Privacy Policy

Last updated: 13 October 2026

This notice explains the information used by MEESCompliance.co.uk for website enquiries, EPC and MEES services, customer communication and agreed improvement projects.

1. Who is responsible for your information

Codeex Maintenance Ltd, trading as MEESCompliance.co.uk, is the controller of the personal information used to manage our enquiries and customer relationship. Company number: 12777967. Registered address: 128 City Road, London EC1V 2NX, United Kingdom. For privacy questions or rights requests, contact mail@codeex.co.uk or office@meescompliance.co.uk.

2. What the website collects

When you submit a request, we collect your name, email, phone number, property postcode, country, building type, selected service, stated EPC rating and the message you provide. Booking requests may also include a preferred date and timescale. The request email records the page where the visit began and where the request was started, using page paths without query strings. These details help our office understand the request. The form does not accept document uploads or take payment.

Our hosting and security providers may process technical request information such as IP address, browser information and access or error logs. We use a short-lived signed form-session token and a hidden anti-spam field to help validate requests. Please do not put bank details, identity documents, medical information or unnecessary tenant information in an initial enquiry.

3. Information received during a service

If an enquiry progresses, relevant property addresses, access contacts, EPC records, plans, specifications, quotation correspondence, service outputs and invoice records may be exchanged with the office. We may receive necessary contact or property information from an owner, occupier, managing agent or delivery specialist. Give us information only where you are authorised to share it. We will explain relevant uses when we need additional information.

4. Why we use information

• Enquiry and service administration: to consider your request, clarify the scope, arrange quotations and manage agreed services. We rely on steps towards a contract or performance of a contract where applicable.
• Office coordination and security: to respond to business and agent enquiries, coordinate necessary access information, maintain an appropriate record and protect the website against misuse. Where legitimate interests apply, those interests are efficient service coordination, customer support and proportionate security, balanced against individuals' rights.
• Required records: to comply with applicable accounting, tax, regulatory and other legal obligations.
• Optional marketing: the current website does not enrol customers into newsletters or promotional sequences. If this changes, we will explain the relevant basis, preferences and opt-out before introducing it.

The privacy acknowledgement in the form confirms you have read this notice; it is not permission for unrelated marketing. Supplying the relevant contact and property information is necessary for us to respond meaningfully or arrange a service. You can instead contact us by phone or email.

5. Request emails and customer acknowledgements

The website uses Resend to send the request to our business inboxes at office@meescompliance.co.uk and mail@codeex.co.uk. It also sends an acknowledgement to the email address you provide, with your reference, a short property/service summary, preparation advice and relevant guidance links. This relates to your request and is not a confirmed appointment or marketing subscription. Business copies include the request details; the customer acknowledgement does not repeat your full free-text message. Our team may follow up to clarify the quote, availability and agreed next steps.

6. Who receives information

Information is available to authorised office personnel and the providers needed to operate the service. Vercel hosts the website and processes hosting/security requests. Resend processes email delivery. Neon stores the private enquiry register, including the submitted brief, delivery status, office owner, next action and activity notes. Clerk provides authenticated staff access. Enquiry security controls use a request identifier, timestamps and a daily-changing keyed hash of the network address where supplied by the hosting platform. The reservation table does not store the raw address. These counters limit repeated requests and email capacity; they are not advertising profiles. Reservation records older than 40 days are cleared when a new reservation is made; office enquiry records have separate retention criteria. Access to the register is restricted to verified authorised office accounts; customers do not need a staff account to enquire. Our business email and administrative systems hold the correspondence received by the office. These records support quotations, confirmed bookings, delivery and follow-up; a recorded enquiry is not an accepted appointment. Relevant assessors and specialist subcontractors may receive the minimum contact, access and property information required to scope or deliver an agreed service. An assessor or separately contracted professional may have independent recordkeeping responsibilities and their own privacy notice.

We may share necessary records with professional advisers, insurers, accounting providers or authorities where justified or legally required. We do not sell your personal information. Contractor access is for the requested service, not permission to add you to unrelated marketing lists.

