Privacy policy

Heating Ways OÜ

Effective from 18 July 2022

These personal data processing terms (the “Terms”) set out the principles for processing personal data by Heating Ways OÜ (registry code 14071274, address Mäeotsa tee 56, Päri village, Viljandi municipality, Viljandi county, 71023, Estonia, website tarksoojus.ee; “we”), acting as the controller of the personal data of the data subject (“you”).

When acting as a processor, we act in accordance with the data processing agreements between us and the controllers and with applicable law. In addition to ensuring that personal data is processed in accordance with relevant legislation when we act as a controller, we keep all other information disclosed to us that is subject to confidentiality obligations confidential (subject to any applicable exceptions) and secure.

Please read the Terms carefully before using the website and entering into a contract with us. If you do not agree to the Terms, please stop using the website or do not enter into a contractual relationship with us.

We may update the Terms from time to time, notifying you on our website and/or by email.

1. CATEGORIES OF PERSONAL DATA

To achieve the purposes set out in the Terms, we process some or all of the following personal data. The exact data processed varies in each case, but we always follow the principle of processing only as much personal data as is necessary for the purpose:

• first name and surname;

• personal identification code;

• address for delivery of goods and installation of equipment;

• email address;

• telephone number;

• payment instrument details;

• payment history, information about outstanding debts and similar information;

• data relating to creditworthiness assessment (bank statements, credit reports);

• purchase history;

• remotely read data relating to the customer’s use of equipment to ensure that equipment and services function (e.g. consumption costs, error codes and user-selected settings);

• records of consent to and objections to direct marketing;

• other personal data that becomes known to us in the normal course of providing services or communicating with individuals.

We also collect non-personal information, including the length of website visits, numbers of clicks and user behaviour, solely for analysis and to make the website easier to use. We use only secure services, such as Google Analytics. We also prepare relevant statistical summaries for business purposes; in this process, your personal data is converted into non-personal data and stored securely.

2. PURPOSES AND LEGAL BASIS OF PROCESSING

We process personal data where necessary to enable use of the website (including the online shop) or to fulfil our contractual obligations to you. We process your: (i) name, personal identification code, contact details and address to prepare and manage contracts and orders, provide services and goods, and install and deliver goods; (ii) payment instrument details to enable payment for services and goods and refunds; (iii) payment history and debt information to manage the customer relationship and billing. We also process your personal data to send communications about contractual relationships, including responding to your comments, questions and requests.

If you call or email us, we process your personal data (including retaining emails and recording calls where you have been notified) to answer your enquiries and improve customer service. In this case, processing is based on our legitimate interest in providing effective customer support.

Based on our legitimate interests, we process creditworthiness assessment data, such as credit reports about you (e.g. taust.ee and accountscoring.com) and bank statements you share with us. We process creditworthiness data solely to assess the reliability and ability to pay of potential customers.

Based on our legitimate interest, we also process purchase history (purchase date, goods, quantity and customer details) to prepare overviews of goods and services and analyse customer preferences.

We may also process your personal data to comply with legal obligations, for example to protect personal data, retain it for any period necessary to meet legal requirements (e.g. accounting) and comply with other obligations under applicable law.

We may process your personal data in the event of a dispute between us to protect our legitimate interests.

With your consent, we process your personal data to email newsletters, blog updates, advertising, marketing and other information. You can unsubscribe from these mailing lists at any time by clicking the relevant button in the email footer.

We always ask for your prior explicit consent if we use personal data for purposes not set out in the Terms. You may withdraw this consent at any time.

3. SECURITY MEASURES

We process personal data only where a legal basis exists and only for lawful purposes. We use security measures and store personal data in a manner that ensures its security and confidentiality. Access is limited to persons who need it for their duties or to whom disclosure is permitted under the Terms or legislation.

We implement appropriate physical, organisational and IT security measures to protect personal data against accidental or unlawful destruction, loss, alteration, unauthorised access and disclosure.

Personal data is stored on servers located in European Union Member States or countries within the European Economic Area. Data may be transferred to countries whose level of data protection the European Commission has found adequate.

We are not responsible for misuse of your personal data caused by malware on your device.

