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PRIVACY POLICY

  1. GENERAL

    1. We are Oak Furnitureland Group Limited (company number 12645185), trading as Oak Furnitureland ("we" "us" "our"). We are committed to protecting and respecting your privacy. For the purposes of data protection legislation, we are the data controller and we will process your personal data in accordance with the General Data Protection Regulation (EU) 2016/679 and European and national laws which relate to the processing of personal data, including the UK Data Protection Act 2018, as applicable. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.
    2. We have appointed a Privacy Officer to oversee compliance with this privacy policy. If you have any questions, comments or requests regarding this policy or how we use your personal data please contact our Privacy Officer at privacy@oakfurnitureland.co.uk. You also have the right to contact the Information Commissioners Office (ICO) if you are unsatisfied with our response to any issues you raise. The ICO can be contacted at - https://ico.org.uk/global/contact-us/.
    3. We do not knowingly collect personal data from children aged under 13 and do not target our website to children aged under 13. If you are aged under 13, please do not submit any personal data via our website. We encourage parents and legal guardians to monitor their children's internet usage and to instruct their children not to submit any personal data via our website. Please notify us promptly if you have reason to believe that a child aged under 13 has submitted personal data to us.

  2. CUSTOMERS

    1. We will collect details such as your name, address, contact details and bank details when you order goods or services from us either via our Site, in store or by telephone. If you apply for finance, we will also obtain details about your income, your job title, previous address history and your date of birth. We will use this information to process your order, assist with arranging finance and to comply with our contractual obligations, as applicable.
    2. In order to perform our contract with you, we may also need to share your personal data with third parties such as payment providers and postal service or other delivery organisations to assist in the delivery of goods or services you have ordered.
    3. We may monitor and record communications with you (such as telephone calls and emails) for the purpose of order fulfilment, training and fraud prevention. We retain such information for a period of 3 years.
    4. We also collect your transaction history and information about your past purchases to personalise your experience and to develop the services we offer.
    5. We may undertake automated processing of personal data, including profiling to analyse certain customer behaviours, for example demographics and economic situation. This is used for internal analysis purposes and to inform our marketing activities, including to target you with offers that we think you may be interested in.
    6. We may contact you to take part in customer satisfaction surveys, we may collect your feedback and contributions. We use this information to develop the services we offer.
    7. We may ask you to review a product or service you’ve bought or provide general feedback on our products and services. Where a review is provided through a third party site, such as TrustPilot or Facebook, the terms and conditions and privacy policy of that third party site shall apply.
    8. Where you would like to obtain finance for our products and we provide your personal data to third party finance providers they will carry out a credit check on you:
      1. so that they can make credit decisions about you; and
      2. to prevent fraud and money laundering. Their search will be recorded on the files of the credit reference agencies and fraud prevention agencies.
    9. If their credit check shows that you have a low credit score, we will be notified and reserve the right not to supply you with goods or services on credit and to require upfront payment for the goods or services you wish to purchase.
    10. Further details of how the finance provider will process your personal data is available directly from the finance provider. For general information about how the financing works, please refer to our Use of Information page. We currently partner with Hitachi Capital (UK) PLC trading as Hitachi Personal Finance & V12 Retail Finance who may provide you with finance. They will process your personal data in accordance with their own respective privacy policies: www.hitachicapital.co.uk/hitachi-capital-retailer-partners/; www.v12retailfinance.com/privacy-policy.
    11. Where you would like to obtain insurance for our products and we provide your personal data to third party insurance providers, they will process your personal data for that purpose. Your furniture insurance is arranged by Oak Furnitureland Group Ltd t/a Oak Furnitureland, administered by MB&G Insurance Services Limited and underwritten by Novus Underwriting Limited on behalf of Helvetia Schweizerische Versicherungsgesellschaft in Liechtenstein AG. Our insurance broker is Genesis Special Risks Limited (GSR). They will each process your personal data in accordance with their own respective privacy policy policies. You will deal with us and MB&G Insurance Services Limited when taking out the policy and making any claims under the policy.
    12. We may post your feedback on our website and in other marketing materials (subject to obtaining your prior consent where necessary)
    13. We will retain your information for as long as we require this is to provide you with the goods or services ordered from us and for a reasonable period afterwards to enable us to deal with any customer service issues or legal claims. For marketing purposes, we will keep your personal data for the period of time described in section 6.
    14. Please also see section 5 which sets out how we may use your personal data for marketing purposes, and section 7 which sets out details of other third parties we might disclose your data to.

