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Privacy Policy

Information About Us

Oak Engage Limited company number 03734477 of the Registrar of Companies for England and Wales, First Floor, Suites 2-6, 6 Harrison House, Hawthorn Terrace, Durham, England, DH1 4EL (“we” or “us”) is  controller responsible for this website. 

Our registration with the UK Information Commissioner's Office (ICO) can be found under number ZA194401.

Privacy Policy Background

We understand that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website, www.oak.com (referred to as “our site”) and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of this Privacy Policy is deemed to occur upon your first use of our site. If you do not accept and agree with this Privacy Policy, you must stop using our site immediately.

Definitions and Interpretation

In this Policy the following terms shall have the following meanings:

“Account” 

Means an account required to access and/or use certain areas and features of our site.

"Cookie"

Means a small text file placed on your computer or device by our site when you visit certain parts of our site and/or when you use certain features of our site.

"Cookie Law”

Means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003.

What Does This Policy Cover?

This Privacy Policy applies only to your use of our site and any submissions of your details to facilitate us providing details of or arranging a demonstration of our solutions to you. Our site may contain links to third party websites. Please note that we have no control over how your data is collected, stored, or used by these websites and we advise you to check the privacy policies of any such websites before providing any data to them.

What is Personal Data?

Personal data is any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

What Data Do We Collect?

Depending upon your use of our site, we may collect some or all of the following categories of personal data:

Identification data: including name, address, contact email and telephone number and job title

Technology data: including internet protocol (IP) address, web browser and version, operating system and a list of URLs (starting with a referring site, your activity on our site and the third party site you exit to) 

Marketing and Communications data: your preferences in receiving marketing from us and your communication preferences.


How Do You Use My Personal Data?

Under the General Data Protection Regulation (GDPR), we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for the following purposes:

Purpose

Category

Lawful basis

Supplying our services to you

Identification data

Necessary to enter into a contract with you.

Necessary for our legitimate interests

Communicating changes to our terms of use or privacy policy

Identification data


Marketing and communications data

Necessary to comply with a legal obligation

Necessary for our legitimate interests

Using data analytics to enable continual improvement of our site and your user experience

Technical data

Necessary for our legitimate interests

Providing you with information, news and offers on our services

Identification data

Technical data

Marketing and communications data

Necessary for our legitimate interests (but only with your permission or where permitted by law)

 

You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.

How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the purpose for which it was first collected.

Where your personal data was collected as part of a sales process initiated by you to find out about our services, data will be retained for a maximum period of 2 years from your last contact with us.

We may also retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject.

How and Where Do You Store or Transfer My Personal Data?

We may store or transfer some or all of your personal data, through the use of Contact Management systems. This activity is mostly within the United Kingdom but it is possible that the data we collect may be transferred, stored and processed, in countries that are not part of the European Economic Area.  Where such transfers take place, we enter into European Commission-approved contracts that give your personal data the same protection as it would have within the UK and under the GDPR.

Where the use of the same Contact Management System results in the transfer of your data to a third party based in the U.S, this will be protected if they are part of the EU-US Privacy Shield which requires that third party to provide data protection to standards similar to those in Europe. More information is available from the European Commission.

Do You Share My Personal Data?

We will only share your personal data  if we are required to  comply with a police investigation, legal obligations, a court order, or the instructions of a regulatory or government authority.

How Can I Control My Personal Data?

In addition to your rights under the GDPR, set out below, when you submit personal data via our site, you will be given options to restrict our use of your personal data  for direct marketing purposes (including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in our emails).

You may also wish to sign up to one or more of the preference services operating in the UK which assist to prevent you from receiving unsolicited marketing: the Telephone Preference Service, the Corporate Telephone Preference Service , and the Mailing Preference Service. Please note that these services will not prevent you from receiving marketing communications that you have consented to receive.

Cookies?

You may access all of our sites without providing any personal data by restricting our use of Cookies but please note that some parts of our website may become inaccessible or not function properly. For more information, please see our Cookie Policy.

What Are My Rights?

Under the GDPR, you have the right to:

Be informed about our collection and use of your personal data

This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details below.

Request rectification of your personal data.

If any of your personal data held by us is inaccurate or incomplete, though we may need to verify the accuracy of the new data you provide to us. 

Request erasure of your personal data.

where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. (Please note that we may not always be able to comply with your request for erasure for specific legal reasons. These will be notified to you, if applicable, at the time of your request).

Object to us using your personal data for a particular purpose or purposes.

This includes the processing of data for direct marketing purposes, consent-based processing after you have withdrawn your consent or where we are relying on a legitimate interest and you believe the processing impacts on your fundamental rights and freedoms. In some cases we may demonstrate that we have compelling legitimate interest to process your data which overrides your rights and freedoms. 

Request restriction of the processing of your personal data.

This effectively suspends our processing of your data in specific circumstances, for example, where you want us to establish the accuracy of data or where we are determining a legitimate overriding interest to process data following your objection.

Request the transfer of your personal data to you or a third party.

You can ask us for a copy of  your personal data to be transferred (in computer file in a common format) for use by another entity where this is technically possible.

Access the personal data we hold about you

Known as a “data subject access request”. If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is free of charge in most cases. All subject access requests should be made in writing and sent to the email or postal addresses shown in our contact details below. We will respond to your subject access request within one month of receiving it. If your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. If it takes more than one month to get what you have asked for then we will let you know and you will be kept fully informed of our progress.  

How Do I Contact You?

If you have any questions that haven’t been covered by this Privacy Policy or you wish to make a subject access request, please contact our Data Protection Officer as follows:

Email at: dpo@oak.comTelephone : +44 (0) 3333 443 593
Postal Address: Oak Engage Limited, Generator Studios, Trafalgar St, Newcastle upon Tyne, NE1 2LA, UK

Our EU Representation contact is gdpr@ametrosgroup.com
Telephone number: +44 (0) 330 223 2246
Postal Address: Unit 3D, North Point House, North Point Business Park, New Mallow Road, Cork, Ireland.

If you have any cause for complaint about our use of your personal data then we would appreciate the opportunity to deal with your concerns in the first instance. You have the right to lodge a complaint with the Information Commissioner's Office (ICO) at any time.

Changes to this Privacy Policy

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection. We will notify you of material changes in accordance with applicable data protection law requirements.

Any changes will be immediately posted on our site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of our site following such changes. We recommend that you check this page regularly to remain informed.

Please let us know if your personal data changes so that the information we hold about you is accurate and up to date.