Privacy Policy

Effective: 13 August 2026

This Privacy Policy explains how Sanctuary Consulting & Development Group Ltd uses personal information when you create a Sanctuary HR account, request HR Agent access, connect a Google account, or use recruitment and interview-management features.

1. Information we use

Depending on the features you use, Sanctuary HR may process your account details; candidate profile; work history, education, skills, achievements and work preferences; CVs and application documents; job and application records; interview information; recruitment-related communications; calendar availability and interview events; consent records; and security, audit and Agent activity logs.

2. Google user data

When you connect Google, Sanctuary HR may access Gmail data required to identify and manage recruitment-related messages and may access Google Calendar data required to check availability and create or update interview events. Google data is used only to provide the recruitment, communication and interview functions you have authorised.

Sanctuary HR does not sell Google user data. It does not use Google user data for advertising. Access tokens are stored in encrypted form. You can disconnect Google access and pause the HR Agent.

3. How the HR Agent uses information

If Sanctuary Admin approves your Agent Access Request and you then activate the HR Agent, the system may use your verified profile and authorised connected data to match suitable roles, prepare application material, track applications, process recruitment communications, coordinate interviews, and maintain an auditable history of actions. The Agent is subject to per-user limits and can be paused or revoked.

4. AI processing

Sanctuary HR may send only the information reasonably required for a specific recruitment task to approved AI service providers acting as service providers to the platform. AI outputs are used within the recruitment workflow and are subject to system controls designed to prevent the invention of candidate facts.

5. Why we process personal information

We process information to provide the service you request, take steps at your request in relation to recruitment opportunities, operate and secure the platform, keep an audit trail, comply with legal obligations, and where appropriate act on permissions or consent you have given for optional connected services.

6. Who information may be shared with

Information may be shared with prospective employers or recruitment systems when an application is submitted on your behalf; technology providers needed to host, secure or operate Sanctuary HR; Google when you use Google-connected functions; and AI service providers when required to perform an authorised Agent task. We do not sell your personal information.

7. Retention and case archive

We retain information while your account or recruitment case is active and afterwards only for as long as reasonably needed to provide your case archive, maintain security and audit records, resolve disputes, or meet legal obligations. When a case is closed, Admin can generate a case archive containing the candidate record and recruitment history for delivery to the user. Temporary authentication and abuse-control records are automatically removed after their configured retention windows. Candidate case records are retained while needed for the service and are deleted through an explicit account/case lifecycle process rather than by an unattended security timer.

8. Your choices and rights

You can update your candidate profile, remove CV files, disconnect connected services, pause the HR Agent, and delete your candidate account after re-authentication. You can also request access to or correction of your information. Depending on the circumstances and applicable UK data-protection law, you may also have rights relating to deletion, restriction, objection and data portability. You may raise a concern with the UK Information Commissioner's Office.

9. Security

Sanctuary HR uses access controls, isolated server-side secrets, encrypted connected-account tokens, audit logging and role-based administration. No online service can guarantee absolute security, but access to personal systems is designed to remain separate from Admin approval and requires the user's own authorisation.

10. Changes

We may update this Policy when the service, connected APIs or legal requirements change. The effective date above will be updated when material changes are published.