Fernox seeks to ensure that it retains only data necessary to effectively conduct its water testing services and comply with heating industry OEM product warranty guidelines where applicable.

Fernox strives to ensure that water testing data is only retained for the period necessary to fulfil the purpose for which it was collected and is fully deleted when no longer required. This policy sets forth Fernox’s guidelines on water testing data retention and is to be consistently applied throughout the organization.

Scope

This policy covers all data collected by Fernox and stored on Fernox owned or leased systems for the purpose of water testing, regardless of location. It applies to both data collected and held electronically (including photographs) and data that is collected and held as hard copies or paper files. The need to retain certain information may be mandated by law, regulations, and legitimate business purposes, as well as the EU General Data Protection Regulation (GDPR).

Reasons for Data Retention

Fernox retains only that data that is necessary to effectively conduct its water testing services and comply with applicable laws and regulations.

Reasons for data retention include:

• User account creation within the Fernox Water Test App
• Matching both paper-based and digital submitted (via the Fernox Water Test App) to a user’s account.
• Providing water testing results via email upon a water samples laboratory testing completion.
• User report and analytics within the Fernox Water Test App or web portal (fernoxwqt.com)
• Providing ongoing service to the data subject (e.g. sending a platform update notification, or security event notification)
• Intellectual property preservation

Data Retention Durations

Data Duplication

Fernox seeks to avoid duplication in data storage whenever possible, though there may be instances in which for programmatic or other business reasons it is necessary for data to be held in more than one place. This policy applies to all data in Fernox’s possession, including duplicate copies of data.

Data Destruction

Data destruction ensures that Fernox manages the data it controls and processes it in an efficient and responsible manner. When the retention period for the data as outlined above expires, Fernox will actively destroy the data covered by this policy.

If an individual believes that there exists a legitimate business reason why certain data should not be destroyed at the end of a retention period, he or she should notify Fernox of this by emailing digital@fernox.com. Any exceptions to this data retention policy must be approved by Fernox’s Digital Manager in consultation with legal counsel.

Users can request a complete deletion of the water testing data by clicking here.

Data Sharing Agreements

A user cannot request their data to be destroyed when a data sharing agreement is in place with the user’s employing / contracting business. This is to protect data submitted by the user as part of the duties they have been assigned by the employer/contracting business. The registered signers of the data sharing agreements can request a partial or complete deletion of the data covered within the terms of the unique agreement.

For more information on data sharing agreements, please email digital@fernox.com.