Privacy Policy

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4. WHO WE SHARE YOUR DATA WITH

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4.1 Subcontractors

We work with carefully selected freelance subcontractors (video editors, photographers, copywriters) to deliver our services. We share only the minimum information necessary and all subcontractors are bound by confidentiality and data protection obligations under signed agreements.

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4.2 Software and Technology Providers

We use trusted third-party software to run our business. These may include:

• Wix (website hosting and analytics) — wix.com/privacy

• Usercentrics (cookie consent management) — usercentrics.com/privacy-policy

• Google Workspace (email and file storage) — workspace.google.com

• HubSpot (CRM and contact management) — hubspot.com/privacy

• Zoho Invoice (invoicing software) — zoho.com/privacy

• PandaDoc (proposals and e-signatures) — pandadoc.com/privacy

• GMass / Gmail (email outreach) — policies.google.com/privacy

• Mailjet (email newsletters, if applicable) — mailjet.com/privacy-policy

 

All providers are selected for their GDPR compliance and data protection standards.

 

4.3 Professional Advisers

We may share data with our accountant, solicitor, or insurers on a strictly confidential, need-to-know basis.

 

4.4 Legal Requirements

We may disclose your data to HMRC, the ICO, or other regulatory authorities where required by law.

 

4.5 We Will Never Sell Your Data

We will never sell, rent, or trade your personal data to any third party for their own marketing purposes. Ever.

 

5. INTERNATIONAL DATA TRANSFERS

Some of our software providers (including Google and HubSpot/Clickup) may store or process data outside the UK. Where this occurs, we ensure appropriate safeguards are in place, such as UK adequacy regulations or standard contractual clauses approved by the ICO. You can contact us at [Control@Oakandstone.media] for more details on specific transfers.

 

6. HOW LONG WE KEEP YOUR DATA

• Client contract and financial records: 7 years from the end of the financial year (HMRC requirement).

• Subcontractor records: 7 years from the end of the engagement.

• Prospect and enquiry data (no contract formed): 24 months from last contact, then deleted.

• Marketing email subscribers: until you unsubscribe, plus 1 year.

• Website analytics data: up to 26 months.

 

After these periods, we securely delete or anonymise your data.

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Your Right AND What it means: 

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• Right of Access

  • Ask for a copy of all personal data we hold about you (a Subject Access Request).

•  Right to Rectification

  • Ask us to correct any inaccurate or incomplete data we hold.

• Right to Erasure

  • Ask us to delete your data in certain circumstances (e.g. no longer needed, consent withdrawn).

• Right to Restrict Processing

  • Ask us to pause how we use your data in certain circumstances.

• Right to Data Portability

  • Receive your data in a machine-readable format to transfer to another provider.

• Right to Object

  • Object to processing based on legitimate interests or direct marketing. We will stop direct marketing immediately on request.

• Right to Withdraw Consent

  • Where we rely on consent, withdraw it at any time. This does not affect processing before withdrawal.

• Right to Complain

  • Lodge a complaint with the ICO at ico.org.uk or call 0303 123 1113 if you believe we have mishandled your data.

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8. DATA SECURITY

We take appropriate technical and organisational steps to protect your personal data against unauthorised access, loss, or disclosure. These include:

• Password-protected accounts with two-factor authentication on all business software

• Encrypted file storage via Google Drive

• Restricted access — subcontractors only access data relevant to their specific assignment

• Confidentiality agreements signed by all subcontractors and freelancers before work begins

 

In the event of a personal data breach that poses a risk to your rights and freedoms, we will notify the ICO within 72 hours and notify you directly without undue delay where the risk is high.

 

9. COOKIES

Our website uses cookies. We use Usercentrics (provided free via Wix) to manage your cookie preferences. When you first visit our website, a cookie consent banner will appear — you can choose which categories of cookies to accept. For full details of the cookies we use, please see our Cookie Policy at Oakandstone.media/cookie-policy.

 

10. LINKS TO OTHER WEBSITES

Our website may contain links to third-party websites. We are not responsible for their privacy practices or content. We encourage you to read the privacy policy of every website you visit.

 

11. CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time. We will update the 'Last Updated' date at the top of this page when we do. We encourage you to review it periodically. Continued use of our website after any changes constitutes acceptance of the updated policy.

 

12. CONTACT US AND HOW TO COMPLAIN

If you have any questions about this Privacy Policy or how we handle your data, please contact us:

 

Name

Rajiv Shah trading as OAKANDSTONE.MEDIA

Address

4th Floor, Silverstream House

45 Fitzroy Street, Fitzrovia

London

W1T 6EB

 

Email

Control@Oakandstone.media

Website

Oakandstone.media

 

If you are not satisfied with how we handle your data or your request, you have the right to complain to the Information Commissioner's Office (ICO):

 

Information Commissioner's Office (ICO) Website: ico.org.uk Helpline: 0303 123 1113 Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF  We would always appreciate the opportunity to address your concerns before you contact the ICO.

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