Privacy Policy

 

Energy Exemplar Pty Limited (ACN 1 20 461 71 6) and its subsidiaries and affiliates (collectively referred to as Energy Exemplar, us or we) is a global organization servicing clients around the world, including in Australia, the United Kingdom, Europe, Asia, Africa, North America, Central America and South America. We are committed to managing personal information in accordance with relevant local privacy and data protection laws which apply to us such as the Australian Privacy Principles under the Privacy Act 1988 (Cth), the General Data Protection Regulation (EU) 2016/679 (GDPR), the UK Data Protection Act of 2018, the UK GDPR, and other local applicable privacy laws.

This document tells you how we generally manage your personal information and is referred to as our Privacy Policy. In this Privacy Policy, "we", "us", and "our" refers to Energy Exemplar and "you" refers to any individual we collect personal information about.

This Privacy Policy applies to all personal information collected by us, or submitted to us, whether offline or online, including personal information collected or submitted through our website https://energyexemplar.com, through our official social media channel pages which we control (such as Our LinkedIn page), as well as through HTML-formatted email messages that we send to you.

ABOUT ENERGY EXEMPLAR

Energy Exemplar offers a range of software and other technology services to model, simulate and predict energy usage. Our software suite, headlined by PLEXOS™️ and Aurora, is used across the globe for a wide range of applications, from short-term analysis to long-term planning studies. We aim to continually develop novel approaches and more realistic simulations that enhance decision making, create market opportunities that benefit us all and enable utilities regulatory authorities to become smarter, more energy efficient and profitable.

WHO IS THE DATA CONTROLLER?

The entity responsible for the processing of your personal data (i.e., the data controller) for the purposes described in this Privacy Policy is Energy Exemplar Pty Ltd.

CONTACT US

If you have any questions about this Privacy Policy, the ways in which we collect and use your personal data or your choices and rights regarding such collection and use, please do not hesitate to contact us by email at dataprotection@energyexemplar.com

WHAT INFORMATION DOES ENERGY EXEMPLAR COLLECT ABOUT YOU?

Customers and prospective customers and other business partners

Our customers include:

  • consultants;
  • energy plant manufacturers;
  • energy regulators;
  • energy traders;
  • system operators;
  • utility providers;
  • policy makers;
  • research bodies;
  • government agencies and ministries for energy.

We generally deal directly with our customers (see above) and therefore collect any personal data directly from them. When your organization enquires about our products or services or when your organization becomes a customer of Energy Exemplar, or we otherwise do business with you (because you attend an event we host, work for one of our suppliers, or other business partners), a record is made which includes your personal information.

  • personal details such as your name, title, e-mail address, postal address and other business contact details (such as your LinkedIn profile);
  • personal data processed through social media platforms (e.g., LinkedIn) and social media plugins embedded in Energy Exemplar’s website. Energy Exemplar and LinkedIn are joint-controllers regarding insight data (e.g., data relating to how often a user visits the Energy Exemplar LinkedIn page, whether the user recommends the Energy Exemplar LinkedIn page, etc.) (Insight Data). However, Energy Exemplar and LinkedIn have agreed that LinkedIn takes primary responsibility under the GDPR and UK GDPR for the processing of the user’s Insight Data. This means that LinkedIn is primarily responsible for providing the user with information about the joint processing of the Insight Data and for enabling the user to exercise his or her rights under the GDPR and UK GDPR regarding Insight Data. For additional information about LinkedIn Insight Data please visit https://www.linkedin.com/help/linkedin/answer/a1338708/joint-controllership?lang=en;
  • geolocation information based on your interactions with us online;
  • information about your employer or an organization who you represent;
  • your professional details (such as your job title);
  • any additional personal information you provide to us, or authorize us to collect, as part of your interaction with Energy Exemplar; and
  • other contact details regarding our interactions and transactions with you and the organization you represent.

We also collect relevant information from third party sources such as LinkedIn and other professional websites.

USE OF SOCIAL MEDIA

If a user uses Energy Exemplar’s website with a login from a social media platform (e.g., a LinkedIn account), Energy Exemplar will process the user’s personal data available on this social media platform and information about the use of the social media platform.

