Privacy | Calisen

This Privacy Notice ("Notice") describes how Calisen Group (Holdings) Limited and its subsidiaries (collectively referred to as "Calisen", "we" or "us") based at 5th Floor, 1 Marsden Street, Manchester M2 1HW collects, uses and shares personal data collected in the context of our websites, business contacts, suppliers, current and prospective customers who use our products and services or users affected by our services (together referred to as "you" or "your").

This Notice also explains your ability to edit, update, correct or delete your personal data and the security procedures that we have implemented to protect personal data.

In this Notice you can find more about:

What personal information we collect, when and why we use it
How we share personal information within the Calisen group of companies, with our service providers, and regulators
How we protect and store personal information
Cookies
Legal rights available to help manage your privacy
How you can contact us for more support

Updates
We may amend this privacy notice from time to time to keep it up to date with legal requirements and the way we operate our business, and will place any updates on this webpage. Please regularly check these pages for the latest version of this notice. If we make fundamental changes to this privacy notice, we will seek to inform you by notice on our website or by email.

Third Party Websites
You might find external links to third party websites on our website. This privacy notice does not apply to your use of a third party site. You should read the privacy notice on that site.

Important information about Calisen
Calisen Group (Holdings) Limited is the parent company for Lowri Beck Holdings Limited and Calvin Capital UK Limited. The Calisen entity responsible for your personal data will be the member of Calisen that originally collects information from or about you. This will be explained in separate privacy notices.

You should also be aware that this Notice describes how Calisen entities collect, use and share personal data in that entity's capacity as a controller, on its own behalf. Where a Calisen entity is processing personal data on behalf of another third party, for example, where Lowri Beck may be using address details of homeowners to be able to carry out meter readings, it will be doing so on behalf of the third party energy supplier. You may therefore also find it helpful to review the privacy notices of particular energy supplier(s).

When we collect information
We collect information about you if you:

purchase our services (Customers);
work with us as a business partner (Business Partners);
are affected by our services (Users);
use our website or online services (Website Users);
employees (Employees);
job applicants (Applicants);

collectively ("you")

Customers
If you purchase services from Calisen, you may be asked to provide the following personal information about you, as a representative of a company and about your company: first and last name, suffix, credentials, telephone number, facsimile, email address, job title, mailing address, billing address and details, type(s) of service ordered, site specific details, name and address of company, name and address of relevant company officers.

Calisen will use such personal information to process your order, deliver the service ordered, provide customer care services, to maintain our client relationship management systems, to detect, investigate, report and seek to prevent fraud and anti-money laundering, for example through know-your-customer checks, AML screening and other identity checks. We may also need to conduct credit and fraud checks on business customers and certain officers of your business, such as your directors.

Business Partners
If you work with us as a Business Partner or a service provider, we will collect personal information from you such as your business details or your employees or representatives first and last name, suffix, credentials, telephone number, facsimile, email address, job title, mailing address, billing address and details, type(s) of services provided.

Most of the personal information is obtained directly from you. Some of your personal information may be obtained from other sources for instance, credit reference agencies.

We use this information to review / assess your suitability as a Business Partner or service provider, to comply with our legal obligations, to detect investigate, report and seek to prevent fraud and anti-money laundering, for example through know-your-customer checks, AML screening and other identity checks and to meet our obligations under any contracts we have with you, we may also need to conduct credit and fraud checks on your business and certain officers of your business, such as directors.

Users
As part of providing certain services to a Customer, Calisen may have to process personal data about you (as applicable depending on the specific service provided): name, address, telephone number and in certain circumstances, health information (e.g. we may receive information regarding disability status if it may be helpful to allow us to properly carry out a meter reading at a homeowner's property).

Most of this personal information is obtained from our Customer and is processed by us in the context of providing our services to our Customers. If you provide us with any information we will pass this to our Customer because we are holding that information on their behalf. We need to process your personal information because the services provided have an impact on you. You should review the privacy notices of your energy supplier.

Website Users
Where you use our website, we will collect certain metadata by the use of cookies and other tracking devices that results from the use of our website, such as referral page, date and type of access, type of web browser, IP address, geographical location as determined by your IP address, operating system and interface, language and version of browser software, session information (such as download errors and page response time). This information enables you to have access to our website and we use the metadata to improve the quality of our website by analysing the usage behaviour of our users. See below for more information about how we use cookies and other tracking devices.

If you commence direct communication via a website enquiry form, by telephone or by writing to us, you name and contact details (e.g. email address or telephone number), the nature of the enquiry and your message will also be collected and processed in order to respond to your query and to improve our services. We may use a third party email administrator to handle email enquiries.

Employees
We have an employee privacy notice that is available to all staff to inform them about how we handle their personal information.

Applicants
From time to time we recruit new employees. We may use a third party agency, third party job boards to handle this process or directly through our website.

We will use the information that you provide to us through your Curriculum Vitae or the application form ("CV") to assess your suitability for the role you have applied for. As part of our recruitment process we may carry out a Office of Financial Sanctions Implementation search and/ or a Disclosure & Barring Service check.

There are no fully automated decisions made during the recruitment process.

We will invite a selection of applicants to an interview to assess in more detail the candidate(s) most suited to the role(s) on offer.

We will also use the personal information supplied on the application form for Equal Opportunities monitoring.

