Privacy Policy

Last updated: Thursday 11th June 2026

1. Who We Are

I.C.E.E. Managed Services Limited is a UK-based provider of specialist managed services across electrical infrastructure, telecommunications, EV charging, engineering, manufacturing and associated support services.

Registered company name: I.C.E.E. Managed Services Limited
Company registration number: 04554727
Registered office: 28 Warfield Avenue, Waterlooville, Hampshire, PO7 7JN
ICO registration number: ZA371877

For privacy or data protection enquiries, please contact:

Email: info@icee.co.uk
Phone: 02392 230604

We recommend using one dedicated email address for all privacy requests so that enquiries, subject access requests and deletion requests are managed consistently.

2. What This Policy Covers

This Privacy Policy applies to personal data we collect through:

our website;
online contact forms and enquiry forms;
quote requests;
email, telephone and written correspondence;
customer onboarding;
commercial and domestic installation projects;
EV charging enquiries, surveys, installations and aftercare;
service, maintenance and support activity;
supplier, contractor and partner relationships;
recruitment and employment applications;
marketing communications;
events, meetings and business development activity.

This policy covers both business customer data and private domestic customer data, including information connected to home installations, property access, surveys, quotations, service records and aftercare.

3. Personal Data We May Collect

The type of personal data we collect depends on your relationship with us.

Website Visitors

When you visit our website, we may collect:

IP address;
browser type and version;
device information;
pages visited;
referral source;
cookie preferences;
website usage and analytics data;
contact form submissions.

Enquiries, Customers and Business Contacts

When you contact us, request a quote, become a customer or work with us commercially, we may collect:

full name;
job title;
company name;
email address;
telephone number;
business address;
site address;
billing address;
correspondence history;
project information;
purchase order details;
service requirements;
contract and account details;
records of meetings, calls and communications.

Domestic Customers and Private Customer Data

Where we provide services to domestic customers, including home EV charging installations, we may collect and process more personal information, including:

full name;
home address;
contact details;
installation address;
property type;
parking arrangements;
electrical supply information;
photographs of relevant installation areas;
survey notes;
access requirements;
charger make, model and serial number;
installation records;
warranty and maintenance records;
payment and invoicing information;
finance or grant-related information where applicable;
records of support, aftercare or complaint handling.

We understand that domestic customer data is private and often relates directly to a person’s home. We handle this information with particular care and limit access to staff, engineers, contractors and service providers who need it to deliver the relevant service.

Suppliers, Contractors and Partners

If you supply services to us or work with us as a contractor or partner, we may collect:

name;
business contact details;
company information;
payment and banking details;
insurance documents;
accreditations and qualifications;
right to work or compliance information where relevant;
correspondence and contract records;
performance or project delivery records.

Job Applicants

If you apply for a role with us, we may collect:

name and contact details;
CV and cover letter;
employment history;
education and qualifications;
references;
interview notes;
right to work information;
salary expectations;
any other information you provide as part of the recruitment process.

We only collect recruitment information that is necessary to assess your application and manage the recruitment process.

Sensitive or Special Category Data

We do not routinely collect special category data. However, in some circumstances we may collect limited sensitive information, for example where it is necessary for health and safety, site access, reasonable adjustments, recruitment, or legal compliance.

Where we process special category data, we will only do so where we have a lawful basis and a valid condition under UK data protection law.

4. How We Collect Personal Data

We may collect personal data:

directly from you;
through our website and contact forms;
by email, telephone, post or in person;
during site surveys, installation visits or maintenance visits;
through customer onboarding documents;
through contracts, purchase orders or service agreements;
through payment, accounting or CRM systems;
from third-party partners where you have asked them to refer you to us;
from public sources such as company websites, Companies House or LinkedIn;
from recruitment platforms or agencies.

