The Energy Assessments Company – Professional Policy Framework
Address: 4 Farleigh Road, Canterbury, CT2 7FP
1. Code of Professional Ethics & Integrity
Policy Statement
We uphold the highest standards of professional ethics and integrity in all our dealings. Our practice is guided by honesty, objectivity, and a commitment to serving the best interests of our clients and the public.
Key Principles
Honesty & Accuracy: We provide truthful, accurate, and unambiguous advice in all reports and communications. We do not misrepresent facts or exaggerate findings.
Independence & Objectivity: Our assessments are impartial and unbiased. We avoid conflicts of interest and do not allow external influences to affect our professional judgment.
Fair Dealing: We treat clients, competitors, and third parties fairly and with respect, fostering trust in the property surveying profession.
2. Compliance with Legal & Regulatory Standards
Policy Statement
We ensure full compliance with all applicable laws, regulations, and technical standards governing energy assessment and residential surveying in England.
Scope of Compliance
Energy Performance Certificates (EPCs): All EPC assessments are conducted in accordance with the Energy Performance of Buildings (England and Wales) Regulations 2012 and lodged on the official government register.
Residential Property Surveys: Our surveys (Home Insight Survey, Single Defect Report, New Build Report, Schedule of Condition) are delivered in line with the RPSA Technical Standards and best practice guidelines.
General Legal Adherence: We comply with relevant building regulations, planning law, and health and safety legislation, including the Health and Safety at Work etc. Act 1974.
Commitment
We maintain an up-to-date understanding of legislative changes and integrate them into our working practices without delay.
3. Client Confidentiality & Data Protection Policy
Policy Statement
We recognise our duty to protect the confidentiality of client information and to handle all personal data lawfully, securely, and transparently.
Our Procedures
Confidentiality: All information acquired during an engagement is treated as strictly confidential and is not disclosed to any third party without explicit client consent, except as required by law.
Data Protection (UK GDPR): We are registered with the Information Commissioner's Office (ICO) and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Data Security: Personal and property data is stored securely, using password protection and encryption where appropriate. Data is retained only for as long as necessary for legitimate business or legal purposes.
Your Rights: Clients have the right to access, correct, or request deletion of their personal data held by us.
Commitment
We treat client privacy as a cornerstone of our professional relationship.
4. Conflicts of Interest Policy
Policy Statement
We proactively identify, disclose, and manage any situation where a personal, financial, or other interest could compromise, or be perceived to compromise, our professional judgment.
Management Process
1. Identification: Prior to accepting an instruction, we screen for potential conflicts.
2. Disclosure: Any actual or potential conflict is immediately disclosed to the affected client in writing.
3. Action: If a significant conflict cannot be resolved to the client's satisfaction, we will decline or withdraw from the engagement.
Commitment
We pledge to always act in our clients' best interests with undivided loyalty.
5. Commitment to Technical Competence & Development
Policy Statement
Our service quality is founded on the technical competence of our surveyor and a commitment to ongoing professional development.
Our Standards
Qualified Personnel: Our surveyor holds accredited qualifications and maintains Technical Membership of the RPSA, demonstrating proven competence.
Continual Professional Development (CPD): We undertake structured CPD annually to ensure our knowledge of building pathology, assessment methodologies, and relevant regulations remains current.
Quality Assurance: Our reports are subject to internal review processes to ensure consistency, accuracy, and clarity.
Commitment
We invest in expertise to provide authoritative and reliable service.
6. Transparency in Service & Reporting
Policy Statement
We believe in clear, upfront communication about our services, their scope, limitations, and costs, enabling clients to make fully informed decisions.
Our Practices
Clear Quotations & Terms: Clients receive a written quotation and terms of engagement detailing the service, fee, and any limitations or exclusions before work commences.
Defined Survey Scope: Each survey type has a clearly defined scope, which is explained to the client. We clarify what is and is not included (e.g., inaccessible areas, latent defects).
Understandable Reporting: Reports are written in clear, plain English and use recognised condition rating systems (e.g., RPSA traffic light system) to ensure findings are easily understood.
Commitment
We ensure there are no surprises, fostering confidence and trust in our work.
7. Health & Safety Policy
Policy Statement
We are committed to ensuring the health, safety, and welfare of our surveyor, our clients, and the occupants of properties we visit.
Our Procedures
Risk Assessment: We conduct dynamic risk assessments upon arrival at all properties to identify and mitigate potential hazards.
Safe Working Practices: Our surveyor is trained to work safely at height, in confined spaces, and around potential hazards such as asbestos or electrical systems, adhering to safe working protocols.
Client Cooperation: We may require clients or occupants to ensure safe access (e.g., clearing lofts, securing pets) prior to our visit.
Commitment
Safety is never compromised for the sake of convenience or expediency.
8. Complaints Handling Procedure
Policy Statement
We view complaints as an opportunity to improve. We have a formal, fair, and transparent procedure for resolving any concerns promptly and effectively.
The Procedure
1. Stage 1 – Informal Resolution: Please raise your concern directly with your surveyor. Most issues can be resolved quickly at this stage.
2. Stage 2 – Formal Complaint: If unresolved, please submit a formal written complaint to the Company Director at our postal address. We will acknowledge receipt within 5 working days and undertake a full investigation, providing a written response within 15 working days.
3. Stage 3 – RPSA Review: If you remain dissatisfied, as an RPSA member, you may refer the matter to the RPSA Complaints Resolution Service for independent review.
Commitment
We are dedicated to resolving disputes fairly and upholding the reputation of our profession.
Our Pledge to You
The Energy Assessments Company pledges to conduct its business with unwavering professionalism, technical rigour, and ethical clarity. These policies underpin our daily work and our commitment to providing a service you can trust.
For further information on any of these policies, please contact us.
The Energy Assessments Company
4 Farleigh Road, Canterbury, CT2 7FP
