Privacy Policy
Privacy Policy Overview
At ClearRay Solar, we're committed to protecting your privacy and ensuring you have a positive experience on our website. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our portal and e-commerce platform.
Information We Collect
Information You Provide Directly
When you create an account, place an order, or contact us, we collect:
- Account Information: Name, email address, phone number, company details, and billing/shipping addresses
- Payment Information: Credit card details (processed securely through PCI-compliant payment providers; we don't store full card numbers)
- Order Information: Items viewed, saved configurations, and order history
- Communications: Messages, emails, support tickets, and feedback you send us
Information Collected Automatically
When you browse our site, we automatically collect:
- Device Information: IP address, browser type, operating system, device model
- Usage Data: Pages visited, time spent on each page, links clicked, search queries
- Cookies: Session data, user preferences, analytics tracking (see our Cookies section below)
- Location Data: Approximate location derived from IP address, used for shipping and tax purposes
How We Use Your Information
We use the information we collect for:
- Order Processing: Fulfilling orders, processing payments, arranging delivery
- Account Management: Creating and managing your account, resetting passwords, supporting login
- Customer Support: Responding to inquiries, resolving issues, providing technical help
- Marketing Communications: Sending promotional emails, product updates, newsletters (only if you've opted in)
- Compliance: Meeting legal obligations, fraud prevention, and security
- Analytics: Understanding user behavior to improve our website and services
Lawful Basis for Processing
| Purpose | Lawful Basis |
| Process orders | Contract |
| Fraud prevention | Legitimate interests |
| Marketing emails | Consent |
| Accounting | Legal obligation |
| Customer support | Contract / Legitimate interests |
How We Protect Your Data
We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse or disclosure.
- Encrypted Transmission: Data transmitted via HTTPS
- Secure Servers: Data stored on secure infrastructure with restricted access
- Access Controls: Only authorized staff can access sensitive information
- Regular Reviews: We periodically review our security practices
- Data Breach Response: Where required by applicable data protection law, we will notify the Information Commissioner's Office and affected individuals following a personal data breach
Data Retention
We retain personal information only for as long as necessary for the purposes for which it was collected, including to satisfy legal, accounting and tax obligations. For example:
- Orders: Retained for 6 years
- Marketing data: Retained until consent is withdrawn
- Analytics data: Retained according to Google's data retention settings
Website Hosting & Data Processors
Our online store is hosted by Shopify Inc. Shopify processes certain personal information on our behalf to facilitate orders, payments, customer accounts and website functionality.
We use Google Analytics to understand how visitors use our website. Google Analytics collects information such as pages visited, device type and approximate location. This information helps us improve our website and customer experience.
Data Processors We Use
- Shopify (website hosting and e-commerce platform)
- Google Analytics (website analytics)
- Payment processors
- Courier companies
- Email providers
International Transfers
Some of our service providers may process information outside the United Kingdom. Where this occurs, we ensure appropriate safeguards are in place as required under UK GDPR.
Sharing Your Information
We may share your information with:
- Service Providers: Payment processors, shipping companies, email providers (under strict confidentiality agreements)
- Business Partners: Manufacturers and distributors (only as needed to fulfill orders)
- Legal Requirements: Courts, law enforcement, or government agencies if required by law
- Business Transfers: If ClearRay Solar is acquired or merges, your data may be transferred
We do NOT sell or rent your personal information to third parties for marketing purposes.
Your Rights
Under UK GDPR, you have the right to:
- Access: Request a copy of your personal data
- Rectification: Ask us to update or correct inaccurate information
- Erasure: Request we delete your data (subject to legal retention requirements)
- Restriction: Ask us to restrict how we process your data in certain circumstances
- Portability: Receive your data in a portable format
- Object: Challenge how we process your data
- Withdraw Consent: Withdraw consent at any time where processing is based on consent, including unsubscribing from marketing emails
- Complain to the ICO: Lodge a complaint with the Information Commissioner's Office
To exercise these rights, email us at privacy@clearraysolar.com with "Data Request" in the subject line.
Automated Decision Making
We do not make decisions based solely on automated processing that produce legal or similarly significant effects.
Cookies
What Are Cookies?
Cookies are small files stored on your device that help us recognize you, remember preferences, and analyze how you use our site.
Essential Cookies
Shopify uses cookies necessary for:
- Shopping basket
- Login
- Checkout
- Fraud prevention
Analytics Cookies
Google Analytics helps us understand:
- Pages viewed
- Visitor numbers
- Navigation
These are only used where required consent has been obtained.
Managing Cookies
You can control cookies through your browser settings. Disabling cookies may affect site functionality.
Third-Party Links
Our website may contain links to third-party sites. We're not responsible for their privacy practices. Always review their privacy policies before sharing information.
Age Restrictions
Our website is intended for individuals aged 18 or over purchasing solar equipment. We do not knowingly collect personal information from children.
Changes to This Policy
We may update this policy occasionally. We'll notify you of significant changes via email or a prominent notice on our site. Continued use of our services constitutes acceptance of the updated policy.
Contact Us
If you have questions about this Privacy Policy or our data practices:
- Email: privacy@clearraysolar.com
- Postal: ClearRay Solar, Privacy Officer, 17 Enterprise Court, Cramlington, NE23 1LZ, UK
- Data Protection Contact: privacy@clearraysolar.com
- Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
- Website: ico.org.uk