5. How We Use Personal Data

We use personal data for the following purposes:

to respond to enquiries;
to prepare quotations;
to provide and manage our services;
to carry out surveys, installations, maintenance and support;
to manage customer accounts;
to process orders, invoices and payments;
to manage warranties, service records and aftercare;
to communicate with customers, suppliers and partners;
to arrange access to sites or properties;
to manage health, safety and compliance obligations;
to improve our website, systems and services;
to manage recruitment;
to maintain accurate business records;
to comply with legal, tax, accounting and regulatory obligations;
to protect our business, systems, staff, customers and assets;
to send marketing communications where permitted.

6. Lawful Basis for Processing

We only process personal data where we have a lawful basis to do so.

Depending on the circumstances, we may rely on one or more of the following lawful bases:

Contract

We may process personal data where it is necessary to provide a quote, enter into a contract, deliver services, manage an installation, provide support, or fulfil our contractual obligations.

Legal Obligation

We may process personal data where required to comply with legal obligations, including tax, accounting, health and safety, employment, regulatory and statutory reporting requirements.

Legitimate Interests

We may process personal data where it is necessary for our legitimate business interests, provided your rights and freedoms do not override those interests.

This may include managing customer relationships, maintaining service records, improving our systems, handling enquiries, preventing fraud, protecting our business, and communicating with business contacts.

Consent

We may rely on consent for certain types of marketing, optional cookies, case studies, testimonials, photography, or where you have specifically agreed to a particular use of your data.

You can withdraw consent at any time.

Vital Interests

In rare circumstances, we may process personal data where it is necessary to protect someone’s life or safety.

7. Domestic Customer Data and Home Installation Records

Where we provide domestic services, including home EV charging installations, we may need to hold information about your property, electrical supply, installation requirements and service history.

This information may be used to:

assess suitability for installation;
prepare a quotation;
complete an installation safely;
meet electrical and regulatory requirements;
provide warranty and maintenance support;
respond to service issues;
manage customer care;
retain records of work completed;
support any future upgrade, repair or inspection.

Access to domestic customer records is restricted to authorised staff, engineers and approved service providers who need the information to complete their role.

We do not sell domestic customer data and we do not use private installation data for unrelated purposes.

8. How We Store and Protect Your Data

We take the security of personal data seriously and use appropriate technical and organisational measures to protect it from unauthorised access, misuse, loss, alteration or disclosure.

Personal data may be held within secure internal systems, cloud-based business platforms, CRM systems, email systems, accounting software, document storage platforms, project management tools and website systems.

Our security measures may include:

restricted access to internal systems;
role-based permissions;
password protection;
multi-factor authentication where available;
secure user account management;
next-generation firewall protection;
endpoint protection and anti-malware controls;
monitored network security controls;
secure backups;
encryption in transit;
encryption at rest where supported by the relevant system;
secure cloud hosting providers;
software updates and patch management;
access logging where available;
internal procedures for handling personal data;
staff awareness around data protection and confidentiality;
controlled access to customer files and records;
secure disposal or deletion of data when no longer required.

We regularly review the systems and suppliers we use to ensure they remain appropriate for the nature of the data we process.

Where we use third-party systems or processors, we aim to ensure they provide suitable security safeguards and are subject to appropriate contractual or data processing terms.

9. Internal Access to Personal Data

We operate on a need-to-know basis.

This means personal data is only made available to staff, engineers, managers, administrators, contractors or service providers where access is necessary for their role.

For example:

office staff may need access to contact details, quotes, invoices and service records;
engineers may need access to site addresses, survey notes and installation information;
finance staff may need access to billing and payment records;
managers may need access to project, customer or complaint records;
marketing staff may access consent-based marketing lists or business contact data;
HR staff may access recruitment or employment-related records.

Private domestic customer data is treated carefully because it may relate to a person’s home, property and private contact details.

10. Sharing Your Personal Data

We do not sell or rent personal data.

We may share personal data with trusted third parties where necessary to operate our business, deliver services, comply with the law, or protect our legitimate interests.

This may include:

engineers and approved subcontractors;
IT and system support providers;
website hosting providers;
CRM and project management providers;
email and cloud storage providers;
accounting and finance systems;
payment processors;
insurers and professional advisers;
auditors and certification bodies;
logistics or courier providers;
regulatory bodies or public authorities;
grant scheme administrators where applicable;
legal advisers;
emergency services where necessary.