  3. OTHER VISITORS TO OUR WEBSITE

    1. We may collect and process personal data about you in the following circumstances:
      1. when you complete forms on our website (“Site”). This includes your name and contact details which are provided when you check out or create an account on our Site;
      2. whenever you provide information to us when reporting a problem with our Site, making a complaint, making an enquiry or contacting us for any other reason. If you contact us, we may keep a record of that correspondence;
      3. details of your visits to our Site including session duration, traffic data, location data, weblogs and other communication data, which is used for our own billing purposes, to personalise your online experience and for account and website security;
      4. our Site uses cookies to help us to provide you with a good experience when you browse our Site and allow us to improve our Site. For detailed information on the cookies we use and the purposes for which we use them see our Cookie Policy;
      5. we may collect information about your device, including where available your Internet Protocol address, for reasons of fraud protection. We may also collect information about your device’s operating system and browser type, for system administration and to report aggregate information to our advertising partners about our users' browsing actions and patterns; and
      6. whenever you disclose your information to us, or we collect information from you, in any other way through our Site.
    2. We may use your personal data in order to:
      1. provide you with information, or services, that you requested from us;
      2. allow you to participate in interactive features of our Site, when you choose to do so;
      3. ensure that content from our Site is presented in the most effective manner for you and for your device;
      4. improve our Site and services; and
      5. process and deal with any complaints or enquiries made by you.
    3. Our Site may, from time to time, contain links to and from the websites of third parties. Please note that if you follow a link to any of these websites, such websites will apply different terms to the collection and privacy of your personal data and we do not accept any responsibility or liability for these policies. When you leave our Site, we encourage you to read the privacy notice/policy of every website you visit.
    4. Please also see section 5 which sets out how we may use your personal data for marketing purposes, and section 7 which sets out details of other third parties we might disclose your data to.

  4. IF YOU FAIL TO PROVIDE PERSONAL DATA

    1. Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide the data when requested, we may have to not proceed with or cancel an order you have placed with us, but we will notify you if this is the case at the time.

  5. MARKETING

    1. As well as described in sections 2 and 3 above, where you have purchased our products or services, indicated that you would like to receive marketing correspondence from us, subscribed to our mailing lists or newsletters, entered into any of our competitions or provided us with your details at events, we may use your personal data in order to provide you with details about our goods and services which we think may be of interest.
    2. You have the right to opt-out of direct marketing at any time. To opt-out, you can:
      1. click the unsubscribe button contained in any marketing email which we send to you;
      2. email us at customerservice@oakfurnitureland.co.uk or call 0800 440 2254 providing us with your name and contact details; or
      3. manage your preferences in the My Account section of our Site.
    3. We will retain your personal data for so long as you are an active customer and for a reasonable period afterwards to enable us to deal with any customer service issues or legal claims.
    4. We may buy your data from third party providers, however we will obtain your consent where necessary.

  6. LEGAL BASIS FOR PROCESSING YOUR PERSONAL DATA

    1. In more legal terms, we rely on certain lawful bases to process your personal data. These are where we have obtained your consent or where it is necessary to process your data for any of the following reasons:

      Lawful basis Activities covered

      To perform a contract to which you are a party or to take steps at your request prior to entering into a contract

      • To fulfil your order, deal with order queries and manage your account.

      To comply with our legal obligations

      • To comply with our legal and regulatory obligations relating to accounting, tax, consumer protection and product liability.
      For the purposes of our legitimate interests or those of a third party, except where such interests are overridden by your rights and interests
      • To allow you to participate in interactive features of our Site, when you choose to do so.
      • To ensure that content from our Site is presented in the most effective manner for you and for your device.
      • To improve our Site and services.
      • For ensuring network and information security.
      • To process and deal with any complaints or enquiries made by you.
      • For fraud prevention and detection purposes and credit risk reduction.
      • To enforce or defend our legal rights or any claims.
      • For marketing purposes (unless consent is required), including to inform you about:
        • our promotions and offers and to send you abandoned shopping cart reminders by email or text where you have previously purchased something from us or been in negotiations for a sale with us
        • our promotions and offers by post and telephone
        • the third party finance products referred to above by email, post or telephone, and
        • the third party insurance products referred to above by email, post or telephone.
      • To contact you to ask you to take part in customer satisfaction surveys, as part of which we may collect your feedback and contributions. We use this information to develop the services we offer.
      • To ask you to review a product or service that you’ve bought or provide general feedback on our products and services.
      • To provide effective services and after-sales service information, including information about insurance services or financial services available (unless consent is required) .
      • For maintaining records, publishing corporate information and public administration.
      • As is necessary in conducting a corporate acquisition or disposal, or other transaction.
      • To share your information with third parties for the purposes set out in this policy (unless consent is required)

      Consent

      • Where indicated on our website and website policies for
        • Marketing activities where legitimate interests is not relied on
        • Marketing activities using cookies - when you first visit our website you will be asked if you would like to accept all cookies or customise your settings - if you select all cookies this will also enable us to perform marketing activity based on your interactions with the website, other marketing channels and other third parties such as social networks. Please review our cookie policy .

