With your permission or where permitted by law, we will also use your personal data for marketing purposes, which may include contacting you by email, telephone, text message, or post with information, news, and offers on our products or services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the Data Protection Legislation and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out (you may opt-out at any time either verbally or in writing via the details given in Part 11). We will not share your personal data with third parties for marketing purposes.

 

We will only use your personal data for the purpose(s) for which it was originally collected unless we reasonably believe that another purpose is compatible with that or those original purpose(s) and need to use your personal data for that purpose. If we do use your personal data in this way and you wish us to explain how the new purpose is compatible with the original, please contact us using the details in Part 11.

 

If we need to use your personal data for a purpose that is unrelated to, or incompatible with, the purpose(s) for which it was originally collected, we will inform you and explain the legal basis which allows us to do so.

 

In some circumstances, where permitted or required by law, we may process your personal data without your knowledge or consent. This will only be done within the bounds of the Data Protection Legislation and your legal rights.

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7. How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is reasonably necessary in light of the reason(s) for which it was first collected. We will retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. In some instances the retention period will be for as long as the applicable legal requirements stipulate, for example, by law, we have to keep basic information about our customers (including contact, identity, financial and transactional data) for six years after they cease being customers for tax purposes. However, in the absence of such legal requirements we will determine the length of retention based on a multitude of factors, namely; the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information, whether we can achieve those purposes through other means, whether we believe that we are still under a contractual duty of care to you or your business, and/or whether under a duty to fulfil a product warranty.

 

Our retention guidelines recognise that our industry sector clients often require experienced support on a long-term basis, often dictated by the contract length of their supply agreement(s), and in some cases beyond, particularly clients with large property portfolios and metering needs will be regularly needing our services and/or advice on a frequent basis as more sites, meters and thus contracts are added to their portfolio.

 

Users of Our Website can visit the site without revealing their identity or providing information about themselves, and we do not collect cookie data from visitors during this process. We only collect data from users of Our Website when they voluntarily submit their personal information to us. When this sort of information is collected we reserve the right to do one of two things. We may decide not to retain the information you have sent if we feel that we would be an organisation who would be unable to provide you with services. In this case your data would be immediately deleted. If we choose to retain your information we will do so in light of the considerations listed above, and will only use your data for the purpose of supporting you as a business and in the pursuit of our legitimate interests as outlined in Part 6.

 

We may anonymise your personal information (so that it can no-longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

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Our Privacy Notice and our above data retention guidelines are periodically reviewed in light of changes within the law and in the interest of keeping our customers, clients, prospective clients, and partners data up to date, accurate and secure.

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8. How and Where Do You Store or Transfer My Personal Data?

We will only store or transfer your personal data within the UK or European Economic Area (the “EEA”). The EEA consists of all EU member states, plus Norway, Iceland, and Liechtenstein. This means that your personal data will be fully protected under the Data Protection Legislation, GDPR, and/or to equivalent standards by law. The security of your personal data is essential to us, and to protect your data, we take a number of important measures, including the following:

 

• limiting access to your personal data to those employees, agents, contractors, and other third parties (including our third party partner suppliers) with a legitimate need to know and ensuring that they are subject to duties of confidentiality;

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• procedures for dealing with data breaches (the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, your personal data) including notifying you and/or the Information Commissioner’s Office where we are legally required to do so;

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• storing personal data within a double-encrypted storage file, and kept secure in a fire-proof, waterproof safety cabinet to ensure data integrity and to prevent any potential data breach.

 

9. Do You Share My Personal Data?

We will not share any of your personal data with any third parties for any purposes, subject to the following exceptions:

 

If we are arranging supply contracts with our Partner Suppliers, and liaising with them to resolve issues you have specifically asked us to resolve. This includes tendering for prices, negotiating on your behalf, and discussing arrangements to facilitate any site-works you have asked us to manage on your behalf. Whether this has been done in the form of a letter of authority, via verbal communication, email and/or post.

 

If we sell, transfer, or merge parts of our business or assets, your personal data may be transferred to a third party. Any new owner of our business may continue to use your personal data in the same way(s) that we have used it, as specified in this Privacy Notice.

 

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

 

If any of your personal data is shared with a third party, as described above, we take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 8.

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10. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”. All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11. There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding. We will respond to your subject access request within less than one month and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

 

11. How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Head of Data Protection Department): Email address: data.protection@voltaea.com Telephone number: 0330 124 9988. Postal Address: 20-22 Wenlock Road, London, England, N1 7GU

 

12. Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection. Any changes will be made available via our website at www.voltaea.com. This Privacy Notice was last updated on 08/07/2019