Energy Exemplar sometimes facilitates the publication of personal data via social media platforms, such as LinkedIn. These social media platforms have their own terms of use and privacy policies which the user needs to take into account when active on social media.

WHAT HAPPENS IF YOU DON'T PROVIDE YOUR PERSONAL INFORMATION?

You can always decline to give Energy Exemplar any personal information we request, but that may mean we cannot provide you with some or all of the services you have requested, or we may not be able to do business with you effectively. If you have any concerns about personal information we have requested, please let us know using the contact details at the top of this Privacy Policy.

WHY DOES ENERGY EXEMPLAR PROCESS YOUR PERSONAL INFORMATION AND ON WHAT BASIS?

Energy Exemplar collects personal information reasonably necessary to carry out our business, to assess and manage our customer's needs, and to provide products and services. We also collect information to fulfil administrative functions associated with these services, for example billing, entering into contracts with you and/or third parties and managing customer and other business relationships.

We process your personal information for the following purposes:

  • responding to requests for information and other general inquiries about our products and services (for example when you request a demo and / or ask you join our mailing list), based on our legitimate interests to promote our business and deliver our products and services;
  • managing our relationship with you if you are a customer, supplier or other business partner, based on our legitimate interests to run our business as appropriate and deliver our products and services, and based on the necessity to comply with a legal obligation;
  • managing, planning, advertising and administering programs and events which may be of interest to you including user group meetings and training, based on our legitimate interests to promote our business;
  • benefiting from social media-related analytics, based on our legitimate interests to develop commercial activities and improve our products and services;
  • researching, developing and expanding our products and services, based on our legitimate interests to develop commercial activities and improve our products and services;
  • informing you of our activities, products and services, based on our legitimate interests to run our business as appropriate and deliver our products and services;
  • recruitment processes (including for contractors), based on the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract; and
  • responding to enquiries and complaints, based on our legitimate interests to manage our relationships with customers, vendors and other third-parties, and based on the necessity to comply with a legal obligation.

Energy Exemplar generally collects personal information directly from you. We collect and update your personal information over the phone, by email, over the internet or social media, or in person. We also collect personal information about you from other sources, for example:

  • our affiliated and related companies; and
  • third party suppliers and contractors who assist us to operate our business.

Energy Exemplar also collects and uses personal information for market research purposes and to innovate our delivery of products and services based on your consent.

 

VISITORS TO OUR WEBSITES

The way in which we handle the personal information of visitors to our websites is discussed below.

HOW DOES ENERGY EXEMPLAR INTERACT WITH YOU VIA THE INTERNET?

If you visit any of our websites (including www.energyexemplar.com) without specifically identifying yourself, the information we collect will be restricted to information your computer sends us as a routine part of web browsing (your IP address, information about your browser and computer and so on). Our legal basis for this processing is our legitimate interest in maintaining a web presence.

If you do identify yourself (for example, by logging onto a customer specific portal, a technical support portal or by providing your contact details in an enquiry), any personal information you provide Energy Exemplar will be managed in accordance with this Privacy Policy.

Energy Exemplar's websites make use of Google Analytics to look at how our websites are used. This is done by placing small text files, known as 'session cookies' on your device to collect information about how visitors use our websites. We use this information to compile reports and to help us improve our websites. The session cookies collect information in an anonymous form, including the number of visitors to our websites, where visitors have come to our websites from and the pages they have visited.

Energy Exemplar's websites may contain links to third-party websites. Energy Exemplar is not responsible for the content or privacy practices of websites that are linked to our website.

HOW DOES ENERGY EXEMPLAR HOLD INFORMATION?

Energy Exemplar stores information in paper-based files or other electronic record keeping methods in secure databases (including trusted third-party storage providers based in Australia and overseas). Personal information may be collected in paper-based documents and converted to electronic form for use or storage (with the original paper-based documents either archived or securely destroyed). We take reasonable steps to protect your personal information from misuse, interference and loss and from unauthorized access, modification or disclosure.

Energy Exemplar maintains physical security over paper and electronic data stores, such as through locks and security systems at our premises. We also maintain computer and network security; for example, we use firewalls (security measures for the Internet) and other security systems such as user identifiers and passwords to control access to our computer systems.