7. Hosting locations and international processing

Cloud hosting and email delivery can involve infrastructure and support outside the UK, including Europe and the United States; we do not promise that all information stays in the UK. Restricted transfers must use an applicable lawful mechanism, such as an adequacy decision or appropriate contractual safeguards. You can ask mail@codeex.co.uk for information about the safeguards relevant to your data. A provider's general compliance statement does not replace our responsibilities.

8. How long information is kept

We use retention criteria appropriate to the record. Enquiry correspondence is needed while responding, preparing a quote and considering reasonable follow-up. Agreed-service, report and invoice records may need longer retention for delivery, queries, complaints, accounting obligations or potential legal claims. Retention is reviewed against the purpose, relevant statutory periods and any ongoing dispute; not every initial enquiry is a financial record. Information no longer needed should be deleted or anonymised securely. Contact us if you want the retention position for a particular record or want to request deletion.

9. Tools, cookies and optional tracking

The property tools and learning-hub filters run in your browser. Tool answers are not sent to the office simply by using a calculator; if you choose to submit a request, the details entered into that request are sent.

On the live website, Google Analytics 4 measures page visits and accepted enquiry events, and Microsoft Clarity provides visitor journey, heatmap and recording information to improve the experience. These optional services load only after you choose Allow analytics. Only essential keeps them off. You can change your decision through Cookie settings in the footer. Your preference is stored locally for up to 180 days. Declining does not prevent enquiries, tools or access to guidance.

We do not send your name, email, telephone, postcode, message or enquiry reference as analytics event parameters. Page-view event URLs omit query strings and fragments. Clarity masks booking dialogs, enquiry information and property-tool content; recordings exclude the contact page, receipt page and private office desk. If an already-recorded public visit moves to an excluded page, the site starts a fresh document without the recording tag. Analytics is disabled on review-deployment domains.

Google and Microsoft may receive technical and usage information, including device/browser information, network information, visited public pages and consented interactions. Their services can set analytics cookies after consent. We disable advertising-storage and advertising-personalisation signals in our tag configuration. We do not implement Google Ads, Meta Pixel or a newsletter subscription. Provider handling is described in Google's privacy notice and Microsoft's privacy statement.

Fonts and editorial images are served through the website rather than an external font service. Staff login uses necessary authentication mechanisms provided by Clerk. Hosting or access protection can use necessary technical mechanisms, including a protection cookie for private previews. External Google Business Profile links open Google's service, where Google's own privacy and cookie choices apply.

10. Your choices and rights

Depending on the processing and applicable conditions, you can request access, correction, deletion, restriction or portability of your personal information. You can object to processing based on legitimate interests, and object to direct marketing. Where processing relies on consent, you can withdraw it without affecting earlier lawful use. Some records must be retained to meet legal duties or resolve claims. Contact mail@codeex.co.uk; we may need proportionate identity verification to protect the information.

Your right to object: tell us if you object to a legitimate-interest use of your information, explaining the circumstances where relevant. We will consider the request and the applicable legal conditions. You can also complain to the Information Commissioner's Office. You do not need to wait for us to grant permission to approach the ICO.

11. Security, automated decisions and public feedback

We take proportionate steps to restrict access, protect transport and keep service information confidential. No internet or email system can guarantee absolute security. We do not use the website tools to make binding legal, eligibility or booking decisions about you automatically; a human reviews service enquiries. A technical anti-spam decision is not a professional property assessment. We seek separate permission before using identifiable project photos or private feedback as public case studies. Sending an enquiry does not authorise that publication.

12. Changes and contact

This notice describes the current rebuild. If collection, providers, optional tracking or customer features change, we will update it and give additional information where required. The date above records the latest revision. Our services are directed at adults responsible for property enquiries and instruction. Privacy contact: Codeex Maintenance Ltd, 128 City Road, London EC1V 2NX; mail@codeex.co.uk. Service enquiries: office@meescompliance.co.uk, 0203 811 8331.