Sunamp UK privacy notice

This notice reflects our obligations to inform you about the types of personal data we process about you and what we do with your data. Sunamp Limited is the ‘Controller’ of the personal data you provide to us and the processing activities we describe below.

This notice reflects the UK General Data Protection Regulation standard of protection for personal information.

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 notice please contact [email protected] or write to Sunamp Ltd, 1 Satellite Park, East Lothian, EH33 IRY. You are welcome to contact any of our offices directly.

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What we need

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• basic personal data about you and your contact details including name, address, email, telephone number, postcode so we can contact you.
• 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 to test and evaluate our 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 data). If you are applying for a role at Sunamp please read our Job Applicant Privacy Notice for more details.

Sensitive or special categories of personal data

Sensitive or special categories of personal data can include information about your health, race, ethnic and communal origin, religious, philosophical or political beliefs, trade union membership, sex life or sexual orientation, or genetic or biometric data. Please read our Job Applicant Privacy Notice for details about when and why we may process special categories of personal data and personal data relating to criminal convictions and offences. If we process special categories of personal data about you, we take particular care to only process such data in accordance with the strict legal obligations.

Where your data comes from and why we collect and use your data

You may provide us with your personal data 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. We will contact you based on the consent you give us at the time we meet or interact. We may receive personal data 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. 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.

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

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 will not collect any personal data from you that we do not need to provide and oversee our services and marketing to you.

We process your personal data 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 our data protection 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.

The purposes we use to process your personal data

We will only use your personal data when the law allows us to. This means when we have a lawful basis to do so. We will use your personal data 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.
• In certain circumstances, we process your personal data where there is a legitimate interest to do so. This is where the processing of your personal data is necessary to pursue our legitimate interests in a way which is reasonably expected as part of running our business, but which is not detrimental to you and would have minimal impact on your privacy. We undertake an assessment of any potential impact on your privacy before we process your personal data for our legitimate interests.
• We need to verify the accuracy of the data 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.
• To comply with our legal obligations (for example laws related to equality, anti-money laundering, sanctions and anti-corruption).

What we do with your data

All the personal data we hold is processed by our personnel in the UK, Switzerland, Italy, USA and China. Where data is transferred between members of Sunamp this is conducted strictly in accordance with applicable data protection law. We share your personal data only where necessary within our group of companies, 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 data 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 data unless the law or our contract with you, or the consent you have provided us, allows them to do so.

If we send your information to a country outside the UK, we will make sure that your information is properly protected. Please contact us if you want further information on the specific mechanism used by us when transferring your personal data out of the UK.

Use of your personal data for targeted advertising 

If you have agreed to receive direct marketing from us by email, we will use social media and digital advertising platforms to provide you with targeted advertising. The legal basis we are relying on to do this, is your consent.   

To do this, we securely transfer your name and email address to social media platforms Facebook, Instagram, LinkedIn and X (Twitter), or Google’s digital advertising platform. This data is then compared with the data held by the social media or digital advertising platform. If the data matches, this means that you are also active on the third party’s platform.  

You may be included in a target audience which is created using the matched customer data. This allows us to deliver targeted advertising (called ‘customer match’ advertising), increasing the relevance of the ads you are shown on social media or digital advertising platforms, based on the information we have about you.  

We may also use this information to identify other users like you, who might be interested in our products or services, and to deliver targeted advertising to these users (this is called a ‘lookalike audience’). 

You can withdraw your consent at any time with effect for the future. You can opt out of marketing from Sunamp by following the unsubscribe process in our marketing emails or notifying us directly by sending an email to [email protected].  

You can opt out of receiving targeted advertising on your social media accounts by adjusting your settings on each social media platform. You’ll find instructions on each platform’s website and can see more details in their privacy notices.  

How long we keep your data

We keep your data 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].

What are your rights?

You have rights under UK data protection laws in relation to your personal data including the right to be informed about the collection and use of your personal data.

• You can object to us using your personal data 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.
• You have the right to ask us to correct information that is incorrect. 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 about you is inaccurate or out of date, please contact us.
• You have the right to ask us for copies of your personal data.
• In certain circumstances, you have the right to ask us to delete your personal data; to restrict the processing of your personal data; to object to the processing of your personal data and ask that we transfer the personal data you gave us to another organisation or to you.
• Where we rely on our legitimate interests as the legal basis for processing your personal data, you may object to us using your personal data for these purposes if you feel it impacts on your fundamental rights and freedoms, by emailing or writing to us. If we agree that your objection is justified in accordance with your rights under data protection laws, we will permanently stop using your data for those purposes. Otherwise, we will provide you with our justification as to why we need to continue using your data.

Note, 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. To exercise your rights, please contact us at [email protected].

If you wish to raise a complaint on how we have handled your personal data, you can contact [email protected] and we will investigate the matter. If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you have a right to complain to the Information Commissioner at www.ico.org.uk.

Changes to this privacy notice 

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

Updated: 27 February 2025