Find My Ecodan Privacy Policy

1.1 This privacy policy (“Privacy Policy”) sets out our Personal Data collection and sharing practices for our Find My Ecodan Tool (“FME Tool”) (accessible via https://www.findmyecodan.co.uk/). This Privacy Policy is intended to inform you (as a user of the FME Tool) of the ways in which we collect your Personal Data, how we use your Personal Data and the ways in which we will share any Personal Data you provide to us. It also explains the ways that you can manage your Personal Data, including the right to object to certain types of processing we carry out. See paragraph 6 below for more information on your rights as a data subject.

1.2 Mitsubishi Electric Europe B.V. (“we”/“our”/ us”) is the data controller for the FME Tool, which means we are responsible for processing your Personal Data.

1.3 If you have any questions about this Privacy Policy, please contact our Data Protection Officer using the details set out below:

1.4 The FME Tool may contain links to other third party websites. If you follow a link to any of those third party websites, please note that they have their own privacy policies and that we do not accept any responsibility or liability for their policies or processing of your Personal Data. Please check these policies before you submit any Personal Data to such third party websites.

1.5 In this Privacy Policy when we refer to:

• (a) “Applicable Data Protection Law” we mean:
  • (i) to the extent UK GDPR applies to our processing of your Personal Data, the law of the United Kingdom or a part of the United Kingdom; and
  • (ii) to the extent EU GDPR applies to our processing of your Personal Data, the law of the European Union or any member state of the European Union to which we are subject,

which in either case relates to the protection of Personal Data. (“EU GDPR” means the General Data Protection Regulation ((EU) 2016/679) and “UK GDPR” has the meaning given in the UK Data Protection Act 2018.)

• (b) “Installers” means an independent professionally qualified engineer with recognised qualifications within the HVAC industry accredited under our Partner Programme and who is searchable via the Find an Installer Function within the FME Tool.
• (c) “Output Reports” means collectively the Personalised Report and Summary Report.
• (d) “Partner Programme” means our accreditation program for Installers who provide Services in relation to the Products.
• (e) “Personal Data” we mean as it is defined in Applicable Data Protection Law.
• (f) “Personalised Report” means a finalised report of the Product recommendation and estimated running cost calculations for the Property generated by the FME Tool for the Prospective Customer.
• (g) “Product(s)” means the range of “Ecodan” air source heat pumps manufactured by Mitsubishi Electric and its affiliates.
• (h) “Project” means the Prospective Customer’s potential interest in the purchase of Products and/or Services from the Installer.
• (I) “Property” means the Property (located in England, Wales, Scotland or Northern Ireland) for which the Prospective Customer wishes to assess the suitability of the Products.
• (j) “Prospective Customer” means an individual or entity who uses the Find An Installer Function on the FME Tool and requests to be contacted by an Installer.
• (k) “Services” means the services provided by the Installer in relation to the Products including but not limited to site surveys and assessments, installation, after care and maintenance.
• (l) “Summary Report” means aninitial summary of the Product recommendation and estimated running costs generated by the FME Tool for the Prospective Customer before the production of the Personalised Report.
• (m) “you”/ “your” means collectively the Installer and the Prospective Customer as users of the FME Tool.

1.6 This Privacy Policy is intended to explain our privacy practices and covers the following areas:

• • (a) What Personal Data we collect about you
  • (b) How we share your Personal Data
  • (c) How we use your Personal Data
  • (d) How we store your Personal Data
  • (e) Contacting us & your rights in relation to your Personal Data
  • (f) Our Cookies Policy
  • (g) How changes to this Privacy Policy and the Cookies Policy will be made

2.1 We will collect and process the following Personal Data about you:

• (a) Contact data Personal Data that you provide to us for contact purposes. These are your name, email address and telephone number.

• (b) Questionnaire data We ask the Prospective Customer you to complete a questionnaire as part of their use of the FME Tool. We collect the data the Prospective Customer provides in the completed questionnaire to generate Product recommendations and indicative guidance relating to the suitability of the installation of Products for the Property and providing estimated energy costs and savings calculations as well as any Output Reports requested from us.

