Privacy Policy

1. Who we are

Optimal Property Services is a trading name of LONDON ENERGY ASSESSORS LTD, a company registered in England & Wales under company number 12819713. Our registered office address is [insert registered office address here before publishing].

For the purposes of data protection law, LONDON ENERGY ASSESSORS LTD is the "data controller" of the personal data described in this policy. If you have any questions about this policy or how we handle your data, contact us at or +44 20 4634 3252.

2. What personal data we collect

We collect personal data when you request a quote, contact us, or use our website, including:

• Your name, phone number and email address
• Your property address and postcode
• Details of the service you're enquiring about and your rough budget range
• Records of calls, messages and emails between you and us, including call recordings where our phone system records calls
• Payment and invoicing details where you become a customer
• Technical data such as IP address and browser type, collected automatically when you visit our website

3. How we collect your data

We collect data directly from you — through our website's quote form, by phone, by email, via webchat, or through social/neighbourhood platforms such as Nextdoor when you contact us there. We do not buy personal data from third parties.

4. Why we process your data, and our legal basis

• To respond to your enquiry and provide a quote — necessary to take steps at your request before entering into a contract.
• To deliver and invoice for services you book — necessary for the performance of a contract with you.
• To contact you by phone, SMS or email about your enquiry or booked work — based on the consent you give when submitting our quote form, or our legitimate interest in providing the service you've asked for.
• To send you marketing about our services (e.g. seasonal offers, certificate renewal reminders) — only where you have given consent, which you may withdraw at any time.
• To meet our legal and regulatory obligations — e.g. keeping financial records, or records required by Gas Safe or electrical safety regulations for certification work.

5. Who we share your data with

We use third-party service providers to help us run our business, who process personal data on our behalf under contract:

• Intellyx — our customer relationship management (CRM) platform, used to store contact details, manage bookings, and send automated calls/texts/emails.
• Subcontractors and tradespeople — where a job requires a specific trade, we share the minimum information needed (e.g. address, job details) to carry out the work.
• Payment processors — to process invoices and payments securely.
• Google Business Profile and Checkatrade — if you choose to leave us a review on these platforms, that is governed by their own privacy policies, not ours — we do not share your contact data with them, we simply invite you to visit.

We do not sell your personal data to anyone.

6. How long we keep your data

We keep enquiry data for as long as reasonably needed to respond to you and, if you become a customer, for the duration of our working relationship plus a period afterwards to meet legal, accounting and insurance requirements (typically up to 6 years). If your enquiry doesn't proceed, we'll keep your details for a reasonable period in case you get back in touch, and you can ask us to delete them sooner at any time.

7. Cookies

Our website may use essential cookies needed for the site to function, and, if enabled, analytics or advertising cookies (e.g. Google Analytics, Meta Pixel, or Intellyx's own tracking) to understand how visitors use the site. [Update this section once analytics/tracking tools are added to the live site, and add a cookie consent banner if non-essential cookies are used, per UK PECR rules.]

8. Your rights

Under UK data protection law, you have the right to:

• Access the personal data we hold about you
• Have inaccurate data corrected
• Ask us to delete your data ("right to be forgotten"), where applicable
• Restrict or object to how we process your data
• Request a copy of your data in a portable format
• Withdraw consent to marketing at any time — just reply STOP to a text, click unsubscribe on an email, or contact us directly
• Complain to the Information Commissioner's Office (ICO) at ico.org.uk if you believe we've mishandled your data

To exercise any of these rights, contact us at .

9. Children

Our services are aimed at adults arranging property work and are not directed at children. We do not knowingly collect personal data from children.

10. Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last revised.