Warm Homes: Local Grant Privacy Notice
Privacy Notice – Warm Homes Local Grant & Hillfields Neighbourhood Improvement Projects
This privacy notice explains how your personal information is used when you take part in Warm Homes Local Grant or Hillfields Neighbourhood Improvement schemes delivered in Coventry.
These schemes are delivered by Coventry City Council, working with partners including:
- West Midlands Combined Authority (WMCA)
- Act on Energy
- E.ON
- Installers, assessors and accreditation bodies
- Government departments such as the Department for Energy Security and Net Zero (DESNZ)
We are committed to being open, fair and transparent about how we use your data.
Who is responsible for your data?
Different organisations may act as data controllers for different parts of the service.
- Coventry City Council – lead delivery authority
- West Midlands Combined Authority (WMCA) – scheme administrator and funder
- Act on Energy – customer support, advice and engagement
- E.ON – delivery partner for installations
Each organisation must follow UK data protection law (UK GDPR and the Data Protection Act 2018).
Why we collect your information
We only collect personal information that we need in order to:
- Check whether you are eligible for support
- Arrange assessments, advice and installation works
- Deliver grants or funded improvements
- Monitor and evaluate how well schemes work
- Prevent fraud and duplicate claims
- Meet legal, audit and reporting requirements
- Improve future energy efficiency programmes
- Contact you for optional evaluations or surveys
What information we may collect
If you are a resident or householder
We may collect:
- Your name, address, phone number and email
- Information about your home (for example size, type, EPC rating)
- Energy assessment data (such as SAP assessments)
- Details of installed measures (type, cost, manufacturer)
- Household eligibility information (for example income band)
- Expected energy bill, carbon and comfort improvements
- Smart meter data or sensor readings (where applicable)
- Survey responses (including optional health and wellbeing questions)
- Your contact details if you choose to take part in evaluations
Special category (sensitive) data
In limited cases, we may process sensitive information such as:
- Health or disability information (only if relevant and often optional)
This information is handled with extra care and only used where necessary and lawful.
Our legal basis for using your data
We process your data because:
- It is needed to carry out our public task
- It is required to comply with legal obligations
- You have given consent (for example, for sensors, surveys or research)
You can withdraw consent at any time where consent is the legal basis.
Who we share your information with
We only share information where necessary and on a need‑to‑know basis.
This may include:
- Coventry City Council teams
- West Midlands Combined Authority
- Act on Energy
- E.ON and their installers, assessors and subcontractors
- Accreditation bodies (such as TrustMark and MCS)
- Government departments including DESNZ
- Researchers and evaluators (often using anonymised data)
- Technology providers (such as Microsoft or Amazon Web Services)
We do not sell your data.
How your data is kept safe
- Access is limited to trained and authorised staff
- Strong technical and organisational security measures are in place
- Partners must meet strict data protection requirements
How long we keep your data
We keep your information only as long as necessary, including:
- Typically up to 7 years after the end of a scheme for audit and legal purposes
- Some WMCA programme data may be kept up to 10 years
- Data may be anonymised for research and evaluation
Your rights
You have the right to:
- See the information we hold about you
- Ask for incorrect information to be corrected
- Ask us to delete your data (where legally allowed)
- Ask us to limit how your data is used
- Object to certain types of processing
- Ask for your data to be transferred
- Ask for human review of automated decisions (if applicable)
How to contact us about your data
Coventry City Council
Email: dpoteam@coventry.gov.uk
West Midlands Combined Authority
Email: information.officer@wmca.org.uk
Telephone: 0345 303 6760
Act on Energy
Email: administration@actonenergy.org.uk
Telephone: 0800 988 2881
Complaints
If you are unhappy with how your data is handled, you can complain to:
Information Commissioner’s Office (ICO)
Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Changes to this notice
This notice is reviewed regularly and updated when needed.
Last updated: April 2026
Please read the privacy notices of our partners: