At VS Solar Service. (including its subsidiaries or affiliated companies, are also referred to in this policy as ‘VS Solar Service’, ‘we’ or the ‘Company’), We understand that you are trusting us with confidential information. We believe that you have a right to know our practices regarding the information we collect and use when you use our service or interact with us in any manner.
VS Solar Service is a cloud-based web platform that enables organizations to manage their design specific requirements in the Solar industry. VS Solar Service Mobile Apps are also part of the same offering. Also, VS Solar Service operates https://www.vssolarservice.com website.
A User may be either an entity, for example, an employer who has executed an agreement with VS Solar Service or with VS Solar Service’s resellers or distributors who provide VS Solar Service’s services (“Customer “) or a Customer’s users, for example, a Customer’s employees, of the Services or users of the Website (“End User(s)“) (Customer and End User shall collectively be referred to as “Users” or “you“).
For the purposes of GDPR or European Economic Area data protection law (the “Data Protection Law “), the data controller of the data processed through the Service is the Customer, who makes available and permits End Users or anyone on its behalf to access and use the Service. For data retained through the website or data processed not through the Service (i.e., contact details of potential customers for the purpose of engagement with VS Solar Service), VS Solar Service is the controller (the “Controller”).
Information we collect and how we use it
The first type of Data is non-identifiable and anonymous information (“Non-personal Information”). We are not aware of the User’s identity from the collected Non- Personal Information. Non-Personal Information is any unconcealed information available to us while Users are using the Service or the Website. Non-personal Information which is gathered consists of technical information and behavioural information and may include the User’s Internet protocol (IP) address used to connect your computer to the Internet, your uniform resource locators (URL), operating system, type of browser, browser plug-in types and versions, screen resolution, Flash version, time zone setting, the User’s ‘click-stream on the Website and Services, the period of time the User visited a specific page on the Website or Service and methods used to browse away from a page.
We generally collect and process the following types of Personal Information:
Personal Information which is gathered through the Service consists of personal details provided consciously and voluntarily by a Customer (Employer), End User or the Customer’s administrator or through your use of the VS Solar Service platform. This may include your name (first and last), nickname, phone number(s), address, country, city, postcode, your bank account details (bank name, account number, branch address), status in the system and the workplace, IP address and other unique identifiers, information the Customer chooses to collect and additional information the User may choose to provide to VS Solar Service and its employees.
We do not ask you to access or track any location-based information from your mobile device while downloading or using the Mobile Apps. However, if you are using the VS Solar Service Mobile App, your employer may enable location tracking technology for address fetching purposes.
When you express an interest in obtaining additional information about the Services, the Site, or Mobile Apps, VS Solar Service may ask you to provide your personal contact information, such as your name, email address, and phone number. This information is used to communicate with you by responding to your requests, comments and questions. The GDPR legal basis for processing this information is the legitimate interest in communicating with you and answering your questions.
When using the Mobile Apps, We may request access to your device’s camera and photo storage. This allows you to take and upload pictures, and such access would only be used in ways you choose. You may at any time revoke access at the device level. We do not access your device’s camera and photo storage without your permission. We use mobile analytics software to allow Us to better understand the functionality of Our Mobile Apps on your phone. This software may record information such as how often you use the application, the events that occur within the application, aggregated usage, performance data, and where the application was downloaded from. We do not link the information. We store the Personal Information you submit within the Mobile Apps within the analytics software. When you download and use the Mobile Apps, We automatically collect your device information such as operating system version, type, hardware usage statistics, etc. The GDPR legal basis for processing this information is our contractual obligation to your employer to perform our Services.
Data Collected as a Service Provider
VS Solar Service systems only collect information as per the Customer (employer’s) requirement. Our Master Subscription Agreement governs the delivery, access, and use of the Services and Mobile Apps, including the processing of Personal Information and data submitted through Services accounts. The Customer (e.g., your employer) controls their Platform and any associated client data. If you have any questions about specific Platform settings, the processing of Personal Information in the Platform, or its privacy practices, please contact the Customer administrator of the Platform you use. VS Solar Service uses customer data in accordance with the Customer’s instructions, applicable terms in the Master Subscription Agreement, Customer’s use of Services functionality, and as required by applicable law. Under applicable GDPR, VS Solar Service is a processor of Customer Data, and the Customer is the controller.
