Privacy Policy

Introduction

This website is operated by Equix Energy Services, LLC, and the developer name printed on this site is Equix Energy. The company designs and runs operations support for community wind and solar fleets, combining a watching desk with field crews who walk the rows and file the output. Because that work depends on records about equipment, sites and the people who own them, this page sets out exactly how information is handled.

The policy is written in plain English and it avoids quotation marks so that the text reads cleanly in any device or translation tool. It covers the website, the contact form, the telephone desk and the project files produced during service. It should be read before sending personal information to the desk, and it should be read again when a service relationship begins, because a contract may add terms that are specific to a project.

The desk applies a simple test to every question about data. Could the owner explain this decision to a board member without embarrassment. If the answer is no, the practice is changed. That test sits behind every section below, and it is the reason the policy explains not only what is collected but also how long it is kept and who may see it.

What This Policy Covers

This Privacy Policy explains how Equix Energy Services, LLC collects, uses, stores and shares information in the course of running community wind and solar operations. It applies to this website, to the desk telephone line, to email correspondence with the desk and to the field records produced during service work.

The policy is written for owners, board members, installing electricians, utility reviewers and website visitors. It is not a policy for any other company. Where a project contract contains privacy terms of its own, those terms govern the contracted work and this policy explains the general practice of the desk.

Who We Are and How to Reach Us

Equix Energy Services, LLC is a computer integrated systems design and technical services firm providing operations support for community wind and solar fleets. The developer name used for this website is Equix Energy.

The company is registered at Equix Energy Services, LLC, 46 S Rolling Meadows Dr, Fond Du Lac - 54937-9802, United States (US). Questions about this policy can be sent to sales@equixenergy.lol or raised by telephone on +17079182544 during business hours.

Information You Give Us Directly

We collect information that you choose to send to the desk. This includes your name, your email address, your telephone number, the name of your organisation, the site address of a project and the content of your message. When you use the contact form, the information is prepared in your own mail application and is only received by the desk when you choose to send it.

We also collect information sent during a service relationship, including equipment lists, meter data, interconnection documents, photographs taken on site and notes written on round sheets and wash logs.

Information Collected Automatically

This website is served as static files. It does not set advertising cookies and it does not build a profile of visitors across other sites. The hosting provider may record standard server log entries such as the requested page, the time of the request, the referring page and the general region indicated by an internet address.

Those log entries are used for security, capacity planning and fault diagnosis. They are not combined with your contact form content and they are not sold to any third party.

Why We Use Your Information

Information is used to reply to enquiries, to prepare service proposals, to schedule rounds, washes, swap runs, filing work and repair windows, to produce output reports and to keep project records that owners, boards, lenders and utilities may ask to see.

We also use information to improve the service plan for a site, to check that safety procedures were followed and to answer questions that arise long after a visit. Where information is used for a purpose beyond the list above, the reason will be explained at the time of collection.

Legal Grounds for Processing

For visitors in jurisdictions that require a stated legal ground, the desk relies on one of four grounds depending on the activity. Consent applies where you have asked to be contacted. Contract performance applies where information is needed to deliver a service that has been agreed. Legitimate interest applies to security logs and to the ordinary administration of a service relationship. Legal obligation applies to records that must be retained under tax, safety or utility rules.

Field Records and Project Files

Service work produces written records. Round sheets, wash logs, swap sheets, repair sheets and output reports are stored in a project folder. Photographs are stored against the unit number so that a future reader can tell which piece of equipment was pictured and on what date.

These records may contain the name of a site contact, the location of a turbine or solar block and the readings of meters. They do not contain payment card numbers because the desk does not accept card payments through this website.

Sharing with Service Partners

Information may be shared with the parties needed to deliver a service. This includes licensed electricians, rope access and lift crews, equipment suppliers, utilities, municipal reviewers and independent engineering reviewers. In each case the information shared is limited to what the task requires.

We do not sell personal information. We do not share project files with marketing companies. Where a partner is engaged, the desk asks that partner to keep records confidential and to use them only for the agreed task.

Sharing for Legal and Safety Reasons

Information may be disclosed where the law requires it, where a court order applies, where a regulator requests records within its authority, or where disclosure is needed to prevent harm to a person or to protect equipment from a serious hazard.

Where a disclosure is made for a safety reason, the desk will record the reason and, where the law allows, will tell the affected owner that a disclosure occurred and what was shared.

Data Retention

Project records are kept for as long as the service relationship continues and for a further period set by tax, safety and utility rules. Round sheets and output reports are typically kept for several years because they are needed to explain production history and to support future repairs.

Website enquiries that do not lead to a service relationship are kept only as long as needed to respond and to follow up once. After that period the message is deleted or placed in a closed file with restricted access.

How We Protect Information

Access to project folders is limited to desk staff and to field staff who need the records to do their work. Paper sheets are stored in the yard office and digital folders are protected by account controls on the desk network.

