Northern Ireland Renewable Heat Incentive privacy notice

Publication type:
Guidance
Publication date:
Last updated:
Scheme name:
Northern Ireland NDRHI

This privacy notice tells you what to expect when we collect and process your personal information under the Non-Domestic Renewable Heat Incentive scheme in Northern Ireland ("NI RHI"). It applies to information we process concerning: 

  • scheme applicants and participants, registered users of the NI RHI Register, and installations of renewable heating systems
  • people who contact Ofgem with a query or information request (e.g. a right of access, environmental information regulations (“EIR”) request or freedom of information request) regarding the NI RHI
  • people who sign up to receive our newsletters
  • the transfer of the scheme to the Department for the Economy (DfE) 

This privacy notice covers the processing of information relating to Ofgem’s administration of the NI RHI scheme and the upcoming transfer of the administration of the scheme to the Department for the Economy (DfE). 

To find out how we use data we collect outside of the NI RHI scheme, and for more information on how Ofgem processes personal data, refer to the Ofgem Privacy Policy. 

Controller 

The controller for the processing of any personal information as outlined in this privacy notice is the Gas and Electricity Markets Authority, ("GEMA"), until scheme administration transfers to DfE as described below. For ease of reference, this privacy notice refers to the administrative office of GEMA, "Ofgem" throughout. 

From 30 June 2026, Ofgem will cease administering the scheme and scheme administration will begin transitioning to DfE. As part of this transition, relevant personal information and scheme records will be transferred to DfE where necessary for scheme administration, closure, and related statutory functions. This includes any historic records held. 

Where participants are required under the NI RHI regulations to submit meter readings relating to obligations arising before or on 30 June 2026, those submissions will continue to be processed by Ofgem in accordance with the scheme requirements. 

Ofgem will remain the data controller for personal information processed by Ofgem during transition activities. Following transfer of scheme administration, DfE will become the data controller for personal information processed in connection with its administration of the scheme.  

What personal information do we collect and why do we use it 

We collect and process personal information necessary to administer the NI RHI scheme and carry out our statutory functions in relation to it.  

The personal information we collect may include: 

  • Identity and contact information, provided in the NI RHI application form, including your name, date of birth, address (including grid reference) of the registered and/or accredited installation (which may include your home address), email address, telephone number, photographic identification, proof of address, and bank account details.
  • Application, accreditation, and payment information, including information provided as part of your NI RHI application, your NI RHI reference number, payment information, and records relating to accreditation, registration, and ongoing participation in the scheme.
  • Installation and technical information, including information relating to renewable heat installations, metering, and grid reference data, technology type, commissioning information, installed capacity, renewable heat generated, and related operational or compliance information.
  • Supporting evidence and documentation, including certificates (such as the Microgeneration Certificate Scheme (MCS) and Energy Performance Certificates (EPC)), installation and testing records, installer information, planning and building control documentation, agreements, diagrams, and other information supporting eligibility, accreditation, compliance, or payment activities.
  • Engagement information, where applicable, including information provided when subscribing to newsletters, responding to surveys, or participating in NI RHI-related working groups. 

We only collect and process information (including disclosing it to the DfE, our agents, representatives or successors, or to other public bodies or third parties) that we need to carry out our functions in relation to the NI RHI. We use this information to:  

  • Administer and operate the NI RHI scheme;
  • Assess eligibility, accreditation, registration, and tariff entitlement;
  • Verify renewable heat generation, payments, and compliance with scheme requirements;
  • Conduct audits, inspections, compliance monitoring, investigations, fraud prevention, and debt recovery activities where necessary;
  • Communicate with scheme participants about the NI RHI, renewable heat matters, related services or consultations; and
  • Monitor, review, analyse, and improve scheme administration, services, and future policy development.
  • Support transition, transfer and closure activities, including transfer of scheme administration to DfE, final payments and reconciliations, management of open cases, and ongoing post-closure administration, assurance, and legal obligations where required. 

In some cases, we use data analytics tools to support validation activities, compliance monitoring, service improvement, and the identification of suspected fraud trends.  

We do not use your information for profiling or automated decision-making relating to NI RHI applications, accreditation, registration, or participation in the scheme. 

To inform future policy development of our Environmental and Social Schemes, which included the NI RHI, your data may be shared internally within Ofgem. Your information will be used to review and improve our scheme administration. 

When do we collect personal information 

We will collect your information, when you: 

  • register as a user or participant on the NI RHI Register
  • apply for accreditation or registration under the NI RHI
  • submit information and data to us (including via an online portal, e.g. the NI RHI Register) such as periodic data or declarations as part of your ongoing obligations under this scheme
  • provide us with documentary evidence in support of your application for accreditation or registration;
  • need to verify your identity (ID verification);
  • contact us with an enquiry relating to the NI RHI, or in relation to information requests, complaints and general enquiries
  • visit our website, in order to remember you when you make repeat visits. You can find out how we do this through the use of cookies by visiting our page on cookies;
  • email, or telephone us, or send information related to the NI RHI in paper format
  • use our services e.g. subscribe to our RSS feeds, social media sites, email alerts or request a publication from us
  • otherwise engage with us when we carry out our statutory and administrative functions 

We may also receive information about you or others indirectly via: 

  • credit-checking agencies (e.g. GBG, Experian, Equifax and TransUnion) who verify the information you have provided
  • the MCS Service Company Limited and the MCS Charitable Foundation: we receive information relating to MCS certificates that are relevant to your application and / or accreditation
  • we contact local authorities to view planning applications and building usage
  • the DfE, and other third parties in relation to your scheme application, accreditation or registration, including (but not limited to): public grants funding and audit information
  • a third party whom we have contracted to undertake auditing work on our behalf – in some cases this information provided may include further documentary evidence relating to the installation, including photographs
  • third party public bodies or organisations involved in the prevention and detection of crime
  • third party IT systems which provide support for the NI RHI Registers where applicant / participant information is submitted to us
  • third parties you may have nominated to provide us with information
  • third parties we believe may be able to independently verify information provided to us on your application, or as part of your accreditation 

How and when we will process and disclose your information 

We only collect information that we need to effectively administer the NI RHI scheme in line with the requirements under legislation. 