Legal basis for using your personal information
We will only collect, use and share your personal information where we are satisfied that we have an appropriate legal basis to do this. This may be because:

the processing is necessary for the performance of a contract to which you are a party or in order to take steps at your request prior to entering into a contract. For example, where you purchase our services we will collect your payment information to process your payment. We collect your email address and phone number to provide you with service updates and to answer any of your queries;
the processing is necessary for compliance with a legal obligation to which we are subject to. For example, in order to set you up as a business customer or business partner, we are obliged to carry out certain know-your-customer checks to prevent money laundering and fraudulent activities. This will involve the collection and verification of your personal information, checking your information against public sources in order to ensure that we are dealing with reputable businesses;
the processing is necessary for the purposes of our legitimate interests as a commercial organisation, except where such interests are overridden by your interests or fundamental rights and freedoms. For example, we need certain personal and company information such as names and contact details of company representatives and officers, in order to assess your suitability as either a business partner or a customer, conduct due diligence on our customers and provide customers with our services.

There will be instances where the provision of your personal information will be necessary to enter into a contract with Calisen or to receive our services as requested by you.

However, unless otherwise specified, not providing your personal information will not result in legal consequences for you.

If you would like to find out more about the legal basis for which we process personal information, please contact us following the details below.

We share your personal information in the manner and for the purposes described below:

Within the Calisen group of companies. Your personal data will be received by other Calisen entities where such disclosure is necessary to provide you with our services or to manage our business e.g. shared support function resourcing i.e. Legal support, IT support etc.
With third parties who help manage our business and deliver services. To provide the services, including fulfilling contractual obligations to our customers, performing administrative activities in connection with our services, Calisen engages external service providers such as fulfilment providers, legal services providers, website service providers, IT support service providers, delivery service providers, email administrators, payment processors and customer service providers. When providing such services, the external service providers have access to and process your personal information.
With third party regulators / enforcement bodies. To comply with legal and professional obligations, to cooperate with regulatory bodies, and to exercise, defend or protect our legal rights (or those of our Customers or third parties), Calisen may share personal information with law enforcement agencies, (e.g. police), industry bodies (e.g. the Health and Safety Executive, Gas Safe, The Department for Business Energy & Industrial Strategy, the Information Commissioner's Office), certifying bodies who ensure the quality of our services (e.g. EUSR, MOCOPA, Examining bodies), regulatory bodies / investigators.
If, in the future, we sell or transfer some or all of our business or assets to a third party, we may disclose information to a potential or actual third party purchaser of our business or assets in accordance with applicable law.

Please be aware occasionally transfer personal information to trusted third parties who are in countries outside the European Economic Area. Where this is necessary, we ensure that any such transfers are governed by the standard contractual clauses for the transfer of personal data to third countries pursuant to the EU General Data Protection Regulation.

Security
We have implemented and maintain appropriate technical and organisational security measures, policies and procedures designed to reduce the risk of accidental destruction or loss, or the unauthorised disclosure or access to such information appropriate to the nature of the information concerned.

Measures we take include:

placing confidentiality and contractual requirements on our staff members and service providers;
destroying or permanently anonymising personal information if it is no longer needed for the purposes for which it was collected;
following strict security procedures in the storage, retention and disclosure of your personal information to prevent unauthorised access to it;
using secure communication transmission software (known as "secure sockets layer" or "SSL") that encrypts all information you input on our website before it is sent to us. SSL is an industry standard encryption protocol and this ensures that the information is reasonably protected against unauthorised interception; and
protecting our own systems against potential attack from outside threats by using virus, software and malware protections, giving layered protection of our VPN and communication devices.

Note: As the security of information depends in part on the security of the computer you use to communicate with us and the security you use to protect User IDs and passwords, please take appropriate measures to protect this information.

Storing your personal information
Your personal information will be retained as long as it is required for the purposes for which the data is collected e.g. as necessary to provide you with the services requested. Once our contractual relationship with you comes to an end, you may request that we remove your personal information unless statutory retention requirements apply (such as for taxation purposes) or in order to fulfil regulatory requirements.

We also retain your personal information if needed to establish, exercise or defend a legal claim.

We will take steps in accordance with applicable legislation to keep your personal data accurate, complete and up-to-date.

Depending on the purposes of the processing, you have certain rights in relation to your personal information.

If you are a User and your personal information has been collected by us as part of our provision of services to our Customers (i.e. your energy suppliers), then we can only act on the instructions of our Customers, and you may consider it helpful to consult your energy supplier directly.

You have the following rights over your personal information:

the right to access the personal information that we hold about you,
to correct any incorrect information that we hold about you,
to object to us processing your personal information, if we are not entitled to use it anymore,
to have your information deleted if there is no compelling reason to continue processing it, or have its processing restricted in certain circumstances. There are however a number of exceptions to this where we are required to retain information under our contractual obligations to our Customer (the energy supplier), by law, required to retain data by our regulators or required to retain data to exercise or defend a legal claim,
to receive a copy of your information so that you can transfer it to a third party.

If you would like to exercise any of these rights, please contact us at co.sec@calisen.com

Before providing personal information to you or another person on your behalf, we may ask for proof of identity and sufficient information about your interactions with us so that we can locate and verify your personal information. Normally such request are free of charge however, we reserve the right to charge a fee where permitted by law, for instance if your request is manifestly unfounded or excessive.

We may not always be able to fully address your request, for example, where we hold your information on behalf of our Customer, in which case we will advise you to contact your energy supplier (our Customer), if it would impact the duty of confidentiality we owe to others, or if we are legally entitled to deal with the request in a different way.

You have a right to lodge a complaint with the Information Commissioner's Office if you have concerns about how we are processing your personal information (further information, including contact details, is available at https://ico.org.uk).

We ask that you please attempt to resolve any issues with us first, although you have a right to contact your supervisory authority at any time.