We keep backup copies so that records survive a hardware failure. Backups inherit the same access controls as the live folder. No system is perfectly secure, so staff are trained to report a suspected incident immediately and the desk follows a written response plan when one occurs.

Your Access and Correction Rights

You may ask what information the desk holds about you and may ask for a copy of it. You may ask for a correction where a record is wrong. You may ask for deletion where the information is no longer needed and no legal or contractual duty requires it to be kept.

Requests can be sent to sales@equixenergy.lol or raised by telephone. The desk will confirm the identity of the requester before releasing any file, because project records may contain information about more than one party.

Your Choices About Contact

You can choose the channel the desk uses to reach you. If you prefer email over telephone, say so and the desk will respect that preference. If you ask not to receive routine service updates, the desk will keep the essential notices only, such as safety alerts and filing deadlines.

You can also ask that a promotional message stop at any time. Because the desk does not run advertising campaigns, the volume of promotional contact is low, but the choice remains yours.

Cookies and Similar Technologies

This website does not place advertising cookies. It may use a small amount of browser storage if a feature is added later, and any such use will be described in this section before it goes live.

Some hosting providers use short lived cookies for security and load balancing. Those cookies are set by the provider, are not used to build a profile of your interests and expire quickly.

Children and This Website

The website and the service are intended for business use by adults. The desk does not knowingly collect information from children. If a parent or guardian believes that a child has sent information through the contact form, the desk will delete it on request.

This policy is written to be clear for families who live near a community energy project and who may read the website for general information, but the service itself is not directed to minors.

Links to Other Websites

The website may link to utility portals, municipal pages or equipment manufacturer documents. Those sites are run by other organisations and have their own privacy terms. The desk is not responsible for the content or the practices of any site it links to.

Changes to This Policy

This policy may be updated when the service changes or when the law changes. The date at the top of the page shows the most recent revision. Where a change is significant for owners, the desk will send a notice by email in addition to publishing the revised text.

Visitors are encouraged to read this page again when returning to the website after a long gap, because the section list may have been extended.

Telephone Calls and Messages

Calls to the desk telephone number may be logged with the date, the caller name and a short summary of the request. Messages left outside business hours are collected the next working morning. The log is used to make sure that every request receives a reply and to build a faithful service history.

Records of telephone calls are not used for marketing and are not shared with parties outside the service relationship except where a project file requires a record of the discussion.

Complaints and Contact for Privacy Questions

If you are unhappy with how information has been handled, write to sales@equixenergy.lol with the subject line Privacy question. The desk will acknowledge the message, investigate the matter and reply with a written explanation of what was found and what has been changed.

Where a complaint cannot be resolved directly, you retain the right to contact the relevant privacy authority in your jurisdiction. The desk will cooperate with any lawful investigation and will keep the complainant informed where the law permits.

Summary of Principles

Three principles sit above the detailed sections above, and they guide the day to day choices of the desk.

These principles are reviewed at the yearly desk meeting. If a practice on this website or in the field stops serving them, the practice is changed rather than the principle.

How to Exercise Your Rights

To ask for a copy of your information, a correction or a deletion, write to sales@equixenergy.lol with the subject line Privacy request. Include your name, the project you are connected to and the nature of the request. The desk will reply within ten working days with either the requested action or an explanation of why the action cannot be taken.

If your request concerns a round sheet or a wash log that is also a safety record, the desk may explain that the document must be kept for a period set by rule. In that case the file will not be deleted, but the personal details that are not needed for the safety purpose may be restricted or removed from the working copy.

You may appoint an authorised representative to act for you. The desk will ask the representative to confirm the appointment in writing and will verify your identity before releasing any personal information.

International Visitors

The desk is based in the United States and project records are stored on systems in the United States. If you contact the desk from another country, you understand that your message will be handled under United States practice and that the protections in your own jurisdiction may differ from those in this policy.

Where a project involves an owner outside the United States, the service contract will identify the location of record storage and the parties responsible for access. The desk will not transfer a project file to a partner in another country without the owner being told in advance and without a written reason being kept in the folder.

Security Incident Response

If the desk discovers that project records have been exposed, the response follows four steps. Access is stopped first, then the scope is established, then the affected owners are told what happened, and finally the cause is corrected and written into the desk procedure so that the same failure is harder to repeat.

Notices to owners are written in plain language and include the dates involved, the type of information affected and the steps the owner may wish to take. The desk does not wait for a full forensic report before sending the first notice, because delay serves no one and the owner has a right to act early.

Questions and Conclusion

The desk would rather answer a question early than correct a misunderstanding later. If any part of this policy is unclear, write to sales@equixenergy.lol or call +17079182544 and a member of the desk will explain the practice in plain terms.

Equix Energy Services, LLC thanks every owner, board member and partner who takes the time to read this page. A service that watches equipment closely should also watch its own records closely, and this policy is the written form of that promise.