Privacy policy

In short: we only collect what we need to pass your quote request to up to 2 SEAI-registered installers in your county, we only share it after you agree, and you can withdraw at any time.

Who we are

heatpumpinstallation.ie is run by James Lewis, a sole trader in Ireland trading as Heat Pump Installation Ireland. James Lewis is the data controller for the personal data described here. Contact us about your data at hello@heatpumpinstallation.ie. We're not required to appoint a Data Protection Officer; questions go to the same address.

What we collect, and why

Reading the guides and using the calculator

Nothing that identifies you. The calculator runs in your browser and sends nothing to us. Your answers are kept in your browser tab only, so the quote form can reuse them. Analytics cookies are used only if you accept them (see the cookie policy).

Asking for quotes

When you ask for quotes we collect:

• Your contact details: name, mobile number, email address and Eircode, so installers can contact you and find the home.
• About your home: county, type of home, when it was built, whether you own it, current heating, radiators or underfloor, BER and Heat Loss Indicator if you give them, insulation, hot water, space for an outdoor unit, what you want quotes for, and when you'd like the work done. This lets installers prepare and lets us match the right installers.
• How you found us: the page you arrived on, the website that sent you, and any campaign tags in the link.
• A record of your consent: the exact wording you agreed to, its version, the date and time, the page, and a scrambled (hashed) form of your IP address. We keep this to show you gave consent.
• Whether you'd like occasional email updates about grants and costs, only if you tick that box.

We may call you to confirm your details before passing them on.To stop abuse, we count requests from each IP address for a short time, as scrambled values only, and delete those counts after 24 hours.

Our legal basis

• Consent for passing your request to installers and for email updates. You give it with the tick box on the form and can withdraw it at any time.
• Legitimate interests for keeping the consent record, preventing spam and abuse, and keeping the site secure.

Who we share it with

• Installers: up to 2 SEAI-registered heat pump installers who work in your county, and only after your details have been confirmed. Each has signed an agreement on how they use and protect your details. They use them to contact you about your quote, and become responsible for your data once they have it.
• Service providers who process data for us, under contract and only on our instructions: our website and email host (Hostinger), Google (Google Workspace / Google Sheets), where we keep a working copy of requests to follow them up, and, if you accept analytics cookies, Google Analytics.

Some of these providers are based in the United States. Where data leaves the European Economic Area, it's protected by the EU–US Data Privacy Framework or the European Commission's standard contractual clauses. We never sell your details, and we never share them with anyone else for marketing.

How long we keep it

• Requests not passed to any installer: your contact details are erased automatically 12 months after you send them, and the request itself is deleted a week later.
• Requests passed to installers: we keep your contact details for 90 days after we pass them on, to deal with questions or disputes about the introduction. Then we erase them and keep only an anonymous record (the reference, county, your answers about the home and whether it led to a quote), which can't identify you.
• If you withdraw: we erase your contact details straight away, once we've told any installer who received them.
• The consent record: we keep an anonymous note that consent was given or withdrawn and when, without your contact details, IP hash or page. If you opted out of emails, we keep a scrambled (hashed) form of your email address only so we never email you again.
• Our Google Sheet copy follows the same rules: a request's row is deleted when its contact details are erased.
• Backups: we keep weekly backups for 8 weeks, so deleted data can remain in a backup for up to 8 weeks before it's overwritten.

Withdrawing your consent

Every confirmation email has a link to withdraw. You can also email hello@heatpumpinstallation.ie. When you withdraw, we stop using your request, never pass it on again, tell any installer who already received it to delete it, and then erase your contact details. Withdrawing doesn't affect anything done before you withdrew.

Your rights

You can ask for a copy of your data, ask us to correct or delete it, restrict or object to how we use it, or ask for it in a portable format. Email hello@heatpumpinstallation.ie and we'll reply within a month. If you're not happy with how we handle your data, you can complain to the Data Protection Commission at dataprotection.ie.

Decisions about you

We label requests by things like heating type and timing to match them with the right installers. No decision with legal or similarly significant effects is made about you automatically.

Phone calls

We don't record calls. If we ever do, we'll say so here and at the start of the call.

Security

Requests are stored on our host's servers outside the public website, sent over encrypted (HTTPS) connections, and only James Lewis can access them. Access to our email and Google accounts is protected by strong passwords and two-step sign-in. If a breach ever put your details at risk, we'd tell the Data Protection Commission within 72 hours and tell you without delay where the law requires it.

Children

The quote form is for homeowners and landlords aged 18 or over. We don't knowingly collect data about children.

Changes

If we change how we use your data, we'll update this page and the date at the top. If the change affects a request you've already sent, we'll tell you by email first.