This Privacy Policy explains how Monitor Hut Limited collects, uses, stores and protects personal data when you use our website, contact us, subscribe to our updates, use our customer portal, or receive services from us.

Monitor Hut Limited is a company registered in England and Wales under company number 14659104. Our registered office is Brookfield Court Selby Road, Garforth, Leeds, England, LS25 1NB.

For questions about this Privacy Policy or how we handle personal data, please contact us at hello@monitorhut.co.uk.

1. Who this policy applies to

This policy applies to personal data we process about:

• website visitors;
• people who contact us through our website, email, social media or other channels;
• newsletter and marketing subscribers;
• prospective customers and sales contacts;
• customers and their authorised users;
• users of the Monitor Hut platform or customer portal;
• suppliers, subcontractors and business partners.

Our services are intended for business customers. They are not aimed at children and we do not knowingly collect personal data from children.

2. Personal data we collect

The personal data we collect depends on how you interact with us.

2.1 Website visitors

When you visit our website, we may collect:

• IP address;
• browser and device information;
• pages viewed and actions taken on the website;
• cookie preferences;
• analytics and performance information, where you have consented where required.

2.2 Enquiries, forms and sales conversations

If you contact us, request a demo, complete a form or speak to us about our services, we may collect:

• name;
• work email address;
• phone number;
• job title;
• company name;
• information about your organisation, buildings, sites, energy monitoring needs or project requirements;
• records of communications with you.

2.3 Customer portal and platform users

For authorised users of the Monitor Hut platform or portal, we may collect:

• name;
• work email address;
• login and account details;
• role, permissions and user settings;
• usage logs and platform activity;
• support requests and communications.

2.4 Customer energy, site and operational data

As part of our services, we process customer data relating to energy monitoring, metering, utilities and site performance. This may include:

• meter readings and consumption data;
• configured data points, channels, meters and feeds;
• site, building or asset references;
• utility account or billing-related information provided by customers;
• dashboards, reports, alerts, analytics outputs and related configuration data.

This data is usually business, building or operational data rather than personal data. However, where any of this information includes or is linked to identifiable individuals, we handle it in accordance with this Privacy Policy and applicable data protection law.

2.5 Newsletter and marketing subscribers

If you subscribe to our newsletter or marketing updates, we may collect:

• name;
• email address;
• company name, where provided;
• marketing preferences;
• sign-up source;
• email engagement information, such as opens, clicks and unsubscribes.

2.6 Suppliers, subcontractors and partners

Where we work with suppliers, subcontractors, installers or business partners, we may collect:

• business contact details;
• role and company information;
• contract and payment-related information;
• communications and project records.

3. How we use personal data

We use personal data to:

• operate and improve our website;
• respond to enquiries;
• provide proposals, demos and sales information;
• manage customer relationships;
• provide access to the Monitor Hut platform and customer portal;
• deliver, configure, support and improve our services;
• manage user accounts, permissions and security;
• provide customer support;
• send service communications;
• send newsletters or marketing updates where permitted;
• manage contracts, billing and payments;
• work with suppliers, subcontractors and installation partners;
• comply with legal, regulatory, accounting and tax obligations;
• protect our business, systems, customers and users.

4. Our lawful bases for processing

We only process personal data where we have a lawful basis to do so. Depending on the context, we rely on:

• Contract: where processing is needed to provide services, manage customer accounts, fulfil an order or take steps before entering into a contract.
• Legitimate interests: where processing is needed for our business operations, service improvement, customer support, security, sales activity or relationship management, provided those interests are not overridden by individual rights.
• Consent: where required, including for certain cookies and some marketing communications.
• Legal obligation: where processing is needed to comply with legal, tax, accounting or regulatory requirements.

5. Marketing communications

We may send marketing communications to business contacts where permitted by law, including where you have subscribed, requested information from us, or where we have a legitimate business reason to contact you.

You can unsubscribe from marketing emails at any time by using the unsubscribe link in the email or contacting us at hello@monitorhut.co.uk.

We will still send service-related communications where necessary, such as account, billing, platform, security or contractual updates.

6. Cookies and similar technologies

We use cookies and similar technologies on our website. Cookies help the website function, remember preferences, understand website performance and, where enabled, support analytics or advertising activity.

