My EPC Partner — a trading style of Always There Ltd
Registered in England & Wales, company no. 09870968 · office1@always-there.com
This agreement covers the property information you share with us for your free portfolio EPC assessment and any ongoing compliance schedule. It is deliberately one page. We will sign it before any of your property data reaches us.
"Us" — Always There Ltd, trading as My EPC Partner.
"You" — the letting or estate agent named at signature ("the Agent").
"Portfolio Data" — any property addresses, tenancy
dates, landlord details, or related information you share with us.
1. Purpose only
We use Portfolio Data solely to produce your EPC compliance assessment, forward void schedule, and any works quotes you request. Nothing else.
2. No solicitation — ever
We will not contact your landlords or clients directly, market to them, or seek to provide letting, management, or any other service to them, during this agreement and for 24 months after it ends. Your client relationships are yours.
If a landlord approaches us. A landlord who is happy with the EPC works may come to us directly about other work. That is not something we can prevent, and pretending otherwise would make this clause dishonest. So: we will never initiate it; we will tell you within five working days of any approach; the referral position you have on that landlord is unaffected, and any referral fee arrangement between us applies to that work exactly as it would to work you sent us. If you would rather we simply decline unsolicited approaches and send them back to you, say so at signature and we will record it here.
3. All communication through you
Every report, schedule, quote, and question goes to you. We only contact a landlord or attend a property when you ask us to and on the terms you set.
4. Your branding on the output
The desktop assessment and the forward void schedule are prepared to carry your branding, for you to present to your landlords as your own compliance service. We are the back-end. This is offered, not assumed — we ask you before the first one is issued.
Two documents are the exception, and deliberately so: the on-site assessment and the new EPC certificate. Both go in the landlord's name — the assessment because it is the professional report of the qualified assessor who carried it out, the certificate because it is lodged against the property by an independent assessor and the landlord is the one who holds it. Neither your branding nor ours goes on either.
5. No sharing, no selling
We do not share, sell, or transfer Portfolio Data to any third party, except where you instruct us or where the law requires. Once you instruct us on a property, we share only what is needed with the people doing that work: the qualified retrofit assessor who surveys it, the contractors who quote and carry out the works, and the independent assessor who issues the post-works EPC. Each is bound in writing to use it for that property and nothing else.
6. Kept secure, deleted on request
Portfolio Data is stored securely within the UK/EEA and handled in line with UK GDPR. Tell us to delete it and we will, within 14 days, and confirm in writing.
7. No obligation
The free desktop assessment commits you to nothing. You choose, property by property, what (if anything) to instruct us on. Nothing is charged unless you ask for an on-site assessment or instruct works, and both are quoted to you before they happen.
8. Referral fees are disclosed
Any referral fee we pay you will be recorded in writing between us, and you remain responsible for any disclosure you owe your landlords under transparency rules that apply to your business.
9. Ending it
Either of us may end this agreement in writing at any time. Clauses 2, 5, and 6 survive it ending.
| For My EPC Partner (Always There Ltd) | For the Agent | |
|---|---|---|
| Signed | ||
| Name | ||
| Position | ||
| Date |