Privacy Notice
This privacy notice explains how Oakes Executive Office (“we”, “us” or “our”) collects, uses, stores and shares personal information when you visit our website or submit information through a form on our website. Oakes Executive Office is the controller responsible for that personal information.
1. Information we collect
· Information you submit through a form: such as your name, email address, telephone number, organisation, enquiry details, preferences, uploaded files and any other information you choose to provide.
· Technical and usage information: such as IP address, browser type, device information, pages visited and cookie or analytics data, where these tools are used.
· Correspondence: records of messages and our responses.
Please do not include sensitive personal information in a free-text form field unless we specifically request it and explain why it is needed.
2. How and why we use your information
· To receive, manage and respond to your enquiry or request. We normally rely on our legitimate interests in communicating with website visitors, or on taking steps at your request before entering into a contract.
· To provide requested services and administer our relationship with you. We rely on performance of a contract or steps taken before a contract.
· To maintain the security, availability and performance of our website and prevent misuse. We rely on our legitimate interests in operating a secure website.
· To comply with legal, regulatory, tax or record-keeping requirements. We rely on a legal obligation.
· To send marketing where you have asked to receive it or where another lawful basis permits this. You can opt out at any time by using the unsubscribe method provided or contacting us.
3. How to contact us
Controller: Oakes Executive Office
Website: www.oakesexecutiveoffice.com
Privacy enquiries: emma@oakesexecutiveoffice.com
4. Who we share information with
We may share personal information where necessary with:
· Squarespace, which hosts our website, provides the form block and may store form submissions;
· our enquiry email account at enquire@oakesexecutiveoffic.com, Microsoft OneDrive for cloud storage, and providers of IT support and security services;
· professional advisers, insurers, regulators, courts or law-enforcement bodies where required; and
· a buyer, investor or successor if our organisation or assets are reorganised, sold or transferred.
Service providers may use personal information only to provide services to us and must protect it in accordance with their contracts and applicable law. We do not sell personal information.
5. International transfers
Some service providers may process information outside the United Kingdom. Where this happens, we use an approved safeguard, such as UK adequacy regulations or appropriate contractual protections, unless an exception applies. Contact us for more information about the safeguards used.
6. How long we keep information
We normally keep form submissions for two years from the date we receive them. We may retain information for longer where necessary to provide a service, comply with a legal or regulatory requirement, establish or defend legal claims, or resolve a complaint. At the end of the applicable retention period, we delete or anonymise the information securely.
7. Security
We use appropriate organisational and technical measures designed to protect personal information against unauthorised access, alteration, disclosure or loss. No internet transmission or storage system can be guaranteed to be completely secure.
8. Your data protection rights
Depending on the circumstances, you may have the right to ask us for access to your personal information; to correct or erase it; to restrict or object to its use; or to receive certain information in a portable format. Where we rely on consent, you may withdraw it at any time without affecting earlier lawful use. These rights are subject to legal conditions and exemptions.
To exercise a right, contact us using the details above. We may need to verify your identity. You may also complain to the UK Information Commissioner’s Office (ICO), although we would appreciate the opportunity to address your concerns first.
9. Cookies and third-party links
Our website uses necessary cookies to operate and may use analytics and advertising cookies to understand website use, measure performance and support advertising. We ask for consent before placing non-essential cookies. You can accept, reject or manage non-essential cookies through the cookie banner or settings available on our website, and you can change your choice at any time. Withdrawing consent does not affect the lawfulness of processing before withdrawal. Third parties that provide analytics or advertising services may also process information under their own privacy notices. Our website may link to third-party websites, whose privacy practices are governed by their own notices.
10. Changes to this policy
We may update this policy from time to time. We will post the revised version on this page and change the “Last updated” date. If a change materially affects how we use personal information, we will provide additional notice where appropriate.
Last updated: 25 September 2026