Privacy Policy

Who We Are

The data controller responsible for personal information collected through this website is Newcastle Solar Panels.

Newcastle Solar Panels provides solar panel installation, battery storage and related solar services for homes and businesses across Newcastle, Tyneside and surrounding areas. We receive and manage enquiries, assess requirements and arrange the services requested through this business.

Our contact details are:

Telephone: 0191 833 0108. For privacy questions, please use our Contact page, telephone us or write to the address above.

Information We Collect

The information you provide depends on the form you use:

• Contact enquiries: your name, email address and message are required. Your phone number, postcode and enquiry type are optional.
• Quotation requests: the requested service, property type, postcode, first line of the property address, first name, last name, phone number, email address and a message are required.
• Information in your message: you may choose to include roof details, electricity consumption or monthly bills, existing solar equipment and other installation requirements. The website forms do not accept photograph or file uploads.
• Enquiry context: the originating page, submission time and a submission reference help us understand and manage the request.

Required fields are identified in the forms. Without them, we may be unable to respond or assess the requested quotation. Please avoid sending sensitive information or information about other people unless needed for your enquiry.

Cloudflare hosting and security systems process connection and request information, which can include IP addresses, browser information, requested pages and timestamps. Form security uses a protected identifier derived from the connection address, rate counters and submission references to limit abuse and duplicate notifications.

The solar calculator processes roof size, roof direction, monthly bill and battery choices in your browser. Its inputs and estimates are not saved by the application or automatically sent with a quote request. If you include an estimate or electricity information in your message, it becomes part of your enquiry.

Online submissions remain disabled until email delivery is enabled. A visible form notice explains when submissions are unavailable; entering details alone does not send an enquiry.

How We Use Your Information

We use relevant information to:

• Respond to enquiries and contact you about the service you requested.
• Assess quotation requests, understand property and installation requirements, and check service availability at your location.
• Assess properties, prepare specifications and quotations, and arrange installation and commissioning, including relevant coordination with contractors or specialist tradespeople.
• Protect the website against spam, abuse and fraudulent submissions, and maintain its functionality and security.
• Meet applicable legal obligations.

Sending an enquiry does not subscribe you to marketing. No optional marketing subscription is currently offered.

Lawful Basis for Processing

Requested Quotations and Installation Services

Contract or steps requested before a contract: Where necessary, we use your information to take steps you request before an installation contract, such as assessing your property and preparing a quotation, or to perform a contract for agreed services. This basis applies only to processing necessary for those steps or services.

Responding to and Managing Enquiries

Legitimate interests: We have a legitimate interest in responding to genuine requests, managing enquiries and providing information about our installation services. We consider whether the processing is necessary and balance those interests against your rights, freedoms and reasonable expectations.

Website and Form Security

Legitimate interests: Limited technical information may be processed where necessary to keep the website secure, prevent spam and abuse, diagnose technical problems and maintain reliable form submissions.

Complying with Applicable Law

Legal obligation: Where applicable law requires information to be retained or disclosed, we process only the information necessary to meet that obligation.

The lawful basis depends on the purpose and circumstances. Responding to a general question does not itself create an installation contract. Where processing is necessary to prepare a quotation you request or provide agreed services, the relevant contractual basis is explained above.

No optional analytics or marketing is active. If processing requiring consent is introduced, we will explain it and obtain consent where required before it starts. You do not have to agree to unrelated marketing to send an enquiry.

Sharing Information for Assessments and Installation

Relevant information may be shared with contractors or specialist tradespeople where needed to assess, specify, quote for or carry out your installation through Newcastle Solar Panels. We limit sharing to information needed for the relevant work. Where a recipient processes information on our behalf, they must follow our instructions and the applicable data protection requirements.

Shared information is limited to what is relevant to the work, such as contact details, property location, requested service and installation requirements. Contractors and specialist tradespeople receive only the details needed for their part of the project.

A contractor’s data protection role depends on how it uses the information. Where a contractor processes information solely on our behalf, the relevant processing must be covered by appropriate instructions and contractual safeguards. Where a recipient uses information for its own purposes, it may be a separate data controller and must explain that use in its own privacy notice. Sharing is not anonymous; we will explain any proposed sharing with a separate business for its own quotation or services before it takes place.

Website forms send enquiry notifications to Newcastle Solar Panels for handling. They do not automatically distribute enquiries through a third-party installer platform.

Third-Party Service Providers

• Cloudflare: Website delivery, security, server-side form handling, enquiry storage in our RnR Manager system, email delivery and forwarding, and short-lived security records. Provider privacy information

Cloudflare Email Service delivers enquiry notifications to our verified receiving business mailbox, where they are held for handling. Cloudflare Email Routing also forwards mail addressed to our contact and quotation aliases to that mailbox. No active analytics provider is installed.