4. RECIPIENTS

We may disclose and transfer personal data without your prior consent to processors acting on our behalf under appropriate data processing agreements, including equipment installers, suppliers and sellers, product and service developers, credit registers, accountants, IT solution/development, hosting and analytics providers, transport providers and instalment payment providers. We also transfer data to comply with legal obligations. To protect our rights, we may disclose personal data to third parties, including payment default registers and other debt recovery providers, legal advisers and auditors.

We may give marketing service providers (digital marketing, direct marketing, campaigns and special offers), such as Facebook, access to personal data collected and stored during our marketing campaigns. In that case, the marketing service providers act as processors authorised by us.

A detailed list of our authorised processors and their processing activities is provided below:

5. ERASURE AND RETENTION

We retain personal data only for as long as necessary to achieve the purposes described in the Terms, protect our rights or comply with legal obligations. We restrict processing of your personal data and process it only as needed.

Personal data is retained for up to 5 years after the customer relationship ends, except data relating to performance of the customer contract (including debts), which is retained for up to 10 years after the relationship ends. After these periods, the relevant personal data is erased unless processing is necessary in the circumstances to protect our legitimate interests, for example in contractual or other disputes between us (including an ongoing dispute). After these periods, we may also anonymise the data so that it is no longer considered personal data.

To meet accounting requirements, we retain accounting source documents for 7 years from the end of the financial year in which they were recorded.

After the customer relationship ends, we may continue to process personal data for direct marketing with the customer’s prior consent until that consent is withdrawn. If a person objects to direct marketing (withdraws consent) and no other legal basis exists, we retain the information necessary to comply with the prohibition on sending direct marketing.

During and after our contract, we may process non-personal data (including data irreversibly transformed so that it cannot be associated with an identifiable individual), and allow partners to process it, to develop our services and solutions and for statistical analysis.

6. YOUR RIGHTS

You may ask us at any time for information about processing your personal data. Under applicable law, you have or may have the right to:

• request erasure of your personal data;

• request rectification of your personal data;

• request restriction of processing, although this may prevent you from using our website or services in full;

• object to the use of your personal data;

• receive your personal data in a structured, commonly used, machine-readable format and transmit it to another controller.

Where processing is based on consent, you may withdraw consent at any time, after which the processing will cease. This does not affect processing already carried out. We respond to requests as quickly as possible, taking statutory deadlines into account.

7. COOKIES

We use cookies on our website. Cookies are small text files stored on a visitor’s device by the browser when visiting a website. They remember you and your preferences so we can provide relevant information and recommendations and improve your experience. Some cookies are essential for the website to function. We also use cookies to analyse website traffic, subject to your consent. You can disable cookies in your browser settings. The cookies we use do not identify individuals. We may share website usage data with our social media and advertising partners and analysts, who may combine it with other data available to them.

8. NEWSLETTER TERMS

Heating Ways OÜ (TarkSoojus) uses the email address provided at signup to send advice and offers only with your voluntary consent. You must select the consent checkbox yourself. Sending a quote request or reading the free checklist does not require a newsletter subscription.

We use Hostinger Reach to send newsletters and manage subscribers. We process your email address and information relating to signup and consent. You can withdraw consent at any time using the unsubscribe link in an email or by writing to info@tarksoojus.ee. This does not affect the lawfulness of processing before withdrawal. After unsubscribing, we may retain information needed to ensure no further messages are sent. The service provider’s privacy terms: Hostinger privacy policy.

9. ENQUIRIES AND COMPLAINTS

For questions or complaints about personal data processing, please contact us (Heating Ways OÜ: info@tarksoojus.ee, +372 5300 3993) or the Estonian Data Protection Inspectorate (info@aki.ee; +372 627 4135).

Contact

info@tarksoojus.ee

+372 5300 3993

Service areas in Estonia

• Harjumaa

• Raplamaa

• Järvamaa

• Viljandimaa

• Tartumaa

• Läänemaa

• Saaremaa

• Hiiumaa

• Pärnumaa

• Võrumaa

Social media

Heating Ways OÜ

14071274

EE101890054