This Privacy Policy explains how Sanctum Energy Ltd (“Sanctum”, “we”, “our”, or “us”) collects, uses, and protects your personal information when you visit our website or contact us.

We are committed to safeguarding your privacy and handling your information responsibly and transparently.

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1. Company Information

Sanctum Energy Ltd
Emley Moor Business Park
Leys Lane, Huddersfield
HD8 9QY
Registered in Scotland.

If you have any questions about this policy or how we handle your data, please email info@sanctumenergy.co.uk.

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2. Information We Collect

We may collect and process the following types of personal information:
• Contact details: name, email address, phone number, and postal address
• Project and enquiry details: site information, property type, energy needs, and any notes you provide
• Technical data: IP address, browser type, and how you interact with our website (via analytics tools)
• Communication records: emails, calls, and messages between you and Sanctum

We do not collect special category data (such as health information) unless you voluntarily provide it as part of a communication.

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3. How We Use Your Information

We use your personal data to:
• Respond to enquiries and provide quotations
• Manage customer relationships and projects
• Send updates or information you’ve requested
• Improve our website and services
• Comply with legal or regulatory obligations

We will never sell your personal information.

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4. Lawful Basis for Processing

We process your information under the following lawful bases:
• Contract: to take steps at your request before entering into a contract or to perform a contract with you
• Legitimate Interests: for marketing, improving our services, or ensuring IT security
• Consent: where you’ve agreed to receive marketing communications (you can withdraw consent anytime)
• Legal Obligation: where processing is required by law

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5. Data Storage and Security

Your data is stored securely using Microsoft 365 Business Premium and HubSpot CRM, both of which comply with the UK GDPR and use encrypted cloud infrastructure.

Access is restricted to authorised personnel only. We apply multi-factor authentication, endpoint protection, and regular monitoring.

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6. Data Retention

We keep personal data only for as long as necessary to fulfil the purposes we collected it for, including legal, accounting, or reporting requirements.

You may request deletion of your data at any time (see Section 9).

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7. Sharing Your Information

We only share personal data with:
• Service providers such as Microsoft, HubSpot, and other partners assisting with IT, analytics, or marketing
• Professional advisors (accountants, auditors, legal counsel) when necessary
• Regulatory bodies or law enforcement where legally required

All partners are bound by confidentiality and data-processing agreements.

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8. Cookies and Analytics

We use cookies and analytics tools to understand website performance and improve user experience.
You can adjust or disable cookies through your browser settings.

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9. Your Rights

Under UK GDPR, you have the right to:
• Access a copy of your personal data
• Request correction or deletion of inaccurate data
• Withdraw consent for marketing at any time
• Object to or restrict certain types of processing
• Request a copy of your data in a portable format

To exercise these rights, contact support@sanctumenergy.co.uk.
If you’re not satisfied, you can raise a complaint with the Information Commissioner’s Office (ICO) at www.ico.org.uk.

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10. Changes to This Policy

We may update this policy from time to time. The latest version will always be available on our website with the “last updated” date shown above.

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© 2025 Sanctum Energy Ltd. All rights reserved.