Cloudflare and the business email providers may process information outside the United Kingdom. Where international transfers take place, applicable data protection requirements and appropriate safeguards must be followed. You can contact us for information about the providers and safeguards relevant to your enquiry. You can ask us through the Contact page about the safeguards relevant to your information or request a copy, subject to necessary redactions.

How Long We Keep Your Information

We keep personal information only as long as needed for its purpose. We review enquiries against the following schedule, taking account of whether the matter remains active, has led to work, or is subject to a legal requirement or dispute.

• Unconverted enquiries: up to 24 months after the last relevant contact, with earlier deletion where the information is no longer needed. This is a manual review and deletion policy, not an automatic mailbox deletion feature.
• Customer and contractual records: where we hold records connected with resulting services, we keep only what is reasonably needed for that work, applicable legal obligations and the establishment, exercise or defence of legal claims. The relevant purpose and legal requirement determine any longer period; it does not extend the life of every enquiry by default.
• Application security records: rate-limit counters expire after up to 20 minutes and duplicate-delivery references after 24 hours. These records are separate from enquiry emails and do not contain message bodies.
• Hosting, security and email-provider records: retention depends on the provider and account settings. The application expiry periods above do not delete copies in notification systems, mailboxes or provider backups.

Information no longer needed is securely deleted or anonymised through the relevant review process, subject to any continuing legal requirement. Any recipient acting as a separate data controller is responsible for the retention of its own records. Where information is processed on our behalf, retention and deletion must follow the applicable instructions and contractual arrangements.

Cookies and Website Analytics

No analytics, advertising or marketing cookies are currently installed by the application. Google Analytics is not active. There is no optional tracking consent to manage at present.

Essential technologies support functions you request or protect the website. When you follow a quotation link, session storage in that browser tab records the originating page path and a timestamp so the quote can retain its context. It does not store your personal form fields or calculator inputs.

The source record is used only within one hour; an older record is discarded when the quote page next reads it. It is also replaced by a new quote-link visit and removed after a successful quotation or when the tab's session ends. This is browser session storage, not a tracking cookie.

Form entries stay in the current page during recoverable submission errors. Reloading or closing the page can clear them; your browser may separately offer autofill or restore features under your own settings.

You can clear site data or block storage in your browser settings. Blocking this storage may prevent originating-page context from being retained. Cloudflare may apply essential security technologies according to the live security configuration. Optional analytics or marketing technologies will require an updated notice and appropriate choices before activation.

How We Protect Your Information

The production service is designed to use HTTPS connections and secure Cloudflare hosting. Form handling validates submissions on the server, applies input limits and checks the submission origin. A honeypot and rate limits help reduce spam and abuse; duplicate checks reduce accidental repeat notifications.

Email delivery credentials and receiving destinations are held on the server rather than in public website code. The form handler does not keep a separate database of enquiry message bodies. Live hosting and mailbox access must be restricted to authorised people who need the information.

No method of transmitting or storing information online is completely secure. Security also depends on the configuration and operation of the hosting, delivery and mailbox accounts.

Your Data Protection Rights

Depending on the circumstances and the lawful basis being used, UK data protection law may give you rights over your personal information. These include rights to:

• Access your personal information.
• Correct inaccurate or incomplete information.
• Request deletion or restriction of processing in applicable circumstances.
• Object to relevant processing.
• Receive or transfer certain information in a portable format where the right applies.
• Withdraw consent where processing relies on consent, without affecting the lawfulness of processing before withdrawal.

Right to object: you can object to processing based on legitimate interests for reasons relating to your particular situation. We must then stop unless we can demonstrate compelling legitimate grounds that override your interests, rights and freedoms, or the processing is needed for legal claims. You have an absolute right to object to processing for direct marketing if it occurs.

Some rights depend on the circumstances and lawful basis. For example, portability generally concerns information you provided that is processed by automated means on the basis of consent or a contract. You can make a request through our Contact page, by telephone or by post. We may need proportionate information to confirm your identity before disclosing personal information.

Complaints and Concerns

You can contact us with privacy questions or concerns using the details below. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator. You do not have to contact us before making a complaint to the ICO.

External Websites

This website may link to service providers, government guidance or other external websites. Their privacy practices are governed by their own policies. Please read those policies when you visit or give information to another website.

Changes to This Privacy Policy

We may update this policy when the website, legal requirements, enquiry process or service providers change. Significant changes will be reflected by updating the date at the top of this page.

Contact Us About Privacy

Contact us about this policy or your personal information using our online contact form, by telephone or by post. If online submissions are unavailable, please call or write to us.

Telephone: 0191 833 0108

Contact Newcastle Solar Panels