Oakthorpe Scientific Consultancy (“we”, “our”, “us”) is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, contact us or engage with our services. We comply with the UK General Data Protection Regulation and the Data Protection Act 2018.
1. Who We Are
Oakthorpe Scientific Consultancy is the data controller responsible for your personal data.
Business name: Oakthorpe Scientific Consultancy
If you have questions about this Privacy Policy or your personal data, please contact us using the details above.
2. What Information We Collect
We may collect and process the following personal data:
- Full name
- Email address
- Telephone number
- Company name
- Job title
- CVs and career-related documents for mentoring services
- Information submitted through our contact forms
- Meeting notes and consultancy records
- Billing and payment information
- Website usage data, where such functionality is introduced in the future
We only collect personal data necessary to provide our services and operate our business effectively.
3. How We Collect Your Information
We collect personal data when you:
- Submit an enquiry through our website
- Contact us by email or phone
- Book a consultation
- Register for training or mentoring services
- Engage us for consultancy services
- Subscribe to marketing communications
4. How We Use Your Information
We use your personal data to:
- Respond to enquiries
- Deliver mentoring services
- Provide sales training programmes
- Deliver sales and business development consultancy
- Manage client relationships
- Process invoices and payments
- Improve our website and services
- Send relevant marketing communications where consent has been provided
- Maintain internal records
We will only use your personal data where we have a lawful basis to do so.
5. Lawful Basis for Processing
Contractual necessity
To provide the services you request from us.
Legitimate interests
To manage our business, respond to enquiries, improve our services and maintain client relationships.
Consent
For marketing communications or newsletters. You may withdraw your consent at any time.
Legal obligation
To comply with accounting, tax or other legal requirements.
6. Sharing Your Information
We do not sell or rent your personal data.
We may share information with trusted third-party service providers where necessary, including:
- Formspree, for processing website contact form submissions
- Website hosting providers
- Email service providers
- Payment processors
- Scheduling platforms
- CRM systems
- Professional advisers, such as accountants or legal advisers
All third parties are required to respect the security of your personal data and process it lawfully.
7. International Transfers
Some third-party service providers may store or process personal data outside the UK. Where this occurs, we ensure that appropriate safeguards are in place to protect your data in accordance with UK GDPR requirements.
8. Data Retention
We retain personal data only for as long as necessary:
- General enquiries: up to 24 months
- Client project records: up to 6 years
- Financial records: up to 6 years, to comply with tax requirements
- Marketing data: until consent is withdrawn or you unsubscribe
Where data is no longer required, it will be securely deleted.
9. Confidentiality
As part of our mentoring, training and consultancy services, we may receive confidential or commercially sensitive information. We treat all such information with strict confidentiality and will not disclose it to third parties unless required by law or authorised by you.
10. Special Category Data
In some cases, mentoring clients may voluntarily provide sensitive personal information, for example relating to health, wellbeing or personal circumstances. Where this occurs, we will process the information only where necessary and with your explicit consent.
11. Your Rights
Under UK data protection law, you have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request deletion of your data
- Restrict processing
- Object to processing
- Request transfer of your data
- Withdraw consent at any time where consent is relied upon
To exercise any of these rights, email oakthorpescientific@gmail.com.
12. Cookies
At present, our website does not use non-essential cookies or tracking technologies to collect information about visitors.
If this changes in the future, this Privacy Policy will be updated and, where required by law, you will be asked for consent before any non-essential cookies are placed on your device.
13. Data Security
We take appropriate technical and organisational measures to protect personal data from unauthorised access, misuse, loss or disclosure. These measures include secure systems, password protection and restricted access to data.
14. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for their privacy practices and encourage you to review their privacy policies separately.
15. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. Changes will be posted on this page and take effect upon publication.
16. Complaints
If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.