  7. DISCLOSURE OF PERSONAL DATA TO THIRD PARTIES

    1. As well as described in sections 2 and 3 above, we may disclose your information to the following third parties:
      1. third parties which process consumer finance applications for us where you have requested consumer finance;
      2. third parties which provide insurance where you have requested insurance;
      3. third parties which provide us with analytical services or marketing services or our advertising partners (with your consent, where required);
      4. third parties, such as payment processors and delivery services in order to facilitate the provision of goods or services to you
      5. our affiliated entities to support internal administration;
      6. IT providers that host our Site, provide us with support services and/or store data on our behalf;
      7. professional advisers including consultants, legal advisors, bankers, auditors and insurers; and
      8. HM Revenue and Customs, regulators and other authorities who require reporting of processing activities in certain circumstances.
    2. We may also disclose personal data to the police, regulatory bodies, legal advisors or similar third parties where we are under a legal duty to disclose or share personal data in order to comply with any legal obligation, or in order to enforce or apply our Site terms and conditions and other agreements; or to protect our rights, property, or safety of our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
    3. We will not share your data with third parties for them to send you marketing material without your consent.

  8. CROSS-BORDER DATA TRANSFERS

    1. Where permitted by applicable law, we may transfer your personal data to the United States and other jurisdictions outside the UK and the European Economic Area (‘EEA’) for the purposes set out in this privacy policy and our cookie policy. We will implement appropriate safeguards to secure the transfer of your personal data to jurisdictions outside the UK and the EEA. Where the third country where data is being sent is not subject to an “adequacy decision”, the safeguards used will typically be the standard contractual clauses approved by the European Commission or the UK approving authority, as applicable, or such alternative measures as are valid and appropriate at the time. Please contact our Privacy Team at privacy@oakfurnitureland.co.uk or on 0800 330 8522 if you require further information about accessing a copy of the relevant measures.

  9. DATA RETENTION

    1. We will keep your personal data for as long as we need it to provide the products and services you are taking from us. We may also keep it to comply with our legal obligations, respond to queries, resolve any disputes, and to enforce our rights.
    2. The criteria we use to determine storage periods include:
      1. Information we have told you about retention periods, such as on our website or in terms and conditions;
      2. Applicable contractual provisions;
      3. Legal statutory limitation periods, applicable and regulatory requirements and industry standards (including audit and accounting standards); and
      4. Administrative requirements and legitimate business reasons;

  10. DATA SECURITY

    1. We have implemented appropriate physical, technical and organisational measures designed to secure your information against accidental loss and unauthorised access, use, alteration or disclosure. In addition, we limit access to personal data to those employees, agents, contractors and other third parties that have a legitimate business need for such access.
    2. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our Site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

  11. ACCESS TO, UPDATING, DELETING AND RESTRICTING USE OF PERSONAL DATA

    1. It is important that the personal data we hold about you is accurate and current. Please keep us informed if the personal data we hold about you changes.
    2. Data protection legislation gives you the right to object to the processing of your personal data in certain circumstances (such as where processing is based on legitimate interests) or to withdraw your consent to the processing of your personal data. See section 5 above about objecting to or opting out of marketing and 12 about withdrawing your consent.
    3. You can also ask us to do the following (but please note section 11.4):
      1. update or amend your personal data if you feel this is inaccurate;
      2. remove your personal data from our database entirely;
      3. access copies of your personal data in a commonly used format and transfer your information to another entity; or
      4. restrict the use of your personal data.
    4. If you make such a request, we may request specific information from you to help us confirm your identity and verify your request. Data protection legislation may allow or require us in some circumstances to refuse your request in whole or in part. If we cannot provide you with access to your personal data, or process any other request we receive, we will inform you of the reasons why, subject to any legal or regulatory restrictions.
    5. To raise any such requests contact our Privacy Team on 0800 330 8522.

  12. RIGHT TO WITHDRAW CONSENT

    1. Where you have provided your consent to the collection, processing and transfer of your personal data, you have the legal right to withdraw your consent under certain circumstances. To withdraw your consent, depending on what this relates to, you may be able to do this via our website or with a sales representative. Otherwise, please contact our Privacy Team on 0800 330 8522.

  13. CHANGES TO OUR PRIVACY POLICY

    1. We may update this privacy policy from time to time, and any changes we make to our privacy policy will be posted on this page. Please check periodically for any updates.

Last updated: 28 April 2021