currently, 100% of our primary data processing occurs within the UK.
5. Data Security & Retention
We implement appropriate technical measures—encryption, access controls, regular security audits—to prevent unauthorised access, loss, or alteration. Our staff receive data protection training annually.
How long do we keep your data? Not a day longer than needed. Here’s our retention schedule:
Client Project Data
Retained for 10 years after project completion. Why? Engineering liability, warranty claims, and to provide historical performance data for your systems.
Marketing Contacts
If you’re inactive (no opens/clicks) for 3 years, we’ll delete your marketing profile. You can opt-out anytime, of course.
Financial Records
Kept for 6 years from the end of the financial year—as required by UK company and tax law.
Website Enquiries
If no contract follows, we delete enquiry data after 24 months, unless you consent to further marketing.
6. Your Data Protection Rights
Under UK GDPR, you have rights—we respect and will facilitate them. Contact us to exercise any of these.
Access & Portability
You can request a copy of your data (free of charge, within one month). You can also ask for it in a machine-readable format.
Correction & Erasure
Ask us to correct inaccurate data. Request deletion (‘the right to be forgotten’) where there’s no compelling reason for us to keep it.
Objection & Restriction
Object to processing based on legitimate interests. Request restriction of processing while we verify a challenge.
To make a request, email [email protected] with “Data Subject Request” in the subject. We may need to verify your identity first—a security measure.
7. Cookies & Tracking Technologies
Our website uses cookies—small text files stored on your device. Some are essential; others help us improve your experience.
Essential
Session management, security. These cannot be disabled.
Analytics
Google Analytics (anonymised) to see page views, visitor sources. Helps us know which bio-energy topics are most read.
Functionality
Remember your preferences (like language or region).
Marketing
To measure ad campaigns (like LinkedIn for business). Used only with consent.
You can manage cookies via our cookie banner or your browser settings. Disabling non-essential cookies won’t stop you from using our site—but it might be less tailored.
8. Links to Other Websites
Our site contains links to industry bodies (the Anaerobic Digestion & Bioresources Association, for instance), technology partners, and regulatory guidance. Clicking these will take you to third-party sites with their own privacy policies. We’re not responsible for their practices—so please read their policies.
9. Changes to This Policy
We may update this policy—if laws change, or we introduce new services. The latest version will always be posted here, with the effective date at the top. For material changes, we’ll notify clients via email or a site notice. It’s your responsibility to review it periodically.
This version replaces all previous privacy notices from Fenland Bio-Energy Systems.
10. How to Contact Us & Complaints
Questions about this policy or your data? We’re here to help.
Fenland Bio-Energy Systems
Data Protection Lead
1010 Cambourne, Regens House, Cambridge, United Kingdom, CB23 6DP
Phone: +44 117 036 09 04
Email: [email protected]
If you’re unhappy with our handling of your data, you have the right to lodge a complaint with the UK supervisory authority: the Information Commissioner’s Office (ICO). We’d appreciate the chance to address your concerns first.
Need Further Clarification?
If any part of this policy is unclear, or you have specific questions about how your project data is handled, please get in touch. Transparency is a cornerstone of our business ethics.
Contact Our Team