Privacy Policy

What We Collect When You Contact Us

When you contact us through our website form, we collect your name, email address, phone number (if provided), company details and the content of your message. We use this information solely to respond to your enquiry and provide information about our commercial property energy management services.

Data We Process for Portal Users

For clients using the Pioneer Estates client portal, we process data necessary to provide our services. This includes:

• Authentication data (email addresses and secure passwords)
• User contact information for notifications
• Audit logs of portal access and document downloads for security purposes

Business Documents and Energy Records

In providing our services, we process, generate and securely store business documents via the portal, including:

• Monthly energy reports and usage data
• Supplier invoices and correspondence
• Energy contracts and metering documents
• Site-specific documents uploaded by clients

This information is primarily business data related to commercial properties, but may contain personal data (such as names on contracts or contact details for site managers). We process this data strictly for the performance of our contract with you.

Website Cookies and Tracking

Our website uses essential cookies necessary for the operation of the site and the secure client portal. We may use basic analytics to understand website traffic, but we do not use invasive tracking or sell your data to third parties.

How Long We Keep Your Data

We retain your information only as long as necessary to provide our services, maintain accurate historical property energy records as requested by our clients, and comply with our legal and accounting obligations.

Your Rights Under UK GDPR

Under UK GDPR, you have rights regarding your personal data, including the right to access, correct or request deletion of your information. If you wish to exercise these rights, please contact us.