Sharing of your Information
At times, you may be able to access other Third-Party Services through the Site, for example, by clicking on links to Third-Party Services from within the Site. We are not responsible for the privacy policies and/or practices of these Third-Party Services, and you are responsible for reading and understanding those Third-Party Services’ privacy policies.
Information Shared with Our Service Providers.
We may share your information with third parties who provide services to Us. These third parties are authorized to use your Personal Information only as necessary to provide these services to Us. These services may include the provision of
(i) email services to send marketing communications,
(ii) mapping services,
(iii) customer service or support, and
(iv) providing cloud computing infrastructure
Information Shared with Our Sub-Processors
We employ and contract with people and other entities that perform certain tasks on Our behalf and who are under Our control, such as email service providers to send emails on Our behalf, mapping service providers, and customer support providers Our “Sub-Processors”). We may need to share Personal Information with Our Sub-Processors to provide Services to you. Unless We tell you differently, Our Sub-Processors do not have any right to use Personal Information or other information We share with them beyond what is necessary to assist Us. Transfers to subsequent third parties are covered by onward transfer agreements between VS Solar Service and each Sub-Processor. A list of VS Solar Service Sub-Processors that process the Personal Information of individuals located in the EU can be found here.
Information Shared with Our Sub-Processors
We employ and contract with people and other entities that perform certain tasks on Our behalf and who are under Our control such as email service providers to send emails on Our behalf, mapping service providers, and customer support providers Our “Sub-Processors”). We may need to share Personal Information with Our Sub-Processors in order to provide services to you. Unless We tell you differently, Our Sub-Processors do not have any right to use Personal Information or other information We share with them beyond what is necessary to assist Us. Transfers to subsequent third parties are covered by onward transfer agreements between VS Solar Service and each Sub-Processor.
Information Disclosed Pursuant to Business Transfers
Information Disclosed for Our Protection and the Protection of Others
In certain situations, we may be required to disclose Personal Information in response to lawful requests by public authorities, including national security or law enforcement. We also reserve the right to access, read, preserve, and disclose any information as We reasonably believe is necessary to
(i) satisfy any applicable law, regulation, legal process or governmental request
(iii) detect, prevent, or otherwise address fraud, security, or technical issues;
(iv) respond to user support requests; or
(v) protect Our rights, property, or safety.
Any Customer may request information regarding the storage and retention of data (“Audit”) by contacting U. VS Solar Service will make reasonable efforts to respond to the Audit in a reasonable time and subject to applicable law and to protect VS Solar Service’s trade secrets (Customer’s personnel may be required to execute non-disclosure agreements).
VS Solar Service retains data it processes on behalf of its Customers only for as long as required to provide the Service to its Customers and as necessary to comply with its legal obligations, resolve disputes and enforce its agreements. The data in VS Solar Service is backed up for system continuity purposes, and each backup file may be stored for 90 days.
Each User must keep the appropriate backup of its data. VS Solar Service is not responsible for any deletion of data or any breach to the database or any erroneous data unless otherwise agreed with the Customer.
After a termination of services by a Customer, an automated process begins that permanently deletes the data after 30 days. Once begun, this process cannot be reversed, and data will be permanently deleted.
Please note that some metadata and statistical information concerning the Use of the Service is not subject to the deletion procedures in this policy and so may be retained by VS Solar Service in an anonymized manner for no more than required to conduct its business. You will not be able to be identified from this data.
Anonymized aggregated data may be retained by VS Solar Service for as long it is required to provide its services. Contracts and billing information may be retained as required by VS Solar Service but at least five years from termination or expiration of the relationship with the applicable Customer or party.
Customers may retain Personal Information and other Data about an End User which the Controller owns and the End User may have no access to. If you have any questions about the rights of the Customer to retain and process your Personal Information, raise these queries directly with the Customer. You hereby agree not to assert any claim against VS Solar Service in this regard and waive any rights regarding such Data and Personal Information, including the right to view and control such Data and Information.
