Vulcan’s Code of Conduct
Vulcan Members agree to abide by the following Code of Conduct:
Fitness and Probity: Members must, at all times, be fit and proper persons. This means maintaining honesty, integrity, and trustworthiness in all dealings. Members shall act professionally, with courtesy and respect to clients and the public. They must be truthful in their assessments and not engage in any behaviour that could be seen as deceitful or fraudulent. If a Member’s circumstances change in a way that could affect their fitness (e.g. convictions, bankruptcy, or being disciplined by another professional body), they are obligated to disclose this to Vulcan immediately.
Compliance with Laws, Standards, and Scheme Rules: Members shall comply with all relevant legislation (such as Energy Performance of Building Regulations and Data Protection laws) and with all scheme rules, technical conventions, and the Scheme Operating Requirements at all times. They must follow the official assessment methodology and any published OCDEA conventions diligently, producing Energy Performance Certificates (EPCs) or Building Regulations Part L (BREL) reports that are accurate and valid. If uncertain about a convention or requirement, a Member should seek guidance from Vulcan’s technical support or official resources rather than guessing. Under no circumstance should a Member knowingly misrepresent EPC or BREL results.
Professional Competence and Due Care: Members should only undertake assessments that they are competent to perform. For example, if an OCDEA encounters a highly unusual building design outside their training experience, they should consult or defer to someone with that expertise. Members must perform assessments with due skill, care, and diligence – this includes thoroughly gathering necessary information, using approved software correctly, and double-checking inputs. If a member makes an error in a BREL report or EPC, they should correct it proactively.
Integrity and Impartiality: Members must perform their duties impartially, without bias or undue influence. Members must not offer or accept bribes, gifts or hospitality that could influence the outcome of an assessment. Any potential conflict of interest must be managed. If a Member has a personal or financial interest in a property being assessed (beyond the assessment fee), this must be disclosed as part of the EPC lodgement, BREL report creation or to Vulcan (if ongoing). Members should generally avoid assessing properties where they have a conflict, unless proper steps (approved by Vulcan) are taken to ensure objectivity. Vulcan expects Members to be independent and not be swayed by clients or anyone else to skew an EPC or BREL result.
Transparency and Accountability: Members must be open and transparent in their dealings. This includes clearly identifying themselves and their role. When visiting sites, an assessor will show their identification to the client or site manager. They should explain to the client what the assessment involves - e.g. what areas need to be accessed, what data or photos will be collected, and how that data will be used. Members should communicate honestly about the EPC or BREL outcome and what it means, without overstating their findings or guaranteeing specific results. If asked for advice outside the scope of producing the EPC / BREL, the assessor should clarify what is and isn’t covered by their role.
Confidentiality and Data Protection: Assessors will handle clients’ personal data and property information with confidentiality and in compliance with GDPR and Energy Performance of Buildings regulations. Personal data (names, addresses, etc.) will be handled sensitively and only used for the purposes of the energy assessment. Assessment data must not be shared with unauthorised parties (see Data Sharing Policy). Members must not misuse any information gained in the course of their work. For example, they should not share a building’s plans or energy details with a third party or use it for any purpose other than producing the EPC or BREL report, unless legally permitted. In line with this, assessment data must not be sold or disclosed by the Member except as allowed by Scheme rules or legal requirements
Evidence and Record-Keeping: Members are required to collect and retain sufficient evidence for each assessment to substantiate their EPC or BREL report findings. At a minimum, this includes site notes, calculations, and photographs of key elements. Evidence must be stored securely (digitally with backups) for at least 15 years. This long retention is mandated so later audits or inquiries can be supported. Members must ensure evidence is uniquely tied to the property and date of assessment (photos should be date-stamped, etc.). Upon audit by Vulcan, the member shall submit all requested evidence within the given timeframe. Failure to provide adequate evidence is a serious breach. Members will also promptly carry out any corrective actions identified by audits to maintain registry quality and service integrity.
Valid Insurance: Members must maintain appropriate Insurance cover as specified in Membership Requirements. Working without required insurance is a violation of the Code.
Continuous Professional Development (CPD): Members must meet Vulcan’s minimum CPD requirements as outlined in Training & Qualification. Failing to complete required CPD or false reporting of CPD hours is a breach of this Code.
Professional Conduct on Site: When conducting on-site visits (if applicable), members must adhere to professional and safety norms. They should schedule appointments and arrive on time, dress and behave professionally, and carry any required safety gear. If vulnerable occupants (children, etc.) are present, members must ensure a responsible adult is there before entering, for both the assessor’s protection and the household’s. Assessors should not proceed in situations that feel unsafe - if this is the case, they should terminate the assessment. Such instances should be documented in site notes. Members must respect the property, avoiding damage, and not touching anything unnecessary. If taking photographs, explain to the occupant what and why (as these can be sensitive, e.g. a photo of a heating system).
No Misleading Advertising: Members are only allowed to use Vulcan’s name and logo in a manner that is truthful and approved. They must not claim endorsements or qualifications they don’t possess, nor advertise in a way that brings Vulcan or the industry into disrepute. For example, a member should not imply that an EPC can be done without proper assessment or guarantee unrealistic outcomes. Any marketing must be factual – e.g. stating they are an “OCDEA accredited by Vulcan” is acceptable, but saying “Vulcan guarantees my EPCs are the best” would not be. Members may only display Vulcan’s accreditation logo according to our guidelines (e.g. on their report or business card) and must cease using it if their membership ends.
Cooperation and Communication: Members must cooperate with Vulcan’s Scheme processes. This means responding promptly to any requests or communications from Vulcan, such as queries about lodged data, audit notices, or complaints investigations. If a member receives a direct complaint from a client about their work, the Code obliges them to handle it professionally: they should provide the client with a copy of their own complaints procedure, attempt to resolve the issue, and inform Vulcan of the complaint within two weeks. Members must not obstruct or delay an investigation into complaints or audits – full honesty and openness is expected.
Consequences of Breach: Breaches of this Code may result in disciplinary action. Vulcan reserves the right to sanction members who violate these principles, up to and including suspension or termination of accreditation (as detailed in the Disciplinary Procedure section). Members are expected to accept the outcomes of the scheme’s disciplinary procedures (unless overturned on appeal). This acknowledgement is part of upholding the integrity of the scheme. Ignorance of any part of this Code of Conduct is not an acceptable defence for breaches.