• (c) Marketing data These are the Prospective Customer’s marketing and communication preferences for receiving marketing from us. 

2.2 We do not collect any special categories of Personal Data about you (details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any data about criminal convictions and offences.

3.1 We will share the Prospective Customer’s Personal Data for the purposes we explain in this Privacy Policy to third parties.

3.2 We share the Prospective Customer’s Personal Data with:

• • (a) Installers, where the Prospective Customer requests to be contacted regarding the Project. The Prospective Customer is free to contact Installers directly. A full list of Installers can be found here. We recommend that the Prospective Customer checks the privacy policy of their chosen Installer before providing them with their Personal Data; and
  • (b) Third party sub-processors (Kwiboo Limited)

4.1 In this paragraph, we set out the purposes for which we use your Personal Data that we collect from your use of the FME Tool and, in compliance with our obligations under Applicable Data Protection Law, identify the lawful bases on which we rely to process the Personal Data.

4.2 These lawful bases are set out in Applicable Data Protection Law, which allows companies to process Personal Data only when the processing is permitted by the specific “legal grounds” set out in law.

4.3 The following table sets out the lawful basis we rely on for processing each type of Personal Data, as well as the purpose for the processing.

     Where we rely on “legitimate interests”:

5.1 Our retention periods for Personal Data are based on business needs and legal requirements. We retain Personal Data for as long as is necessary for the processing purpose(s) for which the information was originally collected, as outlined in this Privacy Policy, unless otherwise required by law. When Personal Data is no longer needed, we securely destroy the data, in accordance with the following:

Your rights

6.1 If you have any questions in relation to our use of your Personal Data, you should first contact us as per the “GDPR Contacting Us” Applicable Data Protection Law gives you the following rights in respect of Personal Data we hold about you. These rights may vary depending on our lawful basis of processing:

• • (a) request access to and to be provided with a copy of Personal Data, including the categories of your Personal Data we collect and disclose (right of access to your Personal Data);
  • (b) ask us to rectify any inaccuracies in the Personal Data we hold (right to rectify your Personal Data);
  • (c) ask us to delete any Personal Data that we no longer have a lawful ground to use (right of deletion of your Personal Data/right to be forgotten);
  • (d) where processing is based on consent, to withdraw your consent at any time so that we stop that particular processing (right to withdraw consent to processing);
  • (e) object to any processing based on the legitimate interest ground unless our reasons for undertaking that processing outweigh any prejudice to your data protection rights (right to object to processing);
  • (f) ask us to restrict how we use your information (right to restrict processing); and
  • (g) ask us to transfer your Personal Data you gave us to another organisation, or to you (right of data portability).

6.2 Your exercise of these rights is subject to certain exemptions to safeguard the public interest (e.g. the prevention or detection of crime) and our interests (e.g. the maintenance of legal privilege). If you exercise any of these rights, we will check your entitlement and respond within a month. If the request is complex, this timeline may be extended to three months.

6.3 If you are not satisfied with our use of your Personal Data or our response to any exercise of these rights you have the right to complain to the Information Commissioner’s Office, the UK regulator, or any other competent data protection supervisory authority. You can contact them by calling 0303 123 1113. Or go online to ico.org.uk/make-a-complaint/ (opens in a new window; please note we are not responsible for the content of external websites).

Contacting us

6.4 If you have any questions in relation to this policy, please contact us as per the “GDPR Contacting Us”form or contact our Data Management Team whose details are at paragraph 1.3 above.

7.1 We use cookies in the FME Tool. To find out more about how we use cookies, please see our Cookies Policy.

8.1 We may change the content of the FME Tool and how we use cookies, and consequently our Privacy Policy and our Cookie Policy may change from time to time in the future. If we change this Privacy Policy or our Cookies Policy, we will update the date it was last changed below.

8.2 This Privacy Policy was last updated on 24 February 2025.