Privacy Policy

Oakra Flooring

Introduction
OAKRA HARDWOOD FLOORING is committed to helping maintain your privacy and deeply appreciates that you trust us with your personal data.
(“OAKRA”) is the working name for OAKRA HARDWOOD FLOORING, whose Company registration number is NI607200.
OAKRA is registered with the Information Commissioner’s Office (ICO) as a data controller, registration number ZB666531. You can find out more about our registration here, including a list of all data-related activities that we have registered with the ICO.
OAKRA is committed to keeping your personal data safe and treating it confidentially as required by the UK General Data Protection Regulations legislation. You can exercise your rights including requesting that OAKRA changes or remove your details at any time.

Who are we?
What personal data do we collect and where to we collect it from?
How do we use personal data?
What is our lawful basis for processing data?
Who has access to your personal data and how do we keep it safe?
How long do we keep your personal data for?
What are your rights and how can you exercise them?
Changes to this statement

Who are we?
OAKRA's registered address is Maynooth House, 44 Maynooth Road, Richhill, Armagh, BT61 9RG.
For further information about our privacy policy and data protection, please contact the Data Protection Coordinator, Michael Stevenson by:
• calling on 02838870854
• emailing us: info@oakra.co.uk
writing to our Data Protection Coordinator at Oakra, Maynooth House, 44 Maynooth Road, Richhill, Armagh, BT61 9RG.

What personal data do we collect and where do we collect it from?
Personal data is any information that can be used to identify you. For example, it can include your name, email address, postal address, telephone number, mobile telephone number, bank account details, and credit/debit card details. It also includes Internet Protocol (IP) addresses (the location of the computer on the internet), details of pages visited on our websites and files downloaded.

We ask for your personal data whenever you directly engage with us. This may be as a customer, a supplier, an employee, a contractor, or someone else with a stated interest in our business.
Collecting personal data helps us to keep in touch, based on your stated preferences, and to provide you with relevant and timely information. We never share your details with third-party marketers outside of OAKRA’s contractual relationships.
We collect personal data in the following ways:
Information you give us directly:
Sign-up:
The data that we collect when you sign up online, by telephone, at an event or enter a contract with OAKRA will include:
• Your title, name, email address and/or postal address
Additional data may include:
• The name of the business/organisation you are associated with
• Your telephone number
Website:
By visiting our website, depending on your browser settings, we will collect technical data. This may include:
• Your Internet Protocol (IP) address, browser type, type of device or operating system, general location, date stamps, etc. (see Website Security below).
Email:
The technical data that we collect when you read our emails may include:
• IP address, device type, general location, date stamps, etc.

Information you give us indirectly:

This website www.oakra.co.uk has security measures in place to protect against the loss, misuse and/or alteration of the data under our control. We utilise industry-standard HTTPS-certificated secure server connections across the website and provide additional encryption during the product ordering and donation process.

Log files - OAKRA uses log files on its website to track trends, views of content and user activity. This data helps OAKRA to develop its website to better suit visitor experience and to match your areas of interest. Be reassured that log files are unable to identify your personal data e.g. name and address. Instead, these log files contain information about what search engine domains (e.g. Google.com) are used, what browser software and system software is used, and what pages are visited on our site. This data may be archived for analysis in the future.

Cookies - Cookies and local storage are industry-standard technologies that allow a website or app to store and retrieve data more efficiently on a person’s computer, mobile phone or other device. While cookies are a short string-based file, local storage can hold larger amounts of data for storage, caching and offline purposes. Like most websites, we use cookies and local storage to provide you with a better, faster or safer experience. Most web browsers offer settings to control whether to allow cookies or local storage. We recommend that cookies and local storage remain turned on to take full advantage of our website.
Links - OAKRA’s website contains links to other relevant sites. We try to exercise caution in such cases, however, the privacy and data collection practices on linked websites are entirely separate from OAKRA and are not covered by this privacy policy. The links to other sites on this website are provided as an additional resource only and should not be seen as an endorsement, approval or agreement with any information or resources offered at sites accessed through our site. No inference or assumption should be made, and no representation should be inferred that OAKRA relates to, operates or controls these websites.

Information from public sources:
We may combine the information you provide to us with information available from public sources or records in order to gain a better understanding of our supporters and those who engage with us. This helps us to improve our fundraising methods, resources and programmes. Such information may be found in places such as Companies House in Belfast and information that has been published online and in print.
Sensitive/special categories of data

Data Protection law recognises that certain categories of personal data are more sensitive. This is known as sensitive personal data or special categories of data and covers health information, race and ethnicity, religious or philosophical beliefs and political opinions amongst other things. We do not collect sensitive personal data about you unless there is a clear reason for doing so, such as involvement in an event where we need this data to ensure safeguarding, to carry out appropriate checks on volunteers, or care for participants. For some events we will collect health information so that leaders on our events have the relevant information to care for participants.
When we collect this information, we will make it clear to you what we are collecting and why and what are our legitimate interests or other legal grounds for processing this information.

Under 16s
OAKRA does not hold personal data for children below the age of 16 years.

