Sanctum  
THE ENVIRONMENTAL HEALTH WEBSITE
 
  
 
 
 
 
 
 
 
Privacy Policy

This Privacy Policy should be read in conjunction with the legal notices contained on this website and any contractual terms which govern Sanctum Consultants relationship with you. Please read your contract carefully for specific details as ‘performance of a contract’ is usually the legal basis for processing your information and carrying out our activities.

From 25 May 2018 the General Data Protection Regulation (GDPR) a European Union (EU) wide set of standardised rules for the handling and storage of personal information within the EU have been introduced in the UK under the Data Protection Act 2018 (DPA 2018).

The DPA 2018 and GDPR will apply to anyone who is controlling the information of an EU citizen or processing it on their behalf, even if the processor or controller are based outside of the EU. The legislation will still apply after the UK leaves the European Union.

Privacy Policy

Sanctum Consultants already complies with the provisions of Data Protection and does not routinely collect any sensitive data or routinely pass or share any information with third parties; (except for data relating to environmental conditions, crimes: harassment, noise, ASB).  We categorically do not share your personal information with any marketing companies or use it in house for marketing of goods or services to you. Any personal information provided by clients is used solely to protect the legitimate interests of Sanctum Consultants and either:

  • to enable a contract to be formed or
  • for the performance of a contract
Our website Privacy Policy and contractual Terms and Conditions make clear our commitment to safeguarding your personal data. 

This Privacy Policy sets out how Sanctum Consultants use and protect any information that you give us when you use this website and or enter into a contract with us.

Sanctum Consultants are committed to ensuring that your privacy is protected. We have a policy of Data Minimisation – collecting as little information as possible and using it sparingly and employing pseudonymisation /anonymisation of Data wherever possible. For this reason we also use pseudonymisation / anonymisation for all our personnel, third party suppliers and contractors wherever possible. Should we ask you to provide certain information by which you can be identified, when using this website or our services, then you can be assured that it will be used in accordance with this privacy statement.

Changes to our Privacy Notice

Our Privacy and Data Protection Policy is regularly kept up to date. The DPA 2018, which clarifies and supplements the GDPR, is the new statutory framework governing personal data in the UK. Any changes we may make to our Privacy and Data Protection Policy in the future will be made by updating this page. For specific contracts, we may also email individuals to provide them with further information of how we will protect their privacy.

How we collect your information

Sanctum Consultants collects information from you via a variety of sources, including when you enquire about any of our services, (directly or via a third party) complete one of our forms, when you telephone, write, email or meet with us. Much of the data we collect and use relates to environmental conditions, hazards and conditions of properties and their maintenance and repair. We may use bodycam and digital imagery to monitor works / inspections at a property and in accordance with health and safety obligations to our personnel and contractors. We do not consider property information used in conjunction with the property address to be your personal information. For example, the age of a dwelling, details of damp and mould, noise from barking dogs or other types of nuisance or results from a periodic inspection. Where your name, contact details or other personal information is used in conjunction with property information, such as to complete a property inspection visit, then this is treated as personal information.

What we collect

We collect basic information such as:

  • Name
  • Contact information including static and electronic (email) address
  • Demographic information such as postcode
  • Details of issues relating to properties or issues that you require assistance with
  • Landline /mobile phone calls and voicemail recordings may be recorded for the performance of a contract and for training and monitoring purposes. Our recordings are usually held for a maximum period of six months.

What we do with the information we gather

We require this information to understand your needs and in particular for the following reasons:

  • To enable a contract to be formed
  • For the performance of a contract
  • For internal record keeping
  • To protect our legitimate interests
  • We may also use the information to customise the website according to your service requirements

What we will not do

  • We will not send you unsolicited marketing material.
  • We will not share or sell your information to marketing companies or for research
  • We will not sell your personal data on to third parties.
  • We will not pass on your personal data to unrelated third parties unless we are allowed or required to do so by law or we have your explicit permission to do that.
  • We will not collect any sensitive personal data relating to heritage, political opinions; religious beliefs or other beliefs of a similar nature; trade union membership; sexual life;
  • We will not routinely provide your personal details (name, telephone number or email) to contractors or suppliers;
  • We will not use third party data handlers and suppliers to target individuals or companies with unsolicited marketing emails;

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online and during the creation and performance of contracts.

How long is data held

All electronic and paper copies of personal data are held for a short a time as possible. We electronically secure delete and shred abortive service requests weekly/monthly. All other personal data is kept in most cases for the duration of the service and for at least one year afterwards and in limited instances for a maximum of 3 years (in accordance with financial regulations and other statutory requirements). Where money is owed on the account, details will be kept for as long as the case is active or the debt remains unpaid.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Your rights and access to information

You may choose to restrict the collection or use of your personal information in the following ways:

You may request details of personal information, which we hold about you under the DPA 2018 and GDPR. We reserve the right to charge “reasonable” fees for manifestly unfounded or excessive requests. If you would like a copy of the information held on you please write to us at: PO BOX 77 Kent BR8 9XA.

We will respond within one calendar month of receiving your request. It will greatly assist us if you can be specific about what personal data you want to see, what it relates to, and the timeframe to which it relates, as that will assist our search.

You have the right to correct information that we hold. You may also withdraw your consent to use any information that was previously provided with your consent. If you believe that any information we are holding on you is incorrect or incomplete, please write to us as soon as possible, at the above address. We will promptly correct any information / respond to your request. Please also advise us if you wish to withdraw any consent previously given.

This privacy policy relates only to information that Sanctum Consultants hold about you.

Further information on your rights about Data Protection law is available on the Information Commissioner’s Office (ICO) website external link

Right to protect our legitimate interests

DPA 2018 and Cease and Desist Notice: For the avoidance of doubt a general service enquiry, order or use of any service by HouseLet Direct including any publically available company information should not be construed as acceptance to harvest or store any personal data or receive unsolicited marketing emails, digital, telephone or other marketing approaches, newsletters either by the recipient or from any third party agents/associates. If you use disreputable practices to harvest our electronic or static addresses from web searches along with personal information of any of our personnel or elect to use the services of disreputable companies specialising in junk email marketing campaigns to contact us, then we will take appropriate action to protect our legitimate interests.

We have a policy of never procuring products or services from any company that engages in destructive and disruptive commercial practices using junk marketing emails, cold calling, and other forms of targeted bombardment.

The identification, removal and deletion of junk email impacts significantly on our personnel time not only to remove all junk marketing emails, which are received across a number and range of electronic communication equipment, but in locating and verifying sender’s company details, physical and electronic addresses, along with reporting junk emails to the Administrator of the network where the email originates and blocking of spam / junk or unsolicited emails. In addition we incur printing, packaging and postage costs from sending paper copies of Cease and Desist Notices to sender’s physical / registered addresses.

For the avoidance of doubt this section of our privacy policy should be deemed as a public: Cease and Desist Notice to any individual, sole trader, company or agency; that with effect from 23 May 2018  if we receive any further  unsolicited, junk marketing chain, newsletters or  emails from any individual, sole trader, company, agency or any of your subsidiaries/agents or third parties associated with you, to any of our email addresses (or static address) associated with any of our company domain names, this will incur an administrative charge of £20.00 (plus VAT) per email.

If we continue to receive unsolicited junk marketing chain, newsletter emails or direct mail / contact to us contrary and in breach of data protection pursuant to GPDR and DPA 2018 and our express wish not to receive unsolicited junk marketing chain, newsletter emails for goods and services, which we have never subscribed to and have no interest in then, we will refer the matter to the ICO and or seek an independent legal remedy to protect our legitimate interests.

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