Heat networks: who is responsible for reporting data

We require reporting data from all heat networks, except self-supply networks. However, the specific information you need to provide will depend on your organisation’s role.  

This information explains which reporting requirements apply to suppliers, operators and organisations carrying out both roles. 

You should not assume that you need to complete every data point in the reporting tables. Before collecting or submitting information, check whether: 

  • the data point is required from the operator, supplier, or both 
  • the data is reported at organisation or heat network level 
  • the data is required quarterly or annually 
  • the type of organisation or heat network is exempt 
  • the type of customers supplied by the heat network affects the reporting requirement 
  • you can provide estimated information  

You should also not assume that another organisation will report information on your behalf. Suppliers and operators remain responsible for meeting their own reporting obligations, even where information is held by another organisation. 

In this case, organisations may need to work together to identify, collect and check the relevant data before the reporting deadline. 

Each organisation should agree: 

  • which reporting requirements apply to it 
  • which party holds the relevant information 
  • how and when information will be shared 
  • who will check the information before it’s submitted 
  • how data gaps or inconsistencies will be resolved  

Reporting as an operator  

The operator is generally responsible for reporting information connected with operating and maintaining the infrastructure of the heat network.  

This may include information about: 

  • the operation of the heat network 
  • services provided through the network 
  • continuity arrangements 
  • relevant organisation-level information 
  • other operational information specified in the reporting tables 

Multiple operators on one heat network 

Where more than one operator carries out regulated activity on the same heat network, a ‘nominated operator’ will be responsible for submitting heat network-level data on behalf of the other operators. The nominated operator is the operator who is registered for this heat network on our digital service. 

The other operators may still need to provide the nominated operator with some information. Individual authorised organisations remain responsible for reporting information that applies specifically to their own organisation. 

Reporting as a supplier 

The supplier is generally responsible for reporting information directly related to the customers connected to the heat network.  

This may include information about: 

  • vulnerability 
  • debt and repayment arrangements 
  • prepayment or pay as-you-go arrangements 
  • self-disconnection  
  • complaints 
  • prices, tariffs and charges 
  • billing arrangements  

Reporting as both the operator and supplier 

Some organisations carry out both roles. If your organisation is both the operator and supplier, you must review the requirements for each role. 

Where the operator and supplier are different organisations 

Where the operator and supplier are separate authorised organisations, each organisation is responsible for understanding and providing the data required of it based on its role.  

The supplier should not assume that the operator will provide supplier information. Similarly, the operator should not assume that the supplier will provide operator information. 

Where information is held by another party, the organisations may need to work together to identify, collect and check the relevant data. Each organisation should agree: 

  • which reporting requirements apply to it 
  • which party holds the relevant information 
  • how and when information will be shared 
  • who will check the information before it is submitted 
  • how data gaps or inconsistencies will be resolved 

You should make these arrangements before the reporting deadline. 

Using managing agents, billing providers or other third parties 

Your organisation may use a third party to manage some of your heat network activity. For example, a: 

  • managing agent 
  • billing or metering provider 
  • contractor or consultant 
  • property management company 
  • data or technology provider 

One of these third parties may have some of the information that you need to complete your data reporting submission. For example, a billing provider could have tariff or debt information and a management agent could have information about complaints.  

Using a third party does not transfer your regulatory responsibilities to that organisation.  

If your organisation uses a third party, you should allow enough time to review the information before submission. You should also consider agreeing: 

  • the type and format of the information it must provide 
  • the period the information will cover 
  • when it must provide the information 
  • how it will check the information  
  • how errors will be corrected 
  • how records will be retained 
  • who is responsible for providing information 

If you have contracted a third party to provide data on your behalf, you must make sure that they are set up as a user on the digital service so they can do this. 

If you are unsure who should report what 

If it is unclear who should report a specific data point, email heatnetworks.enquiries@ofgem.gov.uk before the submission deadline. 

To help us understand the arrangement and identify who is responsible for reporting the data, include as much of the following information as is relevant in your email: 

  • organisation name 
  • relevant heat network name or authorisation ID 
  • parties involved and role performed by each 
  • who holds the relevant information 
  • relevant data point 
  • details of any contractual or outsourced arrangement 
  • reporting period and deadline