Last updated January 2023
Apexdoma.com and the Apex Doma brand name are under the limited company of Apex Doma Ltd. Apex Doma Ltd is the data controller for Apex Doma Ltd.
Our registered office:
Apex Doma Ltd
63a Chapel Lane
ICO registration number: ZA746928
If you have any questions or queries about the Data Controller, Apex Doma Ltd, please contact the office via email at firstname.lastname@example.org or send a letter to the address above.
The apexdoma.com website
Has a valid SSL certificate issued to Apex Doma LTD
It is hosted on wixsite on a VPS (Virtual Private Server).
Apex Doma LTD is the owner and controller of the VPS and is administrated and maintained in-house.
This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies with all UK national laws and requirements for user privacy.
Cookies (not the ones you would find at the supermarket)
Cookies are also used to enhance the user experience of the site. Having cookies enabled may mean the site does not react in the way Apex Doma Ltd may wish to have an end-user experience.
Apex Doma Ltd's legitimate interest in contacting you is responding to any inquiries you have made on our website.
There are a few ways in which you can contact us:
When calling the phone number on the website, 01625 817900. Our contact number will change dynamically to track users' calls so that management can review the calls and track where our enquiries originate from to improve our service and marketing efforts. Calls are recorded for training and monitoring via a system called “what converts” we also use a 3rd party call answering service called All Day PA, which further records calls (but only when they answer a call on our behalf out of hours).
Apex Doma Ltd uses leaflets via post as a form of marketing, but we don’t send direct mail using your personal information.
Website Contact Form
Apex Doma Ltd has a contact form embedded on the website, which is used as a point of contact. Information entered into the contact form with an agreement to the privacy notice means a member of the Apex Doma Ltd team will be able to contact you to discuss your booking/enquiry further: If we can’t assist you with your search, we will delete this information. If we can help you, your data will be processed under our legitimate interests.
The information we will ask for, so we can get in contact with the data subject is as follows:
Home address (if we need to book a site survey),
Nature of enquiry.
This information is the minimum where Apex Doma Ltd contacts the data subject to progress through with a booking/home visit. We also use a system called Calendy, which accesses our diary to give you real-time diary availability.
We have CCTV at our office to protect our vans, equipment, and stock.
Apex Doma Ltd agrees not to disclose the nature of this footage to anyone outside the organisation unless they cooperate with the authorities.
Apex Doma Ltd appreciates that CCTV footage can be sensitive or private, and the utmost consideration for privacy is always given.
At the end of the completion of the job, we typically take photos of the work. This is to help promote our work and maintain work standards, as the management team will review images to ensure work is carried out to the highest standards. For Solar PV work, this will also be to follow a commissioning process. We may use photos to gain business via our website and social media. We never sell these images or pass them on to any other third parties; these images won’t state anything relating to your personal information or be capable of identifying you or your home.
Please note: If you provide consent to allow us to process any of your data or we process data under “legitimate interest”, you can withdraw your consent to such process at any time by writing to the address above or by emailing email@example.com.
Security of information
Apex Doma Ltd protects your data when entered on our website or stored on Sim Pro (a back-of-house control system used to manage bookings and accounts). These measures prevent or stop the unauthorised, unlawful or accidental deletion or changes made to the system.
Access is given to a minimal level for staff to perform effectively in their roles. Access is geographically limited, with username and password access needed to view data. Data is stored in a cloud server and is backed up to a secure location.
Property test certificates must be kept for six years after testing for insurance purposes; these are stored on a cloud-based system.
“Sim Pro”. We must also maintain records to comply with RECC regulations for solar installations; this information must be kept for ten years.
Apex Doma Ltd, as a domain, uses SSL Software (SSL) to encrypt any data transfers made through our domain/website.
The 3rd party software we work with:
Apex Doma ltd always looks to limit the records we keep; we work with several great software to offer our clients the best possible service. This often means recording the information you give us in more than one place; we always look to record the minimum amount of personal information.
Sim Pro - Our central CRM system; we use this to store certificates, and client information, manage bookings and send quotes/invoices:
Better Proposals - This is a contract system we use for our solar systems - https://betterproposals.io/about/privacy#:~:text=THE%20INFORMATION%20WE%20COLLECT&text=may%20collect%20is%3A-,Personal%20Information.,Contact%20Information.
Google storage, we use this to store internal information and larger project drawings: https://cloud.google.com/security/privacy.
Whatcoverts – This software records all of our calls and puts them into transcripts; we use this for training and monitoring purposes. All numbers and contact details are automatically redacted to avoid sharing these: https://www.whatconverts.com/privacy-policy/.
Monday.com - We use this software to manage our end-to-end processes to ensure materials arrive on-site. We record very little personal data on this system. https://monday.com/trustcenter/privacy
Xero - We use Xero as our accountancy package; any details on here will only be held in line with HMRC guidance https://www.xero.com/uk/legal/privacy/
Certsure (NICEIC) - We use Certsure to manage building control notifications, so if you have had work on a domestic property with us and it required notifying, this is the system we use: https://www.niceic.com/terms-and-conditions
I certify - We use this software to create our certificates from EIC, EICRS, PAT Testing & Emergency Lighting. https://www.icertifi.com/privacy-policy/
Easy PV - This software is used to calculate solar panel systems
We do not receive data directly from third parties, but our website may be a link to another contact form from sources like social media.
This is done so we can provide the service of the advert or website from which the link was clicked.
Apex Doma ltd does not use or obtain third-party subject data records. Apex Doma ltd uses its direct marketing through social media, PPC (such as Google) and leaflets.
We do not sell, trade or transfer data to outside parties (third parties) and advertising platforms such as mail chimp, send grid, Wix, Facebook, Twitter and Instagram, which are all used for advertising. Data is not passed on to any other third-party companies and would only be done at the request and confirmation of the data subject or party of the data subject.
Rights of a Data Subject
As a Data Subject with Apex Doma ltd, you have rights under the General Data Protection Regulation.
Subject Access Request (SAR)
Any data subject can make a Subject Access Request. Apex Doma Ltd will comply with these requests as soon as possible after the data subject's identity has been confirmed.
To make a SAR with Apex Doma ltd, please direct your request via email to: firstname.lastname@example.org with the subject line “Subject Access Request”, and please provide as much information as possible to aid us in performing this task.
You can also contact Apex Doma ltd via post to:
Apex Doma Ltd.
63a Chapel Lane
In this letter again, please provide as much information as possible to allow us to perform this task.
Below is a link to the ICO guidelines on Subject Access Requests.