Privacy Policy

Last Updated: September 2024

Introduction

glen-beacon operates as glen-beacon.com and provides energy consulting services throughout the United Kingdom. This privacy policy explains how we collect, use, store and protect personal information provided by clients, website visitors and business contacts.

We are committed to protecting your privacy and handling your data in accordance with UK data protection legislation, including the Data Protection Act 2018 and UK GDPR requirements.

Information We Collect

We collect and process the following categories of personal information:

• Contact Information: Names, email addresses, postal addresses and job titles provided through enquiry forms or direct correspondence
• Project Information: Details about your facilities, energy consumption patterns, operational characteristics and project requirements shared during consultation processes
• Communication Records: Email exchanges, meeting notes and telephone conversation summaries related to project discussions
• Technical Data: IP addresses, browser types and access times collected automatically when you visit our website

How We Use Your Information

Personal information is used for the following purposes:

• Responding to service enquiries and consultation requests
• Delivering contracted energy consulting services
• Maintaining client relationships and providing project updates
• Improving our service offerings based on client feedback
• Complying with legal and regulatory obligations

We do not use personal information for marketing purposes without explicit consent. We do not sell or rent personal data to third parties.

Legal Basis for Processing

We process personal data under the following legal grounds:

• Contract Performance: Processing necessary to deliver consulting services you have engaged us to provide
• Legitimate Interests: Maintaining business relationships, responding to enquiries and improving service quality
• Legal Obligation: Retaining records as required by professional standards and tax regulations
• Consent: Where you have provided explicit permission for specific uses of your information

Data Sharing and Disclosure

We share personal information only in limited circumstances:

• Service Providers: Third-party vendors who assist with website hosting, email services or data storage, bound by confidentiality obligations
• Professional Advisors: Accountants, solicitors or insurers when necessary for business operations
• Legal Requirements: When required to comply with court orders, regulatory requests or legal processes

We do not transfer personal data outside the United Kingdom. All data processing occurs within UK jurisdiction using UK-based service providers.

Data Retention

We retain personal information for the following periods:

• Active client project files: Duration of engagement plus six years for professional liability purposes
• Enquiry information where no engagement proceeds: Two years from last contact
• Financial records: Seven years as required by tax regulations
• Website access logs: Ninety days

After retention periods expire, personal data is securely deleted or anonymised.

Your Rights

Under UK data protection law, you have the following rights:

• Access: Request copies of personal information we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Erasure: Request deletion of your personal data in certain circumstances
• Restriction: Request that we limit how we use your information
• Objection: Object to processing based on legitimate interests
• Portability: Receive your data in structured, commonly used format

To exercise these rights, contact us at [email protected]. We respond to requests within one month.

Data Security

We implement appropriate technical and organisational measures to protect personal information against unauthorised access, accidental loss or malicious damage. These measures include:

• Encrypted data transmission and storage
• Access controls limiting who can view personal information
• Regular security assessments and updates
• Staff training on data protection responsibilities

While we take reasonable precautions, no internet-based system is completely secure. We cannot guarantee absolute security of information transmitted online.

Cookies and Tracking

Our website uses minimal cookies necessary for basic functionality. We do not employ advertising cookies or third-party tracking technologies. See our Cookie Policy for detailed information about cookie usage.

Changes to This Policy

We may update this privacy policy to reflect changes in our practices or legal requirements. Significant changes will be communicated to active clients via email. The "Last Updated" date indicates when the current version took effect.

Contact and Complaints

For questions about this privacy policy or how we handle your personal information, contact us at [email protected] or write to:

glen-beacon
14 Charlotte Square
Edinburgh EH2 4DR
United Kingdom

If you believe we have not handled your personal data appropriately, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection matters.