Your consent to process your personal information
Introduction to this policy
This policy sets out what personal information we collect and why and how we use your personal information fairly and lawfully.
This policy applies to activities that are subject to Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA), the Personal Information Acts of Alberta and British Columbia and Quebec’s Private Sector Privacy Act related to the protection of personal information in the private sector.
There are elements of this policy which may not apply to you and this policy does not establish rights or obligations which are additional to or outside of those obligations imposed by Canada’s federal and provincial privacy laws.
Who we are
Sunamp Limited and Sunamp Projects Inc are responsible for the personal information you provide to us and the activities we describe below.
Our contact details
We want to offer you a means of contacting the right people in our organisation as easily as possible. If you have any questions about your personal information or our privacy policy please contact [email protected] or write to Sunamp Data Protection Officer, Sunamp Ltd, 1 Satellite Park, East Lothian, EH33 IRY. You are welcome to contact any of our offices directly.
The personal information we collect
Personal information includes any factual or subjective information, recorded or not, about an identifiable individual, other than the person’s business title or business contact information. Personal information includes information in any form, for example age, name and ethnic origin.
We may 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, zip code/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, water metering and usage and billing information so we can provide support if you or your supplier contacts us in relation to a product enquiry or product warranty matter
- you are part of a trial or case study and we are testing and reviewing products and services or we ask you to participate in a marketing campaign or to share your experiences with Sunamp on social media.
We will only ask you for the information we need to support your enquiry or to provide products and services to you. The personal information we collect will be limited to that which is needed to fulfill the identified purposes for why we need your personal information. Please do not provide any personal information beyond what is necessary.
We may receive your personal information from suppliers, partners and installers about our products and services which you have purchased from them. This may be to support you or them with service issues or general enquiries.
In rare cases, we may be required by applicable law or regulation to collect information about you without your knowledge or consent.
Why we collect your personal information
We process your personal information for different reasons so we can manage your relationship with us, respond to your enquiries or customer service queries, deal with questions about our products, services, or to provide information about trials and projects we conduct, installations, information about our suppliers, dealing with product warranty matters and for marketing (including email marketing and newsletters) and making recommendations.
If you purchased a Sunamp product which included a product warranty from us, we will need your contact details so we can support you should you need support under that product warranty. We will need your basic personal information to provide you with information about our products and services and to respond appropriately to enquiries from you or a third party who has contacted us on your behalf.
We may want to use your name and email address to inform you of our future offers and similar products. This information is not shared with third parties unless you give us your express consent to share the information with them and you can unsubscribe at any time via phone or email. By completing the contact form on our website, you are confirming you would like to receive information from us.
You may also provide us with your contact details because you have met with one of our team at an event, conference or exhibition (either in person or virtually). We will contact you based on the consent you give us at the time we meet or interact.
Cookies and website information
If you are using our website, please see our Cookies Policy at https://sunamp.com/cookie-policy/ for information about what cookies we use on our website and how you can change your cookie preferences.
Consent
Your consent is important when processing your personal information. The form of the consent (express, implied, or from an authorised person) may vary depending on the type of information being requested and the reasons why it is being requested. Express consent can be provided orally or in writing including on email and implied consent is consent that can be reasonably inferred from the actions you take or the action you don’t take. When determining what consent is needed, we take into consideration the sensitivity of the information, why we are collecting the information and what is reasonable in the circumstances.
If you use our website or complete and send us a completed product warranty registration form your consent to the use of your personal information in accordance with this policy is implied.
On rare occasions we may need to process your personal information without your consent if we must respond to a regulatory or lawful obligation or investigation.
You may withdraw or change your consent at any time subject to any contractual or legal restrictions that may apply. If you want to withdraw or change your consent, please contact us at [email protected]
Our obligations to you
We can only use your personal information for the purposes for which it was obtained and for a use consistent with that purpose. We always seek to minimise the information we ask for to what is needed to perform the relevant function or service at the time. We ensure that the purposes are limited to what a reasonable person would consider appropriate under the circumstances.
We will use your personal information in the following circumstances:
- You have given us your express consent to process your personal information
- Where we are required to complete or perform a contract with you. For example, we are complying with our obligations under a contract including under a product warranty we provide to you.
- You have given us your consent for marketing activities to contact you by email with marketing information about our products and services and to be kept informed with our regular newsletter and company updates.
- You have given us your consent to pass your contact details to a commercial partner, supplier, installer who may be able to help you directly with your enquiry.
- You have consented to be part of a research or field trial, respond to a questionnaire or feedback request or to comply with our obligations for grants and investments
- We process your personal information because we need to verify if you are eligible for a product or service or to check the accuracy of the information we hold about you.