Our website may use the following categories of cookies:

• Necessary cookies: required for the basic operation of the website, including security and consent preferences.
• Functional cookies: used to provide additional website functionality.
• Analytics cookies: used to understand how visitors interact with the website.
• Performance cookies: used to help analyse and improve website performance.
• Advertisement cookies: used to support relevant advertising and measure campaign effectiveness, where enabled.

Non-essential cookies are only used where consent is required and has been given. You can manage cookie preferences using the cookie banner or consent settings available on our website.

7. Customer portal and service data

Where we provide access to the Monitor Hut platform or portal, we process user account data, login data, usage data and support data to provide, secure and improve the service.

Customer energy, metering, site and reporting data is processed for the purpose of delivering the services agreed with the customer. This may include collecting readings, configuring data points, generating dashboards, producing reports, identifying trends and supporting operational or compliance-related insight.

Where customer data includes personal data, the customer is responsible for ensuring that they have the necessary rights, notices and lawful bases to provide that data to Monitor Hut.

8. Controller and processor roles

Monitor Hut acts as a controller for personal data we process for our own business purposes, including website enquiries, marketing, sales, customer administration, billing, supplier management and account management.

Where Monitor Hut processes personal data on behalf of a customer as part of providing the platform or services, we may act as a processor and the customer may act as controller. In those circumstances, our processing will be governed by the applicable contract and, where required, a data processing agreement.

9. Who we share personal data with

We may share personal data with:

• hosting and IT service providers;
• software, CRM, email and business administration providers;
• analytics and website service providers, where enabled;
• payment and accounting providers;
• installation partners, subcontractors and technical service providers where needed to deliver services;
• professional advisers, including accountants, insurers and legal advisers;
• regulators, public authorities or law enforcement where required by law;
• prospective buyers, investors or advisers in connection with a business sale, restructuring or investment, subject to appropriate confidentiality protections.

We only share personal data where necessary and appropriate for the purposes described in this Privacy Policy.

10. International transfers

Monitor Hut does not intentionally process customer personal data outside the United Kingdom.

Where we use suppliers or software providers, we aim to use UK-based processing where available and appropriate. If any personal data is transferred outside the UK, we will ensure that appropriate safeguards are in place as required by data protection law.

11. How long we keep personal data

We keep personal data only for as long as needed for the purposes for which it was collected, including to provide services, manage customer relationships, meet legal obligations, resolve disputes and maintain business records.

Typical retention periods include:

• Customer account and contract records: retained for the duration of the customer relationship and then for a reasonable period afterwards for legal, tax, audit and dispute purposes.
• Platform user records: retained while the account is active and for a reasonable period after account closure.
• Support records: retained for a reasonable period to support service history, troubleshooting and customer care.
• Marketing subscriber data: retained until you unsubscribe or we determine that the data is no longer needed.
• Website analytics and cookie data: retained according to the relevant cookie or analytics settings.
• Financial and billing records: retained as required for accounting, tax and legal purposes.

Where customer data is held within the Monitor Hut platform, retention and deletion may also be governed by the applicable customer agreement.

12. How we protect personal data

We use reasonable technical and organisational measures designed to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.

These measures may include:

• secure hosting and access controls;
• role-based access permissions;
• password and account security controls;
• data backup and recovery processes;
• supplier due diligence where appropriate;
• restricted access to customer and platform data;
• internal confidentiality expectations.

No system can be guaranteed to be completely secure, but we take reasonable steps to protect the personal data we handle.

13. Your rights

Under data protection law, individuals may have rights in relation to their personal data, including the right to:

• access personal data held about them;
• request correction of inaccurate personal data;
• request deletion of personal data in certain circumstances;
• request restriction of processing;
• object to processing in certain circumstances;
• request data portability in certain circumstances;
• withdraw consent where processing is based on consent;
• complain to the Information Commissioner’s Office.

To exercise your rights, contact us at hello@monitorhut.co.uk.

If your request relates to personal data processed by Monitor Hut on behalf of one of our customers, we may need to refer your request to that customer.

14. Complaints

If you have a concern about how we handle personal data, please contact us first so we can try to resolve it.

You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection matters.

ICO website: https://ico.org.uk/

15. Third-party websites

Our website may contain links to third-party websites. We are not responsible for the privacy practices, content or security of third-party websites. You should review their privacy policies before providing personal data to them.

16. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The latest version will be published on this page with the updated date shown above.

17. Contact us

Monitor Hut Limited

Email: hello@monitorhut.co.uk