HOW LONG WILL YOUR PERSONAL INFORMATION BE KEPT BY ENERGY EXEMPLAR

We will only keep the personal information we collect about you for as long as is necessary for the purposes set out in this Privacy Policy or as required to comply with any legal obligations to which we are subject. The retention periods we apply take account of:

  • legal and regulatory requirements and guidance;
  • limitation periods that apply in respect of taking legal action;
  • our ability to defend ourselves against legal claims and complaints;
  • good practice; and
  • the operational requirements of our business.

We take steps to destroy or de-identify information that we no longer require or as required by an applicable law.

DOES ENERGY EXEMPLAR USE OR DISCLOSE YOUR PERSONAL INFORMATION FOR DIRECT MARKETING?

Where you are an existing customer of similar products and services from us, we have a legitimate interest in processing your personal information for promotional purposes and Energy Exemplar uses or discloses your personal information for the purpose of informing you about our services, upcoming promotions and events, or other opportunities that may interest you or as otherwise permitted under applicable privacy laws.

This means under certain privacy laws we do not usually need your consent to send you marketing communications such as our newsletter. However, where consent is required under applicable privacy laws, we will ask for this consent separately and clearly. If you do not want to receive direct marketing communications, you can opt-out at any time by contacting us using the contact details below or using the opt-out functionality contained in the electronic message.

If you opt-out of receiving marketing material from us, Energy Exemplar may still contact you if we have an ongoing relationship with you.

HOW DOES ENERGY EXEMPLAR USE AND DISCLOSE PERSONAL INFORMATION?

For customers and other business partners

The purposes for which we may use and disclose your personal information will depend on the reason we are interacting with you. For example, if you have engaged us to deliver our products and services to your organization, we disclose information about you to our service providers where required to provide your organization with the relevant products and services.

Disclosure to contractors and other service providers

Energy Exemplar discloses information to third parties we engage in order to provide our services, including contractors and service providers used for logistical services, data processing, data analysis, customer satisfaction surveys, information technology services and support, website maintenance/development, printing, archiving, mail-outs, and market research.

Personal information is also shared between related and affiliated companies of Energy Exemplar, located in Australia and overseas.

Third parties to whom we have disclosed your personal information may contact you directly to let you know they have collected your personal information and to give you information about their privacy policies.

Use and disclosure for administration and management

Energy Exemplar will also use and disclose personal information for a range of administrative, management and operational purposes. This includes

  • billing and payments and debt recovery;

  • planning, managing, monitoring and evaluating our products and services;

  • quality improvement activities;

  • statistical analysis and reporting;

  • training staff, contractors and other workers;

  • risk management and management of legal liabilities and claims (for example, liaising with insurers and legal representatives);

  • responding to enquiries and complaints regarding our products and services;

  • obtaining advice from consultants and other professional advisers; and

  • responding to subpoenas and other legal orders and obligations.

Business sale or corporate transaction

We share your personal information with third parties, whether affiliated or unaffiliated, for the purpose of facilitating or implementing a transfer or sale of all or part of our assets or business or if we undergo any other kind of corporate restructure, acquisition or sale. In this context, your personal information may be transferred to another entity (or if such a sale, transfer, acquisition or corporate restructure is being contemplated by us).

Other uses and disclosures

We use and disclose your personal information for other purposes explained at the time of collection (such as in a specific privacy collection statement or notice) or otherwise as set out in this Privacy Policy.

DOES ENERGY EXEMPLAR TRANSFER YOUR PERSONAL INFORMATION OVERSEAS?

Energy Exemplar is a global organization and works with customers, suppliers, resellers, service providers, sponsors and commercial interests across the globe. We generally collect personal information about you in Australia or the jurisdiction in which the Energy Exemplar affiliate you are dealing with is located.

Where necessary, for the purposes set out in this Privacy Policy your personal information will be disclosed outside of the European Union, the United Kingdom and to overseas recipients including to other Energy Exemplar affiliates and service providers who handle, process or store your personal information on our behalf.

We only ever disclose your personal information outside the applicable jurisdiction where we are permitted to do so under applicable privacy laws.

