Who we are and this privacy notice

Who we are

Sunamp Limited and its group of companies are responsible for the personal information you provide to us and the processing activities we describe below.

If you have any questions about your personal information or this policy here are the contact details:

Email: [email protected]

Write to us at: Sunamp Data Protection Officer, Sunamp Limited, 1 Satellite Park, East Lothian, EH33 IRY, Scotland.

Cookies

If you are using our website, please see our Cookies Policy for information about what cookies we use on our website and how you can change your cookie preferences.

What kinds of personal information we collect

We collect, use, store and transfer different kinds of personal information about you which we have grouped together as follows:

• basic personal information about you including name, address, email, telephone number, country, postcode.
• bank and financial information if we are setting up a contract with you or conducting a credit worthiness evaluation.
• product information, test results, evaluations, questionnaire answers, water metering and usage and utility billing information so we can provide support if you or your supplier contacts us in relation to a product enquiry or warranty or you are part of a trial or case study and we are testing and reviewing products and services.
• your face and voice if you consent to be part of Sunamp training, promotions and marketing in the media.
• information from job applicants and to monitor our recruitment (which may include sensitive personal information). If you are applying for a role at Sunamp please read our Job Applicant Privacy Notice for more details.

Sensitive personal information

Sensitive personal information is information or an opinion about an individual’s racial or ethnic origin; or political opinions; or membership of a political association; or religious beliefs or affiliations; or philosophical beliefs; or membership of a professional or trade association; or membership of a trade union; or sexual orientation or practices; or criminal record; or health information about an individual; or genetic information about an individual that is not otherwise health information; or biometric information that is to be used for the purpose of automated biometric verification or biometric identification; or biometric templates.

Sunamp will generally only use your sensitive personal information with your consent where you apply for a role at Sunamp. Please read our Job Applicant Privacy Notice for details about when and why we may process sensitive personal information about you. There are some limited exceptions that permit use of sensitive personal information for a secondary purpose without your consent, including where it is required or authorised by or under law, or where a permitted general situation exists, like where Sunamp reasonably believes that the use is necessary to lessen or prevent a serious threat to the life, health or safety of an individual or the public.

Where your personal information comes from and why we collect your personal information

You may provide us with your personal information when you contact us, use our website or interact with us in person or virtually (at an event, meeting, training conference or exhibition) or on social media. When you communicate with Sunamp using social media, Sunamp processes the personal information you provide by engaging in that social media communication. Please note, third party social media companies each have their own privacy notices and policies.

We may also receive information about you where you have participated in field trials or case studies or as part of training we and our partners offer. We will contact you based on the consent you give us at the time we meet or interact.

We may receive personal information from our partners and distributors where you purchase our products from them or as part of third party hosted events. This may be to support you or them with service issues or to respond to warranty claims or general enquiries.

By completing the contact form on our website, you are confirming you would like to receive information from us.

We process your personal information so we can:

• manage your relationship with us (for example, respond to your enquiries, deal with questions about our products and services, respond to sales, customer service matters)
• manage product warranty claims. If you purchased a Sunamp product which included a warranty from us, we will need your contact details so we can support you under that warranty. If you don’t complete and return the warranty information, we may not be able to help you
• manage and operate the product trials we conduct, support installations, work with suppliers and resellers
• provide training, webinars and information sessions. If we propose to record an event or training you will see or hear a notification. Our purpose for recording a training session or event will be to enable us to share a session with further participants or provide a copy to attendees. We will only do this where appropriate, considering the privacy and confidentiality obligations.
• manage our marketing and promotional campaigns. We would like to use your name and email address to inform you of our future offers and products and to keep you informed with our regular newsletter and company updates. This information is not shared with third parties unless you give us your informed consent to share the information with them and you can unsubscribe at any time via email.
• if you give us your consent, use your personal information including your face, voice, images of where you work and live where Sunamp products and systems are installed, as part of Sunamp training, media and marketing campaigns.

Please note that you have the right to withdraw your consent. You can do this by contacting [email protected] or using the unsubscribe on marketing messages we send you.

We will only use your personal information when the law allows us and where it is necessary to do so. We will use your personal information in the following circumstances:

• Where we are required to complete or perform a contract with you. For example, we are complying with our obligations under a contract.
• You have given us your consent. For example, this could be in relation to receiving marketing or being part of Sunamp marketing including on social media, participating in training or product trials, or as part of a job application. We will ask for your consent to pass your contact details to a commercial partner, supplier, installer who may be able to help you directly with your enquiry.
• We need to verify the accuracy of the information we hold about you, to conduct research and field trials, to comply with the terms of a product warranty, to comply with our obligations for grants and investments and where we need to manage queries or complaints.
• We need to investigate, commence or defend legal claims and proceedings or for insurance purposes.
• To comply with our legal obligations (for example laws related to equality, anti-money laundering, sanctions and anti-corruption).
• As permitted under the Privacy Act in Australia.

If you choose not to provide personal information or withdraw consent to our use or disclosure of such information, we may not be able to provide some of the services you have requested from us.

What we do with your personal information and who we share it with

We share your personal information with personnel within our group of companies outside Australia. All the personal information we hold is processed by our personnel in the UK, Switzerland, Italy, USA and China. Where information is transferred between members of Sunamp this is conducted strictly in accordance with applicable privacy law. We share your personal information only where necessary with our approved partners, contractors and suppliers (including third parties who provide our IT services), our legal and professional advisors, banks, insurers, government and regulatory authorities. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.

For the purposes of IT hosting and maintenance, information is located on servers in the UK, EU, USA and Asia. No third parties have access to your personal information unless the law or our contract with you, or the consent you have provided us, allows them to do so.

While we do all we reasonably can to protect your personal information from misuse, loss, unauthorised access, modification or disclosure, no information transfer over the Internet is 100% secure.

How long we keep your personal information

We keep your information for the length of time agreed upon in our contract with you, or only for so long as we need it to provide support to you, after which time it will be deleted. If you have consented to receiving marketing communications from us, the information we use for marketing will be kept until you notify us that you no longer wish to receive this information. If you would like more details on our retention policy, please contact [email protected].

How you can access your personal information

You may request access to your personal information or correct any inaccurate or out of date information by contacting us at [email protected]. For security purposes, before we provide you with personal information, we may ask you to provide evidence of your identity. We will try to make the process as simple as possible. If there is a reason under the Privacy Act or other law for us not to provide you with information, we will give you a written notice of refusal setting out the reasons for the refusal except to the extent it would be unreasonable to do so. We will also explain how you can complain.

You may request the source of any information we collect from a third party.  We will provide this at no cost, unless under the Privacy Act or other law there is a reason for this information being withheld.

You can object to us using your personal information for direct marketing purposes at any time and we will automatically comply with your request. If you would like to do so, please email or write to us.

The accuracy of your information is important. If you change your name or address/email address, or you discover that any of the other information we hold is inaccurate or out of date, please contact us.

Contacting us if you have questions about the use of your personal information

If you have any queries or wish to make a complaint, please contact the Sunamp Data Protection Officer at [email protected] and we will do our best to resolve the matter with you. If your complaint isn’t satisfactorily resolved, you may complain to the Office of the Australian Information Commissioner.

Changes to this privacy policy

To ensure we reflect what we do with your personal information or any change to our legal obligations, we will review and may change this policy from time to time. Please check back frequently to see any updates or changes.

Updated 5 February 2025