• Identity Data – name, title, date of birth, gender.
• Contact Data – email address, postal address, telephone number.
• Financial Data – payment information, bank account details (where applicable).
• Technical Data – IP address, browser type and version, time zone setting, and device information.
• Usage Data – how you use our website, products, and services.
• Marketing and Communications Data – your preferences in receiving marketing from us.

3. How We Collect Your Data

We collect data in the following ways:

• Direct interactions (e.g., filling in forms, contacting us)
• Automated technologies (e.g., cookies, server logs)
• Third parties or publicly available sources

4. How We Use Your Personal Data

We use your personal data for the following purposes:

• To provide and deliver our services
• To manage our relationship with you
• To improve our website, services, and user experience
• To send you relevant communications and updates (if you’ve opted in)
• To comply with legal or regulatory obligations

5. Legal Bases for Processing

We rely on one or more of the following lawful bases to process your personal data:

• Consent – where you have given clear permission
• Contract – processing is necessary for a contract we have with you
• Legal Obligation – we must comply with the law
• Legitimate Interests – processing is necessary for our legitimate business interests

6. Sharing Your Data

We may share your data with trusted third parties, including:

• Service providers and business partners
• Professional advisers (e.g., lawyers, accountants)
• Regulators or authorities where required by law

We ensure that all third parties respect the security of your data and comply with the law.

7. International Transfers

If we transfer your data outside the UK, we ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) approved by the ICO.

8. Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes we collected it for, including for legal, accounting, or reporting requirements.

9. Your Rights

Under the UK GDPR, you have rights including:

• Access to your personal data
• Correction of inaccurate data
• Erasure of your data (“right to be forgotten”)
• Objection to processing
• Restriction of processing
• Data portability 

To exercise these rights, please contact us at accounts@fortoak.co.uk.

10. Data Security

We take appropriate technical and organisational measures to protect your data from loss, misuse, unauthorised access, or disclosure.

11. Cookies

We use cookies to enhance your experience on our website. You can manage your cookie preferences through your browser settings or our cookie banner.

12. Changes to This Notice

We may update this notice from time to time. The latest version will always be available on our website.

13. Contact Us

If you have any questions or concerns about this privacy notice or how we handle your data, please contact:

Data Protection Officer (DPO)
Email: accounts@fortoak.co.uk
Postal Address: Unit 2 Prologis Business Park, Rowan Way, Hams Hall, Coleshill, United Kingdom, B46 1DS

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk