Effective Date: July 18, 2025
Last Updated: July 11, 2026
1. Data Controller
RPB Electrical Services Ltd (trading as ProConform) is the data controller for the personal information we collect and process.
Company: RPB Electrical Services Ltd
Trading Name: ProConform
Company Number: 12154253
VAT Number: 390797057
Email: info@proconform.co.uk
Phone: 0333 577 2033
2. Information We Collect
Personal Information You Provide
- Contact details (name, email, phone number, address)
- Property information for electrical testing quotes
- Payment information for services
- Communication preferences
- Feedback and reviews
- Uploaded compliance documents — if you use our instant estimate tool, you may upload an EICR or other electrical certificate. These documents may contain personal data such as property addresses or names. The raw file is processed in-memory to extract technical details (circuit counts, defect codes, property type) and is not stored on our servers. Only the structured technical data extracted from the document is retained to generate your quote. Any temporary upload is purged automatically within the same request cycle.
Information We Collect Automatically
- Website usage data (pages visited, time spent)
- Device information (browser type, operating system)
- IP address and location data
- Cookies and tracking technologies
3. How We Use Your Information
- Service Delivery: Providing electrical testing and compliance services
- Communication: Responding to inquiries and providing updates
- Quality Improvement: Enhancing our services and website
- Legal Compliance: Meeting regulatory requirements
- Marketing: Sending relevant updates (with your consent)
4. Legal Basis for Processing
Contract Performance: Processing necessary to fulfill our service agreements
Legitimate Interest: Business operations and service improvement
Consent: Marketing communications and optional data processing
Legal Obligation: Compliance with electrical safety regulations
5. Your Rights Under GDPR
Right to Access
Request copies of your personal data
Right to Rectification
Correct inaccurate information
Right to Erasure
Request deletion of your data
Right to Portability
Transfer data to another service
6. Cookies and Tracking
Cookie Categories
Essential Cookies: Required for website functionality
Analytics Cookies: Google Analytics for usage statistics
Marketing Cookies: Google Ads for conversion tracking
You can manage cookie preferences through your browser settings. Disabling cookies may affect website functionality.
7. Data Sharing and Third Parties
We may share your information with:
- Service Partners: NICEIC certified contractors for service delivery
- Technology Providers: Google Analytics, Brevo (email), ElevenLabs (AI voice)
- OpenAI (AI processing): When you use our instant estimate tool, the technical content extracted from your uploaded document is sent to OpenAI's API for analysis. OpenAI processes this data as a data processor under a Data Processing Agreement. No raw personal data from the document (names, addresses) is intentionally transmitted — only extracted technical fields. See OpenAI's privacy policy at openai.com/policies/privacy-policy.
- Legal Authorities: When required by law or regulation
- Business Transfers: In case of merger or acquisition
8. Data Security
Security Measures
- SSL encryption for all data transmission
- Secure cloud storage with access controls
- Regular security assessments and updates
- Staff training on data protection practices
- Incident response procedures for data breaches
9. Data Retention
| Data Type | Retention Period | Legal Basis |
|---|
| Uploaded estimate documents (raw file) | Not retained — deleted immediately after processing | Data minimisation (GDPR Art. 5) |
| Extracted estimate data (technical fields only) | 90 days | Legitimate interest (quote follow-up) |
| Electrical Certificates | 25 years | Regulatory requirement |
| Customer Records | 7 years | Business and tax purposes |
| Marketing Data | Until consent withdrawn | Consent-based |
10. International Transfers
Some of our service providers may be located outside the UK/EU. We ensure adequate safeguards are in place for international data transfers, including:
- Adequacy decisions by the Information Commissioner's Office
- Standard Contractual Clauses (SCCs)
- Binding Corporate Rules where applicable
11. Contact Information
For any privacy-related questions or to exercise your rights, contact us:
Email: privacy@proconform.co.uk
Phone: 0333 577 2033
Post: Data Protection Officer, RPB Electrical Services Ltd
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been violated.
12. Changes to This Policy
We may update this privacy policy to reflect changes in our practices or legal requirements. We will notify you of significant changes via email or website notice. The latest version will always be available on our website with the updated effective date.