Privacy

What we collect

• Your account: your name, work email address, position and the organisation you set up, and the colleagues you invite.
• Your energy information: meters, sites, suppliers, contracts, rates and the bills you upload or send us.
• Smart meter readings: only for meters you ask us to read, under the separate smart meter data consent terms.
• Your consent records: the letter of authority and consents you give when you create your account, with the time they were given.
• Messages: what you send us through Contact us, price and data requests, and questions you ask Ask Headland.
• Sign-in and security records: when you sign in, and the IP address and browser recorded with your letter of authority and consents.

How we use it

• To run your account and show you your portfolio, consumption, carbon figures and the market.
• To obtain prices and offers for you when you ask us to. Only then do we share meter details with energy suppliers.
• To reply to you and support your account.

We do not sell your information or use it for advertising.

Our legal basis

• Contract: to provide the Headland service your organisation has signed up to.
• Consent: to collect smart meter readings, which you can withdraw at any time.
• Legitimate interests: to keep Headland secure, prevent misuse and improve the service.
• Legal obligation: to keep records the law requires.

Ask Headland and bill reading

When you ask Ask Headland a question, or upload a bill for us to read, the question or bill and the account details needed to answer it are sent to an AI service, which returns the answer or the details read from the bill. The AI providers process this only to give that answer and do not use it to train their models. Answers can be wrong, so check anything important with PFN.

Who we share it with

Colleagues you invite to your organisation’s account, energy suppliers when you ask us for prices, and these service providers, who act only on our instructions:

• Supabase: our database and file storage, in London.
• Vercel: hosts Headland, running in London, and routes Ask Headland and bill-reading requests to the AI providers.
• Anthropic and OpenAI: the AI services behind Ask Headland and bill reading.
• Resend: sends Headland’s emails, such as sign-in links.
• My Utility Genius: industry meter details and live supplier prices.
• n3rgy data ltd: smart meter readings you have consented to.

Where your information is held

Your account, meters, bills and readings are stored in the UK. Some providers, including the AI services and our email service, process information in the United States. Where information leaves the UK, it is protected by UK adequacy regulations (including the UK extension to the EU–US Data Privacy Framework) or the UK’s approved data transfer contracts.

Keeping it secure

Information is encrypted in transit and at rest. Each organisation can only see its own data, bills are kept in private storage, and PFN staff access is limited to the people who support your account and logged where it involves your bills.

Cookies

Headland uses only the cookies it needs to keep you signed in and to open the demo. We do not use advertising or tracking cookies.

How long we keep it

For as long as your account is open. When you close it, we delete your organisation’s information within 90 days, except records we must keep by law. Smart meter consent evidence is kept for four years after the consent ends, as the consent terms explain.

Your rights

You can ask to see, correct or delete your information, or object to how we use it. Email hello@pfnenergies.co.uk. You can also complain to the Information Commissioner’s Office at ico.org.uk.