Privacy Notice and Data Management Notice

Privacy Notice

Client: Department for Energy Security and Net Zero

This notice sets out how Turner & Townsend (“we”) will use your personal 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).

This notice relates to personal data collected under the Technical Assistance Facility 2 (TAF 2) contract. TAF 2 is delivered by Turner & Townsend under contract to the Department for Energy Security & Net Zero (the Department). It explains what information we collect and why, who we may share it with, how long we keep it, what your rights are in relation to the data, and how you can contact us or the Information Commissioner’s Office (ICO) if you have any questions or complaints.

The Department is the Data Controller while Turner & Townsend, are data processors of your personal data.

We can confirm that we hold a Cyber Essentials Plus 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 2, relevant energy efficiency grants and associated Department activity.

The information we ask for is relevant to the support we offer to you through the TAF 2 services we deliver. These services support organisations to develop and deliver energy efficiency and decarbonisation programmes through learning and development, skills and capacity building. As well as supporting your organisation, your data will be used to assess the pipeline of programmes for future Department energy efficiency grant funding schemes.

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 2 may require linking of your data to other datasets held by Turner & Townsend or the Department related to the full grant administration process. 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 your 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’s nominated teams and suppliers, both current and future, for the effective delivery and administration of the grant funding and associated support services.

2. Legal basis of processing

The lawful basis for processing your personal data under Article 6 of the UK GDPR is consent. You have consented to the processing of your data for a specific purpose which is to support you and your organisation to prepare, apply and mobilise retrofit projects. You can withdraw consent at any time by contacting Turner and Townsend using the contact details at Section 9.

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 or to support you through supply chain activity as well as contact you regarding additional support available:

*where attending an in-person event

4. Recipients

Your data may be shared with:

• Turner & Townsend colleagues working on this programme;
• Agents acting on Turner & Townsend’s behalf to provide support to Prospective Applicants;
• The Department for delivery, administration, reporting, monitoring, statistical, research, evaluation of the programme and fraud prevention purposes and any other delivery purposes;
• The Department’s contractors, other government departments and other non-departmental public bodies owned wholly by government to review and develop government policy, and for research and any other delivery purposes including for effective grant administration;
• Future TAF suppliers; and,
• Any other consortium partners/delivery contractors/partners at your request and with your permission.

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.

5. Retention

Your data will be stored securely by Turner & Townsend Ltd and by the Department for a maximum period of 12 months following the completion of the TAF 2 programme. Information will only be retained for longer should there be a need to address any liability.

6. Overseas transfers

Your data will be processed in the UK

7. 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;
• Request, in certain circumstances (for example, where accuracy is contested),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; and,
• Withdraw consent to the processing of your personal data at any time, where processing is based on your consent.

8. How to make a request

If you wish to make a request associated with any of the rights listed above, contact Turner & Townsend’s Head of Risk & Assurance using the contact details at the bottom of this notice.

9. Contacts

Turner & Townsend

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

• By phone: Judy Adams, Head of Risk and Assurance Tel. No. 0207 544 4192
• By post: Turner & Townsend, One New Change, London, EC4M 9AF
• By email: Judy.Adams@turntown.com

Department for Energy Security and Net Zero

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

By post:

Energy Security Data Protection Officer
Department for Energy Security and Net Zero
3-8 Whitehall Place London,
SW1H 0ET

By email: dataprotection@energysecurity.gov.uk

If you are unhappy with the way we have handled your personal data, please write to the Data Protection Officer in the first instance using the contact details above.

Complaints to the Information Commissioner’s Office

If you consider that your personal data has been misused or mishandled or you feel we have breached the relevant legislation, you have the right to 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. Tel: 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.

10. Communications

You can ask us to stop sending you communications messages at any time by contacting the TAF 2 team at: rise@turntown.co.uk

11. Policy Review

This policy was last updated on 10 April 2024.

Data Management Notice

This notice sets out how Turner & Townsend (“we”) will use non-personal data provided by you in respect of your organisation. This notice relates to non-personal data collected under the Technical Assistance Facility (TAF) 2 contract. TAF 2 is delivered by Turner & Townsend under contract to the Department for Energy Security & Net Zero (the Department). It explains what information we collect and why, who we may share it with, how long we keep it, what your rights are in relation to the data, and how you can contact us if you have any questions or complaints.

We can confirm that we hold a Cyber Essentials Plus 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 2, relevant energy efficiency grants and associated Department activity.

The information we ask for is relevant to the support we offer to you through the TAF 2 services we deliver. These services support organisations to develop and deliver energy efficiency and decarbonisation programmes through learning and development, skills and capacity building. As well as supporting your organisation, your data will be used to assess the pipeline of programmes for future Department energy efficiency grant funding schemes.

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 2 may require linking non-personal data relating to your organisation to other datasets related to the full grant administration process. 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.

2. The data

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

3. Recipients

Your data may be shared with:

• Turner & Townsend colleagues working on this programme;
• Agents acting on Turner & Townsend’s behalf to provide support to Prospective Applicants;
• The Department for delivery, administration, reporting, monitoring, statistical, research, evaluation of the programme and fraud prevention purposes and any other delivery purposes;
• The Department’s contractors, other government departments and other non-departmental public bodies owned wholly by government to review and develop government policy, and for research, evaluation, statistical purposes and any other delivery purposes including for effective grant administration;
• Future TAF suppliers;
• Any other consortium partners/delivery contractors/partners at your request and with your permission; and,
• Your 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.

4. Retention

Your data will be stored securely by Turner & Townsend Ltd for a maximum period of 12 months following the completion of the TAF 2 contract, and by the Department for a maximum period of seven years for statistical, audit, financial and evaluation purposes.

You can:

• Request information about how your organisation’s data is processed, and to request a copy of that data;
• Request that any inaccuracies in your organisation’s data are rectified without delay;
• Request that any incomplete data is completed, including by means of a supplementary statement;
• Request, in certain circumstances (for example, where accuracy is contested), that the processing of your organisation’s data is restricted; and,
• Object to the processing of your organisation’s data.

5. How to make a request

If you wish to make a request associated with any of the matters raised above please email: rise@turntown.co.uk

6. Policy Review

This policy was last updated on 8 April 2024