Privacy Policy

Privacy Notice

This notice sets out how Turner & Townsend (“we”) will use your personal data and all other data (data) provided by you, and your rights over such data. It is made under Articles 13 and/or 14 of the UK General Data Protection Regulation (UK GDPR) and supersedes all previous privacy notices in relation to the Social Housing Retrofit Accelerator (SHRA) and Home Upgrade Hub (HUB). 

This notice relates to data collected for the SHRA and HUB under the Technical Assistance Facility (TAF) contract. TAF is delivered by Turner & Townsend under contract to the Department for Energy Security & Net Zero (the Department).

We can confirm that we hold a Cyber Essentials Certificate and that we comply with the Department’s “processing data” requirements.

1. Purpose

The purpose(s) for which we are processing your data is to support the delivery and administration of the TAF and associated Department funded Delivery Agent. 

The information we ask for is relevant to the support we offer to you through the TAF and Delivery Agent services we deliver. These services support organisations to develop and deliver housing decarbonisation projects through learning and development and skills and capacity building. As well as supporting your organisation, your data will be used to assess the pipeline of projects for future Department retrofit funding waves.

For clarity, our role (and the data we collect to support that role) does not include the formal assessment, review, evaluation of funding applications or the award of funding or grant.  The Department may contact you or organisations you refer to in your bid to gain more information around your application and proposed delivery.

Delivery and administration of the TAF may require linking of your data to other datasets held by Turner & Townsend, the Department or members of the Delivery Agent team: Salix Finance, Turner & Townsend, Arup and PricewaterhouseCoopers (PwC). Where you have ticked a consent box in the self-assessment form allowing us to share your details with other bidders e.g. so that you can join with others in a consortium bid, then we will also use that data for that specific purpose.

Your data may also be used for statistical, research and fraud prevention purposes.

Please be aware that should your grant application or funding bid with the Department be successful, this allows for the continued sharing of your data with the Department, the Delivery Agent (Salix Finance, Turner & Townsend, Arup and PwC) and future TAF suppliers, to support delivery of these services.

2. Legal basis of processing

The Department, Turner & Townsend, PwC, Arup and Salix Finance are joint data controllers.

Our duty around dealing with the data in relation to GDPR is as follows:

• Our robust IT solutions allow us to manage it securely;

• Only provide access to those who need it, as governed by our contracts with the Department;

• Turner & Townsend staff have had GDPR training so understand the importance of GDPR;

• Once we have no reason to hold it i.e., our liability has passed, we will dispose of it in accordance with our disposal and archive policy.

Through acceptance of this policy, you are consenting to us processing your data in accordance with the way in which you expect us to, to support you through the bid process. It is necessary for us to do this for the performance of a contract.

3. The data

We will ask you to provide the following data, so that we can both provide support and assist you in completion of your bid application:

Types of data that will be collected	Grant (Recipients Registered Providers,  Local Authorities and Combined Authorities)	Suppliers	Other Organisations
Name of the organisation	x	x	x
Contact address	x	x	x
Contact name (lead bidder name)	x	x	x
Contact email	x	x	x
Contact tel. no.	x	x	x
Contact mobile no.	x	x	x
Housing Stock Details	x		x
Housing stock current EPC rating	x		x
Housing stock archetype	x		x
Housing stock size	x		x
Housing stock – existing [if any] retrofit measures	x		x
Data on previous engagement, interaction with and support from the SHRA and HUB	x		x
Data on previous bids to SHDF or HUG programmes	x		x
Quality and stage of development of previous and current SHDF and HUG bids and projects	x		x
Relevant accreditation/registration information		x	x
Details of installations delivered through SHDF, HUG or the Department (and its predecessors) schemes		x
Whether directly contracted/sub-contracted to install the scheme installations		x
The no. of employees in your organisation	x	x
Details on the reason for engaging and outcome/output of engagement	x	x	x

4. Recipients

Your data may be shared with:

• Turner & Townsend colleagues working on this project;

• Agents acting on Turner & Townsend’s behalf to provide support to bidders e.g., in the form of masterclasses and or retrofit learning and development etc;

• The Department for delivery, administration, reporting, monitoring, statistical, research, evaluation of the scheme and fraud prevention purposes;

• Delivery Agent (Turner & Townsend, Salix Finance, PWc and Arup) to ensure the effective running of the scheme;

• The Department’s contractors and other government departments to review and develop government policy, and for research, evaluation, and statistical purposes;

• Future TAF suppliers;

• Any other consortium partners/delivery contractors/partners at your request and with your permission; and,

• Your personal data may also be shared with other government departments where necessary.

We will share your data if we are required to do so by law, for example by court order or to prevent fraud or other crime.

Data shared with the Department will be stored on their IT infrastructure and will therefore also be shared with their data processors Microsoft and Amazon Web Services.

Data stored by Turner & Townsend will be stored on our IT infrastructure and will therefore also be shared with our data processors.

Data stored by the Delivery Agent will be stored on their IT infrastructure and will therefore also be shared with their data processors.

We will not send your data outside of the UK and European Union without your permission.

We need to tell you within 48 hours if we believe your data has been compromised through any cyber-attack on our systems which may have resulted in a data breach and assist you in mitigating the impact of that breach.

We need to inform you if we receive any communication from the Information Commissioner or any regulatory authority in connection with personal data processed under the contract.

We need to inform you, if we are made aware, that your information is subject to audit.

5. Retention

Your data will be stored securely by Turner & Townsend Ltd and by the Department for a maximum period of 3 years following the completion of the Scheme. Information will only be retained for longer should there be a need to address any liability. Turner & Townsend may choose to store anonymised data beyond this period where there is a legal reason to do this.

6. Your rights

You have the right to:

• request information about how your personal data is processed, and to request a copy of that personal data;

• request that any inaccuracies in your personal data are rectified without delay;

• request that any incomplete personal data is completed, including by means of a supplementary statement;

• request that your personal data are erased if there is no longer a justification for them to be processed;

• in certain circumstances (for example, where accuracy is contested) to request that the processing of your personal data is restricted;

• object to the processing of your personal data where it is processed for direct marketing purposes;

• object to the processing of your personal data; and,

• withdraw consent to the processing of your personal data at any time, where processing is based on your consent.

7. How to make a request

If you wish to make a request associated with any of the rights listed above, contact Judy Adams at Turner & Townsend using the contact details at the bottom of this notice.

Personal data shared with the Department or the Delivery Agent will be stored on their IT infrastructure, and shared with their data processors Microsoft and Amazon Web Services. If you agree for your data to be transferred and stored securely outside the UK and European Economic Area it will be subject to equivalent legal protection through the use of Model Contract Clauses.

8. Complaints

If you consider that your personal data has been misused or mishandled, you may make a complaint to the Information Commissioner, who is an independent regulator. The Information Commissioner can be contacted at:

Information Commissioner's Office Wycliffe House, Water Lane Wilmslow. Cheshire. SK9 5AF 0303 123 1113 Email: casework@ico.org.uk

Any complaint to the Information Commissioner is without prejudice to your right to seek redress through the courts.

9. Contact details for complaints to Turner & Townsend

You can contact the Turner & Townsend Data Protection Officer using the following routes:

• Judy Adams – Global Head of Risk Management Tel. No. 0207 544 4192

• By post: Turner & Townsend, One New Change, London, EC4M 9AF

• By email: Judy.adams@turntown.com

Contact details for complaints to the Department:

• You can contact the Department Data Protection Officer using the following routes:

• By post: The Department for Energy Security & Net Zero, 1 Victoria Street, London. SW1H 0ET

• By email: dataprotection@DESNZ.gov.uk