How do we use personal data?
OAKRA is extremely careful with the collection, storage and processing of personal data you provide. We use it for the following purposes:
• To keep you informed about the work of OAKRA
• To inform you of relevant events, promotions organised by OAKRA
• To process your purchase of products from our online store
• To provide you with a receipt and acknowledgement of purchases
• To keep a record for any lawful purpose
OAKRA will always provide a way for you to be removed from our mailing lists by email unsubscribe option or when you ask us to do so directly.
OAKRA never sells personal data. Nor do we exchange any personal data with other organisations.
OAKRA never publishes the personal data of its clients to others.

What is our lawful basis for processing data?
We rely on a variety of lawful bases for processing data depending on the purpose of the activity being undertaken.
We ask for your personal data whenever you directly engage with us. This may be as a customer, a supplier, an employee or someone else with a stated interest in our work.

We use a contractual basis for processing data relating to online and offline purchases.
We rely on legitimate interests for a variety of purposes. Legitimate interest is about balancing the interests of OAKRA against your rights and freedoms and having due regard to your reasonable expectations about the use of your data. These purposes include:
• mailing you information related to your point of contact with OAKRA
• customers, enquirers
• you can alter your communication preferences at any time.
We rely on consent for all email marketing communications. You will always have a clear opportunity to opt-out or alter your communication preferences.

Who has access to your personal data and how do we keep it safe?
OAKRA is committed to keeping your personal data safe by only using secure, world-class, cloud-based solutions.
OAKRA employees and associates are fully briefed on OAKRA’s data protection policies and procedures relevant to their role. Employees only have access to data that they need to be able to carry out their duties.
Transferring your information outside of Europe
Although most of the data we store and process stays within the UK, some data may be transferred to countries outside the European Economic Area (EEA).
This may occur if, for example, one of OAKRA’s supplier's servers on which personal data is stored is located in a country outside the EU or if we use a cloud IT platform where data is dispersed between a number of different servers. These countries may not have similar data protection laws to the UK. However, we will ensure that your privacy continues to be protected as outlined in this privacy notice and in accordance with our legal obligations under applicable data protection legislation.
By submitting your personal data to us you agree to this transfer, storing or processing at a location outside the EEA.
Transferring your information outside of the United Kingdom
Although most of the data we store and process stays within the UK, some data may be transferred to countries outside the European Economic Area (EEA).
This may occur if, for example, one of OAKRA’s supplier’s servers on which personal data is stored is located in a country outside the EU or if we use a cloud IT platform where data is dispersed between a number of different servers. These countries may not have similar data protection laws to the UK. However, we will ensure that your privacy continues to be protected as outlined in this privacy notice and in accordance with our legal obligations under applicable data protection legislation.
By submitting your personal data to us you agree to this transfer, storing or processing at a location outside the EEA.

Payment by credit or debit card
If you use your credit or debit card to make purchases, buy something or pay online, we will ensure that this is done securely and in accordance with the Payment Card Industry Data Security Standard. Find out more information about PCI DSS standards by visiting their website at www.pcisecuritystandards.org.
Once your transaction is completed, we will not store your full credit or debit card details.
We hold bank account details for the purpose of administering standing order donations.
Sharing your information
OAKRA does not sell or share any data about you to other organisations.
OAKRA may disclose your personal data only in the following circumstances:
• To third parties who provide a service to us and are our data processors. We employ other companies and individuals to perform functions on our behalf. Examples include fulfilling orders, delivering packages, sending postal mail and email, removing repetitive information from customer lists, analysing data (including wealth screening), providing marketing assistance, processing credit card payments, and providing customer service. These data processors have access to personal data needed to perform their functions but may not use it for other purposes. We require these third parties to comply strictly with our instructions and data protection laws and will make sure that appropriate controls are in place.
• Where we are under a duty to disclose your personal data in order to comply with any legal obligation (for example to government bodies and law enforcement agencies), or in order to enforce or apply our rights (including in relation to our website or other applicable terms and conditions) or to protect OAKRA (for example in cases of suspected fraud or defamation).

How long do we keep your personal data for?
We will hold your personal data on our systems for as long as is needed to fulfil the purpose for which we hold the data or as long as is required by law for the relevant activity. For example, HMRC requires us to keep a record of financial transactions for seven years.
If you request that we stop sending you marketing or fundraising information, we will keep a record of your contact details and appropriate information to enable us to comply with your request not to be contacted by us.
Where your data is no longer required we will ensure that it is disposed of in a secure manner.

What are you rights and how can you exercise them?
The Data Protection Act and the UK General Data Protection Regulation give you certain rights over your data and how we use it. You have the following rights:
• Informed – this privacy notice
• Access – you may request a copy of the data we hold about you and details of the purposes for which we process your data (known as a subject access request)
• Rectification - update or amend the data we hold about you if it is wrong, change your communication preferences at any time or withdraw your consent to use of your personal data where we are relying on consent as the legal ground for processing it
• Erasure - ask us to remove your personal data from our records
• Restrict processing - ask us to restrict the processing of your personal data
• Data portability - obtain a portable copy of certain personal data where this is processed automatically
• Object - object to the processing of your data for marketing purposes
• Related to automated decision-making including profiling - ask us to explain any automated processing we carry out and the impact of this on you
If you wish to exercise any of these rights, please contact us in any way listed in the ‘Who are we’ section at the start of this privacy notice. We may ask for reasonable proof of your identity before providing you with data or carrying out any of the above actions.
To change your communications preferences, you may find it easier to use the unsubscribe link in the emails we send, or the response slip when we send information by post.