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SOLARXPRO PRIVACY POLICY

This “Privacy Policy” (hereinafter – Policy) governs the processing of personal data by SolarXPro Ltd, registration number 42403043626, with address Ulbrokas Street 23, Riga, LV-1021 (hereinafter – SolarXPro) when using SolarXPro’s services and website www.energum.eu, including placing e-orders.

SolarXPro processes personal data in accordance with the General Data Protection Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April on the protection of individuals regarding the processing of personal data and the free movement of such data (commonly referred to as GDPR), as well as other applicable laws, including the Personal Data Processing Law and good business practices.

This Policy includes general, additional, and/or specific terms and privacy notices that may also be included in contracts, documents, forms, etc. The Policy is an integral part of the general terms and conditions of providing these services. By entering into a contract with an individual (customer), offering a service or product, SolarXPro refers to this Policy and allows the customer to familiarize themselves with it. The Policy is part of the Contract, and SolarXPro has the right to assume that the customer has been informed and is familiar with it.

SolarXPro may update this Policy as necessary. The current version of the Policy will be published on the SolarXPro website, where it will be available to everyone at any time.

1. Purpose

The purpose of this Policy is to inform individuals about the processing of their personal data, the basis and purpose of processing, data retention periods, recipient categories, data protection, and data subjects’ rights to access their personal data. By using SolarXPro services, including the website www.energum.eu, you acknowledge that you provide personal data for the purposes specified in this Policy.

2. Controller and Contact Information

The controller of personal data processing is SolarXPro Ltd, registration number 42403043626. Contact information is available here: https://energum.eu/kontakti/.

3. Contact for Personal Data Processing Matters

If you have any questions regarding your personal data processing, you can contact SolarXPro by:

  • Email: info@energum.eu
  • Sending a written application by mail, addressed to SolarXPro Ltd at Ulbrokas Street 23, Riga, LV-1021.

4. Who Does This Policy Apply To?

This Policy applies to any individual (referred to as “you” or “customer”) who:

  • Uses SolarXPro services;
  • Visits the SolarXPro website;
  • Has provided personal data and expressed a desire to enter into a contract for receiving services and/or purchasing goods;
  • Has provided personal data and entered into a contract with SolarXPro.

Personal data includes all information that enables SolarXPro to identify, distinguish, relate to, or recall a customer either directly or indirectly. Anonymous data cannot be linked to a specific customer.

This Policy also applies to candidates applying for job vacancies, with additional details found in section 15.

5. Categories of Personal Data

SolarXPro primarily collects and processes the following categories of personal data:

  • Identification data such as name, surname, personal identification number;
  • Contact information like address, phone number, email address;
  • Associated person data such as customer representatives or contact persons, payer information (if different from the customer);
  • Data generated or obtained in compliance with legal obligations, for example, data requested by tax authorities;
  • Communication data collected during interactions with SolarXPro (via phone, email, or other means, including social media);
  • Service-related data, such as contract execution, transactions, applications, requests, complaints, service fees;
  • Billing and payment data such as bank account number, payment date, amount, and purpose;
  • Photographs of properties with solar panels, etc.

6. Data Collection

SolarXPro obtains personal data from:

  • The customer themselves;
  • Customer representatives/contact persons;
  • SolarXPro partners (creditors, postal/courier service providers);
  • Third parties associated with the customer (e.g., relatives, spouses);
  • Financial institutions (for payment processing or customer identification);
  • Law enforcement agencies, insolvency administrators, bailiffs, etc.;
  • Publications from the official publisher of the Republic of Latvia (VSIA “Latvijas Vēstnesis”).

7. Purpose of Data Processing

SolarXPro processes customer data for the following purposes:

  • Receiving and processing applications and providing services, including:
    • Sale of goods and related services, with full-service solutions from project design and approval to solar panel installation and commissioning, as well as order processing through an online store. SolarXPro also provides warranties on solar panels and monitoring services for solar panel production. Most installed solar panel systems are connected to a central server (Growatt).
    • Assisting customers with documentation to apply for state support for solar panel installation as per the requirements of ALTUM or the Rural Support Service.
    • Offering insurance for solar panel systems in cooperation with BALTA Insurance, without requiring additional property insurance.
    • Offering more favorable financing conditions for solar panel systems in cooperation with partners like InBank.
  • Improvement of services and quality assurance;
  • Customer consultations;
  • Preparation, processing, and fulfillment of contracts/agreements;
  • Customer identification;
  • Communication with customers, including notification of any changes regarding SolarXPro or SolarXPro services;
  • Service offering (marketing activities), promotions, and/or contests;
  • Development of new services;
  • Advertising SolarXPro products/services, including commercial messages;
  • Billing management;
  • Document organization and record-keeping;
  • Processing of applications, requests, complaints, including responses;
  • Collaboration with partners to ensure necessary information sharing/receiving for services;
  • Commercial activity audits, planning, record-keeping, and analysis;
  • Preparation and submission of commercial activity reports;
  • Compliance with legal requests from state authorities (e.g., law enforcement);
  • Protection of disputed rights or interests, including exercising claims and preserving evidence in potential disputes;
  • Detection and prevention of illegal activities, as well as reporting to relevant authorities;
  • Compliance with legal obligations (e.g., accounting regulations).