Where third-party providers process personal data on our behalf, we require them to handle it securely and only for authorised purposes.

11. International Transfers

Where possible, we aim to use UK or EEA-based systems and data centres.

Some of our service providers may process data outside the UK or EEA. Where this happens, we will take steps to ensure appropriate safeguards are in place, such as adequacy regulations, standard contractual clauses, UK international data transfer agreements, or equivalent protections.

12. How Long We Keep Personal Data

We only keep personal data for as long as necessary for the purpose it was collected, including to meet legal, accounting, tax, contractual, warranty, insurance and operational requirements.

Retention periods may vary depending on the type of data.

As a general guide:

enquiry records may be kept for a reasonable period after the enquiry has been handled;
customer and project records may be kept for the duration of the relationship and for a period afterwards to support warranty, service, legal or accounting requirements;
domestic installation records may be retained where necessary for warranty, safety, maintenance, compliance and service history purposes;
accounting and invoice records are usually retained in line with tax and accounting requirements;
marketing data is kept until you unsubscribe, withdraw consent, or the data is no longer required;
recruitment data for unsuccessful applicants is normally kept for a limited period unless you agree that we may retain it for future opportunities;
supplier and contractor records may be kept for contract, compliance, insurance and accounting purposes.

When personal data is no longer needed, we will securely delete, anonymise or archive it in line with our internal procedures.

13. Marketing Communications

We may use your contact details to send relevant updates about our services, projects, company news or related business information.

We will only send marketing communications where we are allowed to do so under applicable law. This may be based on your consent or, in some business-to-business circumstances, our legitimate interests.

You can opt out of marketing communications at any time by using the unsubscribe link in our emails or by contacting us directly.

We do not sell marketing lists to third parties.

14. Cookies and Website Analytics

Our website uses cookies and similar technologies to help the site function, improve user experience, understand website performance and support marketing activity where consent has been given.

Some cookies are essential for the website to operate. Others, such as analytics or marketing cookies, are optional and can be managed through our cookie consent tool.

For more information, please refer to our Cookies Policy.

15. Third-Party Links

Our website may contain links to third-party websites.

We are not responsible for the privacy practices, security or content of third-party websites. We recommend reviewing the privacy policy of any external website you visit.

16. Data Accuracy

We aim to keep personal data accurate and up to date.

Please tell us if your personal details change, including your contact information, billing details, site address, or any other information relevant to the services we provide.

17. Your Data Protection Rights

Under UK data protection law, you have rights in relation to your personal data.

These may include the right to:

request access to the personal data we hold about you;
request correction of inaccurate or incomplete data;
request deletion of your personal data in certain circumstances;
request restriction of processing;
object to processing in certain circumstances;
request data portability;
withdraw consent where processing is based on consent;
object to direct marketing;
lodge a complaint with the Information Commissioner’s Office.

To exercise your rights, please contact us using the details in this policy.

We may need to confirm your identity before responding to a request. We will normally respond within one month, unless the request is complex or we are legally permitted to extend the response period.

18. Data Breaches and Security Incidents

We have internal procedures in place to identify, assess and respond to suspected personal data breaches or security incidents.

If a breach occurs, we will take appropriate steps to contain the incident, assess the potential impact, and notify affected individuals or the Information Commissioner’s Office where required by law.

We keep records of data protection incidents and decisions relating to breach assessment and reporting.

19. Children’s Data

Our services are not generally directed at children and we do not knowingly collect children’s personal data through our website.

If we become aware that we have collected personal data relating to a child without an appropriate lawful basis, we will take steps to delete it.

20. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our business, services, systems, legal obligations or data protection practices.

Any updates will be published on this page with a revised “Last updated” date.

21. Contact Us

If you have any questions about this Privacy Policy or how we handle personal data, please contact:

I.C.E.E. Managed Services Limited
Unit 20 Arnside Road
Waterlooville
Hampshire
PO7 7UP