Privacy Policy

This is our data protection and privacy policy that explains who we are, how we process personal data and, if you are the subject of any of the personal data concerned, what rights you have and how to get in touch with us if you need to.

Who we are

We are Oakton Limited. Our contact and other details are set out at the end of this policy. We are the data controller in relation to the personal data processed in accordance with this policy (except where this policy explains otherwise).

What information do we collect?

The Website

In general, you can visit the website (www.oakton.co.uk) without providing any information and we won’t know your identity.

If you browse the website we may use cookies to collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information. The information we report is statistical data about our users’ browsing actions and patterns, and does not identify any individual. For more information please see our Cookies Policy.

Should you wish to contact us you can do so by leaving your personal details on our “Contact” page. We will then know your identity and the activities you carry out on the website. Information we collect about your computer may then be linked on our systems to you. We may also retain copies of any correspondence or contact details you send us.

In Person, By Post or Email

Should you contact us by means other than via the website (including in person, by post, fax or email) we may also collect and store information you provide to us. This would include any curriculum vitaes and personal contact data.

We confirm that any personal information which you provide to us, and any information from which we can identify you, is held in accordance with the registration we have with the Information Commissioner’s Officer.

The purposes for which we collect personal data

We collect and process personal data as follows:

If you provide goods or services (or you work for someone who supplies goods or services) to us.

We may collect your individual contact information to enable us or other suppliers of ours to communicate with you in relation to the provision of goods or services by you or the person that you work for (for example, in relation to the management and administration of the provision of the relevant goods or services) and other personal information relating to you to in the course of provision of the goods or services concerned. This may include, for example, bank account or other financial details, personal description and photograph, and other information relating to you that is included in any communications between us and you or anyone you work with in the course of provision of the goods or services.

If we are assessing your suitability or ability to provide goods or services to us.

We may collect relevant personal information relating to you to the extent necessary to enable that assessment to take place – for example, if we need to assess or confirm your age, your right to work in the UK, your skills and previous experience, your qualifications or whether there is anything (for example, relating to your past history, your health or your conduct or reputation) that would adversely affect your suitability or ability to provide the goods or services concerned. This will be explained to you in more detail at the time we collect the personal data and, where appropriate, will be subject to your prior consent.

If you are invited to, or attend, an event organised or managed by us

We may collect your individual contact and related information (as well as that of anyone who is attending the event with you) as necessary to enable you and any other relevant individuals to be invited to, and to attend, the event and to facilitate your attendance (for example, dietary or special access requirements).

If we have to provide or arrange any facilities, resources, travel, accommodation or anything else necessary to enable or assist you to provide goods or services to us

We may collect relevant personal information relating to you in order to enable us to do so (for example, your passport details if we have to arrange travel or accommodation for you).

If you browse our website

We may collect information on your visits to our website and how you move around different sections of our website for analytics purposes to understand how people use our website so that we can make it more intuitive. This may involve the use of cookies, which is explained in our Cookies Policy.

If you apply for a position with us

We may collect personal information in relation to you in connection with any application by you for a position with us. In that case, we will explain in more detail at the time how and for what purposes we intend to process the relevant personal information.

If you are a customer or other contact our company.

We may collect your individual contact information or other information relevant to your dealings with, or of other relevance, for example, goods or services that you have obtained from us or relevant communications with us.

Where we process your personal data

We process personal data only in the UK or elsewhere in the EU.

Where personal data is transferred in relation to providing our services we will take all steps reasonably necessary to ensure that it is treated securely and in accordance with this privacy policy and subject to appropriate safeguards, such as relying on a recognised legal adequacy mechanism which may include by entering into EC approved standard contractual clauses relevant to transfers of personal information – see here.

Security of your personal data

All personal data processed by us is stored securely (the level of security being appropriate to the nature of the data concerned and the other relevant circumstances).

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website and any transmission is at your own risk. Once we have received your information, we will use appropriate procedures and security features to try to prevent unauthorised access.

Who we share your personal data with

We may where appropriate share your personal data with:

  • Any member of our company. 
  • Appropriate third parties including:
    • our business partners, suppliers and sub-contractors for the performance of any contract we enter into or other dealings we have in the normal course of business with you or the person that you work for;
    • our auditors, legal advisors and other professional advisors or service providers;
    • credit or other similar reference agencies for the purpose of assessing your suitability or ability where this is in the context of us entering (or proposing to enter) into a contract with you or the person that you work for.
  • In relation to information obtained via our website:
    • analytics and search engine providers that assist us in the improvement and optimisation of our site and subject to the cookie section of this policy.

Other disclosures we may make

We may disclose your personal data to third parties:

  • In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets subject to the terms of this privacy policy.
  • If we or substantially all of our assets are acquired by a third party, in which case personal data held by it will be one of the transferred assets.
  • If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of supply terms and other agreements with you or the person that you work for; or to protect the rights, property, or safety of our business, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection, or credit risk reduction.

The legal basis for our processing of personal data

The legal basis on which we process your personal data is as follows:

  • Where it is necessary to obtain your prior consent to the processing concerned in order for us to be allowed to do it, we will obtain and rely on your consent in relation to the processing concerned (in relation to any processing we are carrying out with your consent, see below for how to withdraw your consent).
  • Otherwise, we will process your personal data where the processing is necessary:
    • for the performance of a contract to which you are a party or in order to take steps at your request prior to entering into such a contract;
    • for compliance with a legal obligation to which we are a subject; or
    • for the purposes of the legitimate interests pursued by us or another person, provided that this will only be in circumstances in which those legitimate interests are not overridden by your interests or fundamental rights and freedoms which require protection of personal data (most circumstances in which we process your personal data in relation to a relationship that we have with the person that you work for will fall into this category).

How long we keep your personal data

We process personal data only for so long as is necessary for the purpose(s) for which it was originally collected, after which it will be deleted or archived except to the extent that it is necessary for us to continue to process it for the purpose of compliance with legal obligations to which we are subject or for another legitimate and lawful purpose.

Your rights

You have the following rights in relation to personal data relating to you that we process:

  • You may request access to the personal data concerned.
  • You may request that incorrect personal data that we are processing be rectified.
  • In certain circumstances (normally where it is no longer necessary for us to continue to process it), you may be entitled to request that we erase the personal data concerned.
  • Where we are processing your personal data for marketing purposes or otherwise based on our legitimate interests, you may in certain circumstances have a right to object to that processing.
  • Where we are processing personal data relating to you on the basis of your prior consent to that processing, you may withdraw your consent, after which we shall stop the processing concerned.

To exercise any of your rights (including withdrawing relevant consents or obtaining access to your personal data), you should contact us as set out below.

If you have a complaint about any processing of your personal data being conducted by us, you can contact us or lodge a formal compliant with the Information Commissioner.

Contacting the regulator

The Information Commissioner is the supervisory authority in the UK and can provide further information about your rights and our obligations in relation to your personal data, as well as deal with any complaints that you have about our processing of your personal data.

Contacting us

Our contact details are:

Oakton Limited, Data Protection Co-Ordinator

Email: dataprotection@oakton.co.uk

Updates to this policy

Any changes we make to our privacy policy in the future will be posted on this page. Please check back frequently to see any updates or changes to our privacy policy.

Date of this policy

This policy was last updated on 9th February 2019.