This means we will take reasonable steps to ensure your personal information is treated securely and in accordance with applicable privacy laws.

When our processing of your personal data falls under the UK GDPR or GDPR and we disclose that data outside the United Kingdom or the European Union as applicable; if that disclosure requires that appropriate safeguards are in place, we use the European Commission’s Standard Contractual Clauses and/or, the UK International Data Transfer Addendum to the European Commission’s Standard Contractual Clauses as the case may be. A copy of these can be obtained by contacting us at dataprotection@energyexemplar.com

There are other circumstances where we disclose your personal information to an overseas recipient. For example, you have provided your consent, or we are otherwise permitted to do so under the Australian Privacy Principles or other relevant laws.

YOUR RIGHTS AS A UNITED KINGDOM AND/OR EUROPEAN UNION DATA SUBJECT

If the GDPR or UK GDPR applies to you (for example where you are dealing or contracting with Energy Exemplar in the UK or EU or you are located in the UK or the EU and our processing relates to us offering you goods or services), you have the following additional and specific rights in relation to your personal information (where applicable):

  • Access: you have the right to request a copy of any personal information we hold about you. Any request for access to or a copy of your personal information must in writing, and we will endeavor to respond within a reasonable period and in any event within one month (in compliance with the GDPR).
  • Rectification: you have the right to the rectification of your personal data, if you consider that it is inaccurate.
  • Deletion: you have the right to request that we delete personal information that we process about you, except if we are not obliged to do so, if we need to retain such personal information in order to comply with a legal obligation or to establish, exercise or defend legal claims.
  • Restriction: you have the right to the restriction of your personal information, if you consider that we do not have the right to hold it.
  • Portability: you have the right to ask us to transfer a copy of your personal information to you or to another service provider or third party where technically feasible.
  • Objection: you have the right to object to your personal information being processed for a particular purpose or to request that we stop using your information.
  • Complaint: If you are unhappy with our treatment of your personal information, and you have contacted us as set out below, you have the right to lodge a complaint with the local data protection authority.

In addition, if you have consented to our processing of your personal information, you have the right to withdraw, at any time, any consent that you have previously given to us for use of your personal information.

To make a request to exercise any of these rights (where applicable) in relation to your personal information, please contact us using the contact details at the top of this Privacy Policy.

WHAT SHOULD YOU DO IF YOU HAVE A COMPLAINT ABOUT THE HANDLING OF YOUR PERSONAL INFORMATION?

You may contact Energy Exemplar at any time if you have any questions or concerns about this Privacy Policy or about the way in which your personal information has been handled.

You may make a complaint about privacy to Energy Exemplar via email: dataprotection@energyexemplar.com .

We will acknowledge any complaints within 30 days of receiving them (or shorter time period if applicable under local law) and investigate your complaint as soon as possible.

We may need to request further information from you to be able to investigate your complaint. If this is the case, we will let you know.

We will keep you informed on the progress of your complaint and let you know the outcome of your complaint as soon as possible.

If you remain unhappy with how we’ve used your personal data after raising a complaint with us, then:

If the UK GDPR applies (for example where you are dealing or contracting with Energy Exemplar in the UK or you are located in the UK and our processing relates to us offering you goods or services), you have the right to lodge a complaint with the supervisory authority in the UK. You can lodge a complaint here.

If the EU GDPR applies (for example where you are dealing or contracting with Energy Exemplar in the EU or you are located in the EU and our processing relates to us offering you goods or services), you have the right to lodge a complaint with a supervisory authority in the EU. A list of the supervisory authorities for member states of the EU can be found here.

If the Australian Privacy Principles or the Privacy Act 1988 (Cth) applies a complaint may be made to the Office of the Australian Information Commissioner. The Office of the Australian Information Commissioner can be contacted by telephone on 1 300 363 992 or by using the contact details on the website www.oaic.gov.au.

HOW CHANGES ARE MADE TO THIS PRIVACY POLICY

Energy Exemplar may amend this Privacy Policy from time to time, with or without notice to you.

We recommend that you visit our website regularly to keep up to date with any changes. We also try to let you know about major changes to our Privacy Policy (for example by putting a notice up on our website).

This Privacy Policy was last updated on 19 June 2026.