8. Legal Basis for Data Processing

SolarXPro processes personal data based on:

  • Customer’s consent;
  • Contract execution and fulfillment;
  • Compliance with SolarXPro’s legal obligations;
  • Legitimate interests arising from legal relationships or laws governing SolarXPro’s operations.

9. Processing Based on Consent

In certain cases, SolarXPro may request the customer’s specific consent for data processing. The purpose and details of the requested consent will be explained to the customer. Consent may be withdrawn by the customer at any time in writing.

Data processed on the basis of consent includes:

  • Sending personalized offers (e.g., solar panel installation options);
  • Sending news, special offers, and advertisements (commercial messages);
  • Analyzing website usage (cookies);
  • Transferring data to partners to jointly or mutually offer services to the customer;
  • Marketing photographs and/or videos of properties (without human presence), which may be published on SolarXPro’s website or social media.

10. Legitimate Interests of SolarXPro

Data processing in SolarXPro’s legitimate interests includes:

  • Conducting business in accordance with legal requirements, including direct marketing;
  • Service provision;
  • Billing management;
  • Customer identity verification;
  • Compliance with contractual obligations;
  • Preservation of commercial information for specific periods;
  • Service development and improvement;
  • Collaboration agreement preparation, negotiations, and formalization;
  • Monitoring and prevention of illegal activities, including fraud;
  • Protection of SolarXPro’s rights and interests in legal matters;
  • Business and financial management, accounting, and analysis.

11. Data Recipients

Customer data may be disclosed to:

  • SolarXPro’s partners, such as BALTA Insurance, banks, etc.;
  • SolarXPro’s contracted data processors for service support, such as IT service providers;
  • State authorities performing their legal functions;
  • Authorized auditors, legal and financial consultants;
  • Debt collection companies and other third parties if SolarXPro transfers rights and obligations.

Data may be transferred outside the EU/EEA if necessary for service provision or at the customer’s request. Such transfers will be safeguarded in accordance with GDPR requirements.

12. Data Retention Period

Generally, personal data is stored until:

  • Legal obligations are fulfilled (e.g., accounting requirements);
  • Customer consent is withdrawn (if processing is based on consent);
  • The specific processing purpose is achieved.

In certain cases, longer retention may be allowed to protect legitimate interests, such as in legal proceedings. Once retention periods expire, data will be securely deleted or anonymized.

13. Data Protection Measures

SolarXPro regularly reviews and enhances security measures to protect data from unauthorized access, loss, disclosure, or destruction using modern technologies. Customers are encouraged to follow general security and data protection guidelines for personal devices. SolarXPro is not responsible for unauthorized data access or loss due to customer negligence.

In the event of a data breach that poses a high risk to customer rights and freedoms, SolarXPro will notify affected individuals or publish the information on its website if possible.

14. Data Subject Rights

The data protection regulations grant individuals various rights regarding their personal data. To exercise these rights, a written application must be submitted. SolarXPro will identify the individual and respond within one month, extendable by two months if necessary due to complexity.

Rights include:

  • Access to personal data: Customers can request confirmation of data processing and a copy of the data being processed.
  • Rectification: Customers can request correction of inaccurate or outdated data.
  • Withdrawal of consent: Customers can withdraw consent at any time. However, this will not affect processing before withdrawal.
  • Erasure: Under certain conditions, customers can request data deletion unless prevented by legal obligations.
  • Restriction of processing and objection: Customers can request restrictions or object to data processing in specific circumstances.
  • Data portability: Customers may request their data for transfer to another controller.
  • Automated decision-making: SolarXPro does not engage in automated decision-making using customer data.
  • Right to lodge a complaint: Customers can contact SolarXPro with concerns but also have the right to contact the Data State Inspectorate or a court.

15. Data Processing for Job Applicants

SolarXPro may process the following data for job applicants:

  • Identification data (name, surname, personal ID number);
  • Contact details (address, email, phone);
  • Qualification details (education, experience, CV);
  • Recommendations (with applicant’s consent);
  • Data created in the selection process (tests, interview information);
  • Bank account (if an employment offer is made);
  • Other data voluntarily submitted by the applicant.

Data processing purposes:

  • Selection and assessment of applicants;
  • Communication with applicants;
  • Preparation of employment contracts if an offer is extended.

The legal basis includes consent, legitimate interest in recruiting the best talent, and contractual obligations.

Applicant data is retained for six months after the end of the relevant competition.

This document provides a comprehensive English translation of SolarXPro’s Privacy Policy.