Last updated: 29 March 2026
AI-EPC is operated by E8 Portal Limited trading as AI-EPC, a company incorporated in England and Wales (registered address: Prama House, 267 Banbury Road, Summertown, Oxford, OX2 7HT). E8 Portal Limited is the data controller for personal data processed through this platform.
If you have any questions about this policy or how we handle your data, please contact us at info@ai-epc.co.uk.
We are registered with the Information Commissioner's Office (ICO). Our ICO registration number is ZB046004.
This Privacy Policy explains what personal data we collect when you use AI-EPC (available at ai-epc.co.uk), why we collect it, how we use and protect it, and what rights you have in relation to it.
AI-EPC is a professional platform for UK Domestic Energy Assessors (DEAs), retrofit professionals, and landlords. It provides AI-assisted EPC analysis, property compliance tracking, DEA verification, and a resident appointment scheduling and communication module.
When you register or sign in, we collect:
For DEA verification purposes, you may submit:
These documents are used solely to verify your professional credentials and are reviewed by our administration team. They are not shared with third parties.
When you analyse properties, we store property addresses, postcode, EPC ratings, energy efficiency metrics and AI-generated improvement recommendations. This data relates to properties, not individuals, except where an address is associated with an identifiable person.
If your organisation uses the resident appointment scheduling module, we may process limited personal data about residents — typically name, contact details, and appointment preferences — on behalf of your organisation. In this context, your organisation acts as the data controller and E8 Portal Limited acts as a data processor. A Data Processing Agreement (DPA) governs this relationship. Resident data is subject to strict access controls, an immutable audit log, and can be permanently deleted on request.
Payments are processed by Stripe. We do not store your full card number, CVV, or bank details. We retain Stripe customer IDs and subscription records for billing and accounting purposes.
We automatically collect:
If you choose to sign in with Google, we receive your name, email address, and profile picture from Google. We do not receive access to your Gmail, Google Drive, Google Calendar, or any other Google services. You can revoke this access at any time from your Google Account settings at myaccount.google.com/permissions.
| Purpose | Legal basis (UK GDPR) |
|---|---|
| Providing the AI-EPC service and account management | Performance of a contract (Article 6(1)(b)) |
| Verifying your DEA accreditation and credentials | Performance of a contract / Legitimate interests (Article 6(1)(b), (f)) |
| Processing payments and managing subscriptions | Performance of a contract (Article 6(1)(b)) |
| Sending transactional emails (verification, password reset, OTP codes, booking notifications) | Performance of a contract (Article 6(1)(b)) |
| Sending product updates and platform announcements | Legitimate interests (Article 6(1)(f)) — you can opt out at any time |
| Generating AI-powered EPC and energy analysis (OpenAI) | Performance of a contract (Article 6(1)(b)) — only non-personally-identifiable property data is shared |
| Security monitoring, fraud prevention, and brute-force protection | Legitimate interests (Article 6(1)(f)) |
| Complying with legal obligations (accounting, GDPR Article 30 records) | Legal obligation (Article 6(1)(c)) |
| Processing resident appointment data on behalf of housing organisations | Legitimate interests / contractual obligation under DPA (Article 6(1)(b), (f)) |
We share your data with the following third-party services, each bound by their own privacy policies:
We do not sell your personal data. We do not share your data with third parties for their own marketing purposes.
Some third-party services (including OpenAI and Stripe) process data outside the UK and European Economic Area. Where this occurs, we ensure appropriate safeguards are in place, including Standard Contractual Clauses approved by the ICO or equivalent transfer mechanisms under UK GDPR.
| Data type | Retention period |
|---|---|
| Account and profile data | For the duration of your account, plus 30 days after closure to allow recovery |
| Property and EPC analysis data | For the duration of your account |
| Verification documents (insurance, accreditation, photo ID) | For the duration of your verified status, deleted on account closure |
| Payment and subscription records | 7 years (UK accounting law requirement) |
| Audit logs (resident data access records) | 3 years from the date of the log entry |
| Resident appointment and contact data | As agreed under the DPA with your organisation — deleted promptly on request |
| Email communication logs | 90 days |
| Server access logs | 30 days |
You have the following rights regarding your personal data:
To exercise any of these rights, contact us at info@ai-epc.co.uk. We will respond within one calendar month. You also have the right to lodge a complaint with the ICO at ico.org.uk/make-a-complaint.
We take appropriate technical and organisational measures to protect your personal data, including:
AI-EPC uses the following cookies:
| Cookie | Purpose | Duration |
|---|---|---|
| Session cookie | Keeps you signed in between pages | 7 days (or until you sign out) |
| Theme preference | Remembers your light/dark mode setting | Local storage (persists until cleared) |
We do not use advertising, tracking, or analytics cookies. We do not use Google Analytics or any similar third-party tracking services.
AI-EPC is intended for professional use by adults. We do not knowingly collect personal data from anyone under the age of 18. If you believe we have inadvertently collected data from a minor, please contact us immediately at info@ai-epc.co.uk.
We may update this Privacy Policy from time to time. When we make material changes, we will notify you by email or by displaying a prominent notice on the platform. The "Last updated" date at the top of this page will always reflect the most recent revision.
For any privacy-related queries, data subject access requests, or complaints, please contact:
E8 Portal Limited trading as AI-EPC
Prama House, 267 Banbury Road, Summertown, Oxford, OX2 7HT
England & Wales
Email: info@ai-epc.co.uk
ICO Registration: ZB046004