We will disclose your personal information in the following circumstances: 

  • where the disclosure is required by law, statutory direction, court orders, or is necessary for the purposes of the administration or development of the NI RHI
  • where you give us explicit permission to disclose it
  • for the processing and sharing of relevant information during audits 

We may process (including sharing and receiving) your information with the following organisations or official bodies: 

  • third-party auditors who audit the information provided to us by you. We process and share relevant information during audits and will require such third parties to agree to treat the information in accordance with this privacy notice and the wider Ofgem Privacy Policy.
  • third party suppliers, appointed by us in connection with our scheme administration. This may include research companies or agencies appointed to conduct customer satisfaction or wider organisation performance surveys on our behalf.
  • the police in Northern Ireland (and other public bodies or organisations involved in the prevention and detection of crime) when we or they have found instances of suspected fraud or other criminal offences, or otherwise in connection with criminal proceedings.
  • the Northern Ireland Public Services Ombudsman in the event of a complaint not being resolved.
  • DfE, who are responsible for the RHI policy and legislation in Northern Ireland, for the purposes of its functions in relation to the NI RHI, for statistical purposes, and for wider purposes connected with the monitoring, evaluation and development of the scheme and policies. The DfE may also share your data for these purposes.
  • third-party IT organisations who provide IT and development support for the scheme Registers, / Customer Relationship Management (“CRM”) and other systems used for scheme management.
  • for the CRM: this is a two-way exchange of information between the Ofgem owned register, and the Cantata housed CRM. In addition, data is shared with a third-party organisation who house a copy of the Cantata CRM data (taken as a snapshot-in-time) to mitigate against loss of CRM capability or Cantata going out of business
  • third-party credit checking agencies, GBG, Experian, Equifax and TransUnion, to verify information you provide to us, including your name, date of birth, and bank account details. 

We would not be able to fulfil our legal obligations as the administrator of the NI RHI without collecting and using your information. We collect and process your personal information under the ‘Public Task’ legal basis for processing as part of our remit as the NI RHI administrator (UK GDPR, Article 6(1)(e)). 

We may process your information for the purpose of conducting surveys. Where we do so, this is necessary for the purposes of legitimate interests pursued by us within the meaning of article 6(1)(f) GDPR. Where you agree to participate in a survey, we will also process your information based on your consent. 

Newsletters are sent to you based on your consent. Where you subscribe to NI RHI newsletters, your consent is used as a basis to process your personal data. You can request to be taken off the distribution list at any time by clicking the unsubscribe link at the bottom of the newsletter. You are also able to unsubscribe by emailing us at RHI.Enquiry@ofgem.gov.uk. 

How long do we keep your information? 

Your personal information is deleted when we no longer need it for our functions in administering the NI RHI or supporting the DfE in their administration of the scheme, or for other legal compliance. As such, it is retained by Ofgem for the duration of the scheme and for a period of 7 years thereafter. 

As part of our verification process, we collect copies of participants’ identity documents. Once verification is completed satisfactorily, photographic identification for all applications other than Third Party Model (“TPM”) are destroyed 3 months from application approval and bank account details for all applications other than TPM are destroyed 1 month from date of the successful second payment. 

For TPM applications these records are destroyed 1 year after the period of scheme participation. 

Transfer of administration of the scheme to the Department for the Economy (DfE) 

The administration of the scheme is expected to transfer from Ofgem to the DfE between 30 June 2026 and 30 September 2026. See Northern Ireland Non-Domestic Renewable Heat Incentive | Ofgem for more information. 

Most personal data held to administer the scheme will be transferred, except bank account details, where only the last four digits will be transferred to enable matching and validation by DfE.  

Data transfer 

The data will be transferred in line with appropriate industry and UK government security standards for inter-governmental data transfers, including the government’s Cyber Security Standard. 

Your rights 

If we hold information about you, you have the right to: 

  • be informed about the data we hold about you
  • access the information we hold about you
  • have your personal information corrected if it is incomplete or inaccurate
  • ask us to restrict how we process your information
  • object to certain ways we use your information
  • in some circumstances, you may have a right to object to Ofgem processing your information 

To see the full suite of new consumer rights available to you under GDPR, please refer to the Ofgem Privacy Policy or the ICO website. The Ofgem privacy policy also provides information on how Ofgem processes personal data. 

How to contact us 

If you would like to: 

The Data Protection Officer 
Ofgem 
10 South Colonnade 
Canary Wharf 
London 
E14 4PU 

Complaints to the Information Commissioner 

You have a right to complain to the Information Commissioner. If you want to raise a concern about how we have handled your information, you can report it directly to the Information Commissioner’s Office at the following address: 

Information Commissioner's Office 
Wycliffe House 
Water Lane 
Wilmslow 
Cheshire 
SK9 5AF 

Telephone: 0303 123 1113 

Online: Live chat 

 

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