- To process information from job applicants and monitor our recruitment. If you are applying for a position at Sunamp please read our Job Applicant Privacy Notice for more details.
- Where we need to manage queries, complaints, investigations or legal proceedings.
Our responsibilities to you include ensuring that the personal information we hold about you is accurate, up to date and complete.
If you don’t provide us with your personal information
If you don’t complete and return your warranty application form with your details or provide us with your contact details, we will not be able to offer you a product warranty or respond to queries you raise with us.
Who we share your personal information with
We share your personal information within our group of companies. This will involve transferring your information outside of Canada, for example to the United States of America, UK, Switzerland, Italy or China. We do this to better support you as a customer or potential customer of Sunamp and we only share what is needed to fulfil the purposes of why your personal information was collected.
We will transfer your information within our group of companies or to authorised service providers or partners where (i) you make enquiries about our products or services; (ii) you have a product warranty claim or product/service enquiry and we need to transfer some information to enable us to fulfil our obligations under the product warranty or to answer your questions; (iii) you have consented to receive marketing and other product and service updates from us; (iv) where we ask for your consent to share your information with one of our international commercial partners to contact you.
For the purposes of IT hosting and maintenance your personal information is located on servers in the UK, EU, USA and Asia. No third parties have access to your personal information unless we have an agreement with them protecting your personal information and the law or our contract with you or the consent you have provided us, allows them to do so.
The security of your personal information
We have a data protection regime in place to oversee the effective and secure processing of your personal information. We limit the use of your personal information to the purposes specified in this policy.
We have put in place appropriate security measures and safeguards to prevent your personal information from being lost, stolen, used, accessed or disclosed in an unauthorised way, modified, copied, altered or destroyed without appropriate authorisation. The level of safeguards depends on the method of storage, the sensitivity of the personal information and its format.
We limit access to your personal information to those employees, agents, contractors and other third parties who need to know the information for the specified purposes. They will maintain the information in confidence and will not provide access to the information to anyone who is not authorised to have it. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.
In addition, where we send your information to a country outside Canada, we will make sure that your information is properly protected. We will ensure there are appropriate safeguards in place before transferring your personal information. Please contact us if you want further information on the specific mechanism used by us when transferring your personal information out of Canada.
How long we keep your personal information
We keep your personal information for only as long as we need it to fulfil our obligations to you, or to manage your product warranty, or for the length of time agreed upon in our contract with you, after which time the information will be deleted. If you have consented to receive communications and/or marketing from us, the information we use for marketing purposes will be kept with us until you notify us that you no longer wish to receive marketing or updates from us.
If you would like more details on our retention policies, please contact [email protected]
Your access to your personal information and accuracy
You have rights under the law in relation to your personal information. You have the right to request access to your personal information and to request corrections to your personal information where it is not accurate or complete.
The accuracy of your personal information is important. If you change your name or address or email address, or you discover that any of the other personal information we hold about you is inaccurate or out of date, please contact us. For any requests to access your personal information or to request that your personal information is amended please contact us at [email protected]
If you no longer want to receive marketing messages from us, we will comply with your request. You can select the unsubscribe link on the last message you received, or you can contact us at [email protected]
Note, for all your requests we may need a bit of time to respond, or we may not always be able to comply with your request for specific legal reasons which will be notified to you, if applicable, at the time of your request.
If you are not satisfied with what we have done
We continually aim to improve our services including the information we provide about how we collect and use your personal information. If you wish to raise a complaint on how we have handled your personal information, please contact us at [email protected] and we will investigate the matter.
If you are not satisfied with our response or believe we are not processing your personal information in accordance with the law, you can complain to the Office of the Privacy Commissioner of Canada. You can find their latest contact details and more information on their website at https://www.priv.gc.ca/en/
If you live in Alberta you can contact the Information and Privacy Commissioner of Alberta. If you live in British Colombia you can contact the Information and Privacy Commissioner for British Columbia and if you live in Quebec, you can contact the Quebec Information Access Commission.
Governance and revisions
If there is any inconsistency between this policy and Canada’s federal and provincial privacy laws, as applicable, this policy shall be interpreted to give effect to, and comply with, such privacy laws.
We regularly review our policies and procedures, and we may have to make changes to this policy to reflect any changes in Canada’s federal and provincial privacy laws. Changes to this policy will become effective from the date they are posted on the website, provided if there is a change to the collection or use of your personal information, the change will not apply unless you have given consent.
Last update: 14 November 2024