Your Rights Associated with Your Information
If we are storing your personal information, you have the following rights to your information based on the services and your region.
In the event that you have provided Personal Information to Us on our website VS Solar Service.com, We will provide you with information about whether we hold any of your Personal Information. You may access, correct, or request deletion of your Personal Information by contacting Us at support@VS Solar Service.com. We will respond to your request within a reasonable timeframe.
If located in the European Economic Area (“EEA”), you have the following rights regarding your Personal Information where we directly collected from you and that we control. (This does not apply to data collected by our customer organizations):
Right of Access
You can request details of your Personal Information We hold. We will confirm whether We are processing your Personal Information and We will disclose additional information including the types of Personal Information, the sources it originated from, the purpose and legal basis for the processing, the expected retention period and the safeguards regarding data transfers to non-EEA countries, subject to the limitations set out in applicable laws and regulations. We will provide you free of charge with a copy of your Personal Information but We may charge you a fee to cover Our administrative costs if you request further copies of the same information.
Right of correction
At your request, We will correct incomplete or inaccurate parts of your Personal Information, although We may need to verify the accuracy of the new information you provide us.
Right to be forgotten
At your request, We will delete your Personal Information if:
(i)it is no longer necessary for Us to retain your Personal Information;
(ii)you withdraw the consent which formed the legal basis for the processing of your Personal Information;
(iii)you object to the processing of your Personal Information (see below) and there are no overriding legitimate grounds for such processing;
(iv)the Personal Information was processed illegally;
(v)the Personal Information must be deleted for Us to comply with Our legal obligations.
We will decline your request for deletion if the processing of your Personal Information is necessary:
(i)for Us to comply with Our legal obligations;
(ii)for the establishment, exercise or defence of legal claims; or
(iii)for the performance of a task in the public interest.
Right to restrict processing
At your request, We will restrict the processing of your Personal Information if:
(i)you dispute the accuracy of your Personal Information;
(ii)your Personal Information was processed illegally and you request a limitation on processing rather than the deletion of your Personal Information;
(iii)We no longer need to process your Personal Information, but you need your Personal Information in connection with the establishment, exercise or defence of a legal claim;
(iv)Or you object to the processing of your Personal Information (see below) pending verification as to whether an overriding legitimate ground for such processing exists.
We may continue to store your Personal Information to the extent required to ensure that your request to restrict processing is respected in the future.
Right to data portability
At your request, We will provide you free of charge with your Personal Information in a structured, commonly used and machine readable format, if:
(i)you provided Us with your Personal Information;
(ii)the processing of your Personal Information is required for the performance of a contract;
(iii)or the processing is carried out by automated means.
Right to object
Where We rely on Our legitimate interests (or that of a third-party) to process your Personal Information, you have the right to object to this processing on grounds relating to your particular situation if you feel it impacts on your fundamental rights and freedoms. We will comply with your request unless We have compelling legitimate grounds for the processing which override your rights and freedoms, or where the processing is in connection with the establishment, exercise or defence of legal claims. We will always comply with your objection to processing your Personal Information for direct marketing purposes.
Right Not to be Subject to Decisions Based Solely on Automated Processing
You will not be subject to decisions with a legal or similarly significant effect (including profiling) that are based solely on the automated processing of your Personal Information unless you have given Us your explicit consent or where they are necessary for the performance of a contract with Us.
Right to Withdraw Consent
You have the right to withdraw any consent you may have previously given Us at any time. In order to exercise your rights in this section, We may ask you for certain identifying information to ensure the security of your Personal Information. To request exercising any of the above rights, please email Us at support@VS Solar Service.com. We will respond to your request within 30 days or provide you with reasons for the delay.
Usually, We will not charge you any fees in connection with the exercise of your rights. If your request is manifestly unfounded or excessive, for example, because of its repetitive character, We may charge a reasonable fee, taking into account the administrative costs of dealing with your request. If We refuse your request We will notify you of the relevant reasons.